Privacy Policy

Two different situations

Almost everything below depends on which of these you are.

Information we handle for ourselves

Our website, people who contact us about working together, and our own clients. We decide what happens to this information, and this policy governs it.

Information we handle for a client

When we build and run a system for a contractor, that business decides what goes into it and what happens to it. We handle that information on their instructions, under a written agreement. We do not use it for our own purposes and we do not use it to train any model.

This is the situation most people reading this page are in. If you called a contractor after hours, got a text about your job, or received an invoice reminder, the contractor is the business that holds your information. We are the plumbing.

What we collect about you directly

If you contact Garra Works about our services:

• What you type into the form on our contact page, which asks what is falling through and where to text you back
• Your name, phone number, email address, and company, if you give them to us by phone, text, or email
• Appointments you book with us, through the scheduling calendar on our site
• Notes we take about our conversations, so we can follow up properly
• Standard web server records, including IP address, browser type, and pages visited

We use this to answer you, to scope and quote work, and to run our business. We do not add you to a marketing list you did not ask for.

What we handle on behalf of our clients

Our systems do different jobs, and each touches different information. Not every client uses every system.

Crew messages and job updates

• Crew member phone numbers, names, and the jobs they are assigned to
• Messages crew members send, in whatever language they use, including text, photographs of work sites, and voice notes
• Photographs of job sites and completed work
• The written and translated version of those messages, filed against a job

Workforce attendance

Some clients use our systems to record when workers arrive at and leave a site, so hours are paid correctly and hours nobody worked are not billed.

• The supervisor's phone number, profile name, and assigned sites
• Worker names as reported by the supervisor, and the subcontractor a worker came with
• Photographs of workers taken at arrival and at departure
• Arrival and departure times, dates, time zone, site, and work ticket
• Corrections and review decisions, including who made each one and why

The section on photographs below covers this in detail, because it is the most sensitive thing we do.

Calls, messages, and bookings from a client's customers

Where a client uses our after-hours system, we handle information from people contacting that contractor:

• Name, company, phone number, and how to reach you back
• The property or job location, and what you said the problem is
• Details you give so a crew can attend, which may include whether a building is occupied, what equipment is involved, and how to get access
• Your availability, and the appointment booked in the contractor's calendar
• A written summary of the conversation, provided to the contractor

Job status messages to customers

• Customer name, phone number, and job address, taken from the contractor's own records
• Job status, and the messages we send on the contractor's behalf

Invoicing and payment follow-up

• Customer name and contact details, the work performed, extra work captured on site, amounts invoiced, and whether an invoice is paid
• The reminder messages sent, and any instruction from the contractor to pause or stop chasing a particular customer

We do not collect, store, or process payment card numbers or bank account details. Payment happens in the contractor's own systems, not ours.

Proposals and bid documents

• Documents a client gives us, including past proposals and incoming requests for proposal, which may contain names and contact details of people at other organizations

Owner questions

Where a client uses our assistant to ask questions about their own business, it reads from the records described above and from systems the client connects. It answers the owner. It does not disclose that information to anyone else.

Photographs and facial comparison

Read this section if nothing else. It describes the most sensitive processing we do, and it applies only to clients using workforce attendance.

When a worker arrives, the supervisor takes a photograph. When that worker leaves, the supervisor takes another. The system compares the departure photograph against that worker's own arrival photograph, to confirm the person leaving is the person who arrived. It also checks whether the same photograph has been submitted more than once during the same event, to catch an image being reused for a shift that did not happen. Comparing facial images is a form of biometric processing and we treat it as such.

• We compare a departure photograph against that same worker's arrival photograph from that same shift
• We check photographs for reuse within the same event. That check is limited to one client's own event and does not identify anyone
• We do not search photographs against any historical database of faces, and we do not carry comparisons from one event to another
• We do not attempt to identify anyone against outside sources, public images, or social media
• We do not build a face database, and we do not use these images to train any model
• Photographs sit in private storage with restricted, time-limited access for authorized reviewers. They are never placed in public web addresses or ordinary system logs
• A comparison result is evidence for a person to weigh. It is never a pay decision on its own. No wage is reduced automatically because a photograph did not match or could not be read

Where a comparison is unclear, or a photograph cannot be used, the recorded time is preserved and a person reviews the record. We record who reviewed it, when, and on what basis.

Photographs are not sent to our AI providers. Where a separate company performs the facial comparison for us, we name them in the list of companies below before that starts.

Voice notes and recordings

Several of our systems accept a voice note instead of typing, because someone standing on a job site cannot always type. Where that happens we hold the audio and the written transcription of it.

A voice note contains whatever the speaker says, including anything about other people. We ask clients to tell their staff not to put sensitive personal details into these messages, and we never ask for any.

Where our after-hours system handles a spoken conversation, we keep a written summary of it for the contractor. If we ever record or transcribe a telephone call, we will say so on this page first and tell you at the start of the call, because several states require everyone on a call to agree to being recorded.

Artificial intelligence

Our systems use AI models from Anthropic and OpenAI to read incoming messages, transcribe voice notes, translate between languages, pull out structured facts such as a name, an address, or a time, and draft replies. Which one handles a given task depends on what the task needs.

• We send the message text, voice note audio where a system captures one, and the limited context needed for that task. We do not send worker photographs to either AI provider
• The AI proposes, it does not decide. Our application code checks permissions, timing, and which record something belongs to before anything changes
• The AI cannot approve pay and cannot write to a client's payroll system
• Where a fact is missing or ambiguous, the system asks rather than filling in a guess
• Information sent to these providers is not used to train their models

Who else handles the information

These companies help us run our services. They handle information on our instructions and are not permitted to use it for their own purposes.

We also read from and write to the systems our clients already use, such as their accounting, job management, or field service software. Those systems belong to the client, and the client's own agreement with those providers governs them.

We may disclose information where the law requires it, or to protect the rights and safety of people involved. If Garra Works is ever sold or merged, information may transfer as part of that, and this policy continues to apply until we tell you otherwise.

Messages we send on a client's behalf

Some of our systems send text or WhatsApp messages to a contractor's customers and crew. Those messages come from the contractor, about work you asked for or work in progress.

• Reply STOP to any message and that number stops messaging you
• The contractor can stop or pause messages to you at any time, and so can we at their instruction
• We do not send marketing messages on a client's behalf, and we do not use these numbers for any purpose other than the job they relate to

It is the contractor's responsibility to have a proper basis for contacting you, and to honor your request to stop. If a message from one of our systems will not stop, write to us and we will make it stop.

We do not sell your information

We do not sell personal information. We do not share it for targeted advertising, and we do not profile anyone for advertising purposes.

How long we keep it

We delete on a schedule rather than keeping things indefinitely. Our systems are not the system of record. The labor record lands in our client's payroll or job management software, the invoice lives in their accounting software, and the customer sits in their own files. What we hold is working state, so we do not need to hold it for long.

The shorter period for photographs and voice audio is deliberate. Those are the most sensitive things we hold and their usefulness ends once a record is settled.

Where a client's agreement with us sets a shorter period, that period applies. When an engagement ends we return or delete client information on the client's instruction, subject to any legal requirement to keep records. If you ask us to delete something, it goes from our live systems straight away and from backups within the cycle above.

Security

• Access is limited by role and by assignment. Not everyone who can use a system can see everything in it
• Credentials stay on our servers and do not appear in ordinary logs
• Photographs, audio, and property access details are kept in private storage reached through temporary authorized access, never a public link
• Changes to records are recorded with who made them, when, and why. Original observations are kept alongside corrected values

No system is perfectly secure. If a breach puts personal information at risk we will tell our clients and affected people promptly.

Your rights

Depending on where you live, you may have the right to:

• Ask what personal information we hold about you
• Get a copy of it
• Correct it if it is wrong
• Ask us to delete it
• Opt out of the sale of personal information or targeted advertising, neither of which we do

Connecticut residents have these rights under the Connecticut Data Privacy Act, New Jersey residents under the New Jersey Data Privacy Act, and residents of several other states have similar rights. To make a request, email us at the address below. We will respond within 45 days and tell you if we need longer.

If we turn your request down, you can appeal. Reply to our decision and say you want to appeal. We will look again and give you a written answer within 60 days. If we turn the appeal down, you can complain to the Connecticut Attorney General.

If your information sits in a client's system, see the second situation at the top of this policy. The client decides, and we will pass your request to them.

Children

Our services are for businesses. They are not directed at children and we do not knowingly collect information from anyone under 16. If you believe we have, contact us and we will delete it.

Changes to this policy

If we change this policy we will post the new version here and update the date at the top. Where a change is significant we will tell our clients directly.

Contact

Questions, requests, or concerns about privacy:

Garra Works LLC
info@garraworks.com
(203) 290-1692
Connecticut, United States