Privacy notice

Who we are

EquipTalkIQ is a product of Axiom Routing [legal entity name, registered address and jurisdiction to be inserted]. For the purposes of data protection law we are the controller of account data and the processor of the records our customers put into their workspace. Contact: see the contact page.

What we collect

• Account data. Your name, email address, account type (contractor, manufacturer rep, building owner or general contractor), company membership and authentication records. Sign-in uses email and password, an emailed one-time link, or Google sign-in; passwords are handled by our authentication provider and never visible to us.
• Company records. What your company enters or connects: sites, equipment, documents, drawings, specifications, service jobs, dispatch, warranties, plans, turnover packages, rooms, asks, messages, AI conversations and shares. Every business record carries the company it belongs to and is isolated by row-level security.
• Usage of AI. For every model call we record who asked, the account type and role, the product feature, the model, token counts, cost at list price, duration, outcome and the site, project, thread or records touched. This is shown to your company’s admins on the AI usage page and is the basis for allowances and invoices.
• Technical data. Server logs (IP address, user agent, timestamps, request paths) kept for security and troubleshooting [retention period to be set].
• Optional connectors. If your administrator enables Google Workspace or Microsoft 365, each user connects their own account; connector keys are stored encrypted and items are visible only to that user unless they link them to a company record. These connections are not enabled in the demo.

How we use it

• To run the workspace for your company and the portals you grant to owners, GCs and reps.
• To answer questions with AI. Prompts contain only the records your account is allowed to read; answers list the records they used. Model providers (currently Anthropic) process prompts to return answers and, under our agreement with them, do not use that content to train models [confirm contractual terms before publishing].
• To meter and bill AI usage and to enforce the monthly budget your admins set.
• To secure the service, investigate abuse and meet legal obligations.
• We do not sell personal data. We do not run targeted advertising.

Who sees what

Your company’s staff see your company’s records. Invited owners, GCs and reps see only the building, project, package or room they were granted, through views that omit pricing, labor rates and internal notes. Demo explorers share one demo company but see only their own work. Processors that help us run the service: our database and authentication host (Supabase), our hosting provider (Vercel), our model provider (Anthropic), map tiles (Mapbox, only on map pages), and web fonts (Google Fonts, loaded from Google’s servers). [Add the full sub-processor list with locations and transfer mechanisms.]

Cookies and local storage

The public site sets no analytics or advertising cookies and uses no third-party tracking.

Where you came from. If you arrive from a campaign link, the site notes its source, medium and campaign in your browser for that visit (and across visits only if you allow analytics or advertising) and attaches them to your sign-up, so we know which channels work. This stays with us; advertising click identifiers are kept only with advertising consent.

The app stores your session token, your theme choice (light or dark), the demo view you selected and which sidebar groups you left open in your browser’s local storage so the app works and remembers your preferences. Map pages store an anonymous Mapbox telemetry identifier set by the map library.

Retention and deletion

Company records stay as long as the company’s subscription is active and for [period] afterwards so a customer can export them; a company owner can request deletion earlier. Account data is deleted when an account is removed. AI usage rows are kept for the billing period plus [period] as invoice receipts. Shared links to turnover packages expire on the date set when they were created and can be revoked at any time.

Your rights

You can access, correct, export or delete your account data by contacting us, and your company’s admins can manage staff and guest access themselves. Depending on where you live you may have further rights under GDPR, UK GDPR, CCPA/CPRA or other laws, including the right to complain to a supervisory authority. [Insert data protection contact and, if required, EU/UK representative.]

Changes to this notice

We will post changes here with a new “last updated” date and, for material changes, notify company admins by email once a sender domain is in place.