Kozi Jobsite HQ is a private, internal tool built by Kozi Contracting LLC for use by our own team and crew members. It is not a public app, and accounts are created and managed only by Kozi Contracting LLC. This policy explains what information the app handles, how it is used, and which outside companies receive some of it.
Who this app is for
Kozi Jobsite HQ is used exclusively by employees and crew members of Kozi Contracting LLC to manage job sites, schedules, and work documentation. Login accounts are issued and controlled by Kozi Contracting LLC administrators. Members of the public cannot sign up for or use this app.
Information the app handles
To do its job, the app stores the following information. Our team enters or uploads most of it. The last item is recorded by the app itself.
Login credentials. Team members who use the app are given a username and password by a company administrator. The username looks like an email address. It is either a company username or an email address the administrator typed in. It is used only to sign in to the app.
Team member records. Company administrators keep a card for each team member: name, job title, phone number, home address, pay rate, hours worked, notes, and a photo. The app shows the phone number, home address, pay rate, and notes only to administrators.
Work photos and videos. Crew members and supervisors upload photos and short videos to document completed work on job tasks. A photo or video added by a supervisor is marked as such and shows "Posted by" with the supervisor's name. On an iPhone, taking or choosing a photo or video uses the phone's camera, its microphone (videos are recorded with sound), and the photo library. If you use it, Ask Kozi can also listen to a spoken question (see "Talking" under "Ask Kozi, the AI assistant"). The iPhone asks for your permission where it is needed. The app gets only the photos and videos you take or choose. Inside the app they are shown only to people who are signed in. See "How information is stored and protected" below.
Job and schedule information. This includes job site addresses, schedules, task checklists, crew assignments, notes, hours, time-off requests, receipts, invoices, design and scope-of-work files, and vehicle records and documents entered by the team.
Absence marks. An office administrator or a supervisor can mark that a crew member did not work on a day they were scheduled, with one of three reasons: Sick, No-show or Other. No notes or details are added. The app keeps the mark — the day, the job, the reason, who marked it and when — and, if it is undone, who undid it and when; an undone mark is kept, not deleted. A marked day is not counted in the weekly report or in pay. Office administrators and supervisors can see the marks; a crew member can see only their own. Nothing about absence marks is sent to Anthropic, OneSignal or Twilio.
Team Chat. The messages, photos, and videos that team members send in the app's Team Chat. Anyone in the chat can tap "Translate" under someone else's message to read it in their app language (see "Anthropic" under the outside companies below).
Ask Kozi chats. The questions a person asks Kozi, the app's AI assistant, and Kozi's answers. See "Ask Kozi, the AI assistant" below.
Client information. As part of managing jobs, the app stores business information about our clients that our team enters — such as client names, job site addresses, and client contact details. This information is used only to carry out and manage our work for those clients.
Text messages to customers. Office administrators can send a customer a short text message about their project (for example that the crew is arriving, or a daily update), and the app can send an evening-before reminder. The app keeps a record of each customer's agreement to receive texts (the date, how it was given — verbally or in the signed contract — and who recorded it), each text sent (the words, the date, who sent it, and whether it was delivered), and each reply the customer sends. Office administrators can also answer a customer's reply from the app; each answer is sent as a text and kept like the other texts. The app also records which administrator first read a reply, and when. See "Text messages to customers" below.
Technical records. To find and fix problems, the app records each photo or video upload attempt (who uploaded, the file size, how long it took, whether it worked, iPhone app or website, and the app version). It also records the notification status of each iPhone. See "Notifications" below.
Information the app does NOT collect
No payment information. The app does not collect, process, or store any credit card or payment details from users.
No location tracking. The app does not ask for your location and does not follow where you or your phone are. Good to know: a phone can save the place where a photo or video was taken inside the file. The app re-saves work photos and Team Chat photos before they are uploaded, which normally leaves the place out. Videos from an iPhone, and design files and receipt and invoice files added in the office, are uploaded as they are.
No advertising and no tracking for ads. The app does not use advertising networks and does not sell or share information with advertisers or data brokers.
How information is used
All information in the app is used solely to run Kozi Contracting LLC's business operations — scheduling crews, documenting work, managing job sites, and keeping records. Information is not sold or rented. It is shared with outside parties only as described under "Service providers: outside companies that receive information" below.
How information is stored and protected
App data is stored using Supabase, a secure hosting and database service, on our behalf. Access to the information in the database is restricted by login, and permission rules limit what each type of user can see and do. Photos, videos, and files are explained in the next paragraph.
Photos, videos, and files. Work photos and videos, Team Chat photos and videos, design files, and receipt and invoice files are kept in storage where every file has its own long web link. Inside the app these files are shown only to people who are signed in, and the links are not listed anywhere public. But a link is not protected by a password: anyone who has a file's exact link can open that file. Scope-of-work files, team member photos, and vehicle documents are kept in private storage. To open one, the app makes a link that works only for a short time. The app makes such a link only for people who are signed in.
Ask Kozi, the AI assistant
Kozi is an AI assistant inside the app. Its answers can be wrong.
Who can use it. Only people the company owner has switched on. In this version these can only be office administrators and supervisors, not crew members. The owner can also turn Ask Kozi off for everyone. For everyone else the chat with Kozi does not appear in the app.
You agree first. Before the first question, the app shows an AI notice. No question is sent to Anthropic until you tap "Agree and continue". The app records that you agreed, to which version of the notice, and when. If you take your agreement back, it records that too.
What is sent. Your question, today's earlier questions and answers in that chat, your first name and role, and the app language. Whatever you type in a question is sent, so do not type a password into a question. The app itself never adds your password. In this version Kozi can look up, for office administrators and supervisors, what their login may see in the app: the schedule, projects and their checklists, vehicles, receipts and invoices, people, and Team Chat; some of it only for office administrators (see below). For office administrators it can also prepare a schedule change (see "Schedule changes through Kozi" below). Kozi itself cannot save, change or delete anything. When a question needs it, the company information needed to answer is sent too — only what your login may see in the app:
Schedule: who works where and when (team members' names, roles and job titles and whether they are active, and whether they have a login), approved time off (the dates only, never the type or the reason).
Projects: jobsite names, addresses, project type, start date and status, and whether a project is on the map; task names and the office note of a stop; whether tasks are done and who ticked them; how many photos and videos a job has, who posted them and on which day, and the week's most active person (never the photos themselves); the titles of design files and estimates (never an estimate's amount).
Vehicles: vehicles with their year, plate and driver, and the status and expiry dates of their papers (never the papers themselves).
Money: the amounts of receipts and invoices with the store, the date, the project (or the vehicle, for an old vehicle receipt), who filed them, and what a receipt is for or an invoice's title. Totals are added up by the company's server, not by the AI. Never a receipt photo, an invoice file or a card number.
People: team members' names, roles and job titles; for administrators also who has notifications on and which app version each phone runs, the company settings, and what Kozi cost this month and how many questions were asked.
Team Chat: only the messages that match the question, found by the company's server: Team Chat messages that match your question (the sender's name, the time and the text; links in them are hidden) — never the whole chat, never photos or videos.
Photos, videos, files, pay, card numbers, and the phone numbers and home addresses saved in the app are never sent. Kozi does not look up team members' pay rates, phone numbers, or home addresses, the client contact details saved with a jobsite, task descriptions and the notes workers type on a task, hours, the type or the reason of time off, or the whole Team Chat. A card or phone number (10 or more digits, or a 7-digit number such as 555-0199) typed in a chat message, a store name, a description or a title is blanked by the company's server before it is sent. If someone typed such a detail into a jobsite name, a task name, or a note, it is sent as part of that text. To find the person or the jobsite you mean, Kozi's server also compares the words you typed with a short list of nicknames that the company's administrators keep (for example, a short form of a first name) and with the client's name saved with a jobsite; the list and the saved client's name are not sent to Anthropic — Kozi is told only which person or jobsite your words fit, and that it was found by a nickname or by the client's name. With a later question on the same day, a short note of which look-ups Kozi ran for each of today's earlier answers is sent too (which kind of look-up, for which days, and the time of that answer), so that Kozi knows what it has already checked; what a look-up returned is never part of that note.
Who gets it. Anthropic, the company that provides Claude, the AI behind Kozi.
Buttons under an answer. Under an answer the app may show buttons that open a job's checklist, a project page, a job's photos, or directions in your phone's maps app. The company's server makes them; nothing about them is sent to Anthropic. Directions hands the jobsite's address to your phone's maps app.
Reading aloud. Kozi can read its answers aloud with the voices built into your phone or browser. This happens on your device; nothing is sent anywhere for it. It starts off; you switch it on in the chat.
Talking. In the iPhone app you can tap the microphone in the chat and say your question instead of typing it. The iPhone turns your voice into text on the phone itself. The app is set so that the sound of your voice is not sent to us, to Anthropic or over the internet, and it is not recorded or stored. Only the text that appears in the box is sent, and only when you tap Send. The first time, the iPhone asks for permission to use speech recognition and the microphone; that permission box is Apple's and includes Apple's own standard sentence about speech data. If your phone cannot do this on the phone, the microphone button does not appear.
Schedule changes through Kozi. For an office administrator, Kozi can prepare a change to the schedule: a new job, adding a person to a job or taking one off, or changing a job's day or jobsite. Kozi cannot save it. The app shows a preview, and the change is saved only when the administrator taps Confirm; it can be undone there. To prepare a preview, the same kind of schedule information as for a look-up is sent to Anthropic, and — while a preview is waiting — what the preview says and whether the last preview was saved. The company's database keeps each preview, and a record of each saved change: what was changed, the name of the login that confirmed it, when, and whether and by which login it was undone. Administrators can see that record.
Where the chat is kept. Your questions and Kozi's answers are stored in the company's database, together with a note of which look-ups Kozi ran for an answer and when — never what they returned. With each answer the database also keeps how many AI calls the answer took and how much text was sent and received (as counts) and, for an administrator's question, the answer's estimated cost in dollars — numbers only, never the text itself — and each question is marked with the day it was counted and with how many times it was tried again without being counted again. Inside the app, a chat can be read only from the login that asked the questions. If several people share one login, they all see that login's chat. Inside the app, administrators see only how many questions each login asked and the estimated cost. With an answer the database may also keep which job, project or photos its buttons open.
How to take your agreement back. In the chat with Kozi, tap the three dots at the top, then "Turn off Ask Kozi for me". Kozi then stops for your login and no more questions are sent. The notice shows again the next time you tap Kozi. Your earlier chat stays stored. To have it removed, see "Data retention and removal" below.
Notifications
The iPhone app can show notifications, for example about a new schedule, new job photos, Team Chat, or — for office administrators, when the company's owner switches it on — a customer's reply to a text. Notifications work only in the iPhone app, not on the website.
You decide. The iPhone asks whether you allow notifications. You can turn them off at any time in the iPhone's Settings. That stops the messages. It does not turn off the notification software inside the app. See OneSignal in the list of outside companies below.
What the app stores about your phone. Each iPhone with the app saves one line about itself in the company's database. The line says: who is signed in; a random ID made for that install of the app; whether notifications are allowed, refused, or not asked yet; whether the phone is linked to the notification service; that it is an iPhone; the app version; and the time of the last check. Only you and company administrators can see your lines. The app removes the line when you sign out on that phone.
Activity log. For important changes — among others password resets, logins created, role changes, logins turned on or off or deleted, Ask Kozi switches, app settings, schedule changes confirmed or undone through Ask Kozi, jobs added, changed or deleted, changes to or deletions of projects, employees, vehicles and their papers, receipts, and photos and videos (with who had posted them), overtime, absence marks and their undo (with the reason), and each answer an office administrator sends to a customer (only that an answer was sent and for which project — never its words or the customer's phone number) — the app records who made the change, when, and what changed (for pay, the old and new amounts; for a project's name, address, client name, status, type and start date, the old and new values; for a team member's phone number, home address, photo and notes, a client's phone number and e-mail, job notes, and the files and notes of vehicle papers and receipts, only that they changed; never a password). Only the company owner can read this record, and nobody can change or delete it in the app.
A record of what was sent. The company's database keeps a record of each notification: its text, who caused it, when it was sent, to how many people, and the notification service's reply.
Text messages to customers
Kozi Contracting LLC can send text messages (SMS) to a customer's phone about that customer's own project. These are customer-care messages only — for example that the crew is arriving, a change of date, a daily update, or that the work is finished. No marketing or promotional texts are sent.
Your agreement first. A text is sent only to a customer who has agreed to receive texts, and the app records that agreement (the date, how it was given, and who recorded it) before any text can be sent.
Who sends them, and how often. Some texts are sent by an office administrator, one at a time; an office administrator can also answer a text you send us. Each answer is sent exactly as the administrator types it. When the company's owner has switched it on, the app also sends one reminder by itself, at the hour the company's owner sets: 6, 7 or 8 PM New York time, the evening before each day the crew is scheduled to come to your project, also when the crew was there that day. If several of your places are scheduled for the same day, you get one text for all of them. How many you get depends on your project: one reminder for each day the crew is scheduled, and a few texts from the office.
What is sent. Your phone number and the words of the text — which can contain your name, the project's address, a date and time, and a short note of the work completed and the next step.
Who receives it. Twilio, the company that delivers the texts. Twilio receives your phone number and the words of each text and each reply, and keeps its own delivery records. See the list of outside companies below.
STOP and HELP. Reply STOP to any text to stop receiving texts; you will get one message confirming that, and no more texts unless you reply START. Reply HELP for the company's contact details. Message and data rates may apply.
Your replies. What you text back is shown to Kozi Contracting LLC's office administrators in the app, so they can act on it and answer you by text. When the company's owner switches it on, office administrators' iPhones get a notification that you replied: it shows your name and the project's address, never your words or your phone number, and it is held back between 9 PM and 7 AM New York time.
Never sold or shared. Customers' phone numbers are not sold, rented or shared with anyone but Twilio for delivery, and are never used for advertising. Nothing about these texts is sent to Anthropic or any AI service.
Service providers: outside companies that receive information
The app relies on a small number of outside companies to work. This is what each one receives, and why.
Supabase (database, sign-in, file storage, and the app's server programs). Supabase stores everything the app stores: the information listed above, the login accounts, and the uploaded photos, videos, and files. Like any server, it also receives the internet (IP) address of the phone or browser that uses the app.
Netlify (hosts the website). Netlify serves the website version of the app and this page. Like any web host, it receives the internet (IP) address and browser details of a person who opens the website.
Anthropic (Claude, the AI). Anthropic receives information in three cases:
Ask Kozi. What is listed under "Ask Kozi, the AI assistant" above, including the company information needed to answer a question, and only after you agreed to the AI notice.
Translation. When someone reads the app in Spanish or Portuguese, typed job notes and the names, descriptions, steps, and notes of tasks are translated automatically. The text is sent to Anthropic without the name of the person who wrote it or reads it. If someone typed a name or an address into such a text, it is sent as part of the text. Each translation is saved in the company's database together with the original text, so the same text does not need to be sent again.
Team Chat translation. When someone taps "Translate" under a Team Chat message, the words of that one message are sent to Anthropic to translate them into the reader's app language (English, Spanish or Portuguese). Names tagged with @ are replaced by placeholders and are not sent; photos, videos, the sender's name and the time are never sent. If someone typed a name or an address into the message, it is sent as part of the words. Each translation is saved in the company's database and is deleted together with its message.
This holds for what Anthropic receives in all three cases: Anthropic does not use it to train its models and normally deletes it within 30 days. It is kept longer only if its safety systems flag something or the law requires it.
OneSignal (push notifications, iPhone app only). OneSignal's software is part of the iPhone app. OneSignal receives:
The address Apple gives the phone for notifications (a push token).
Technical details its software reads from the phone: phone model, system version, language, time zone, country, internet (IP) address, phone company, app version, whether notifications are allowed, and when and how long the app is used.
The app's internal ID of the person signed in on that phone. This is a string of letters and numbers, not the person's name.
The text of each notification. A notification can contain a team member's name, a job site name or address, a date, and the first words of a Team Chat message. A notification to office administrators that a customer replied can contain the customer's name and the project's address; it never contains the customer's phone number or the words of the reply.
OneSignal's software starts when the iPhone app starts, before you sign in and whether or not you allow notifications. Turning notifications off stops the messages. It does not turn OneSignal's software off. When you sign out, the app tells OneSignal to unlink the phone from your ID. When an administrator turns a login off, the app asks OneSignal to delete its record for that person.
Twilio (text messages to customers). When an office administrator sends a customer a text or answers a customer's reply, or the app sends an evening reminder, our server hands Twilio the customer's phone number and the words of the text; Twilio delivers it and tells our server whether it arrived. When a customer replies, Twilio hands the reply (the sender's number and the words) to our server. Twilio keeps its own records of messages sent and received under its own terms and privacy policy.
Google (maps, address look-up, and fonts).
Map. Administrators and supervisors can open a map of the day's active job sites. The map is loaded by the phone or browser directly from Google Maps. Google receives the internet (IP) address and technical details of that phone or browser, and the area of the map being shown.
Address suggestions. When an office administrator adds a job site or changes its address, the letters typed into the address box are sent from the phone or browser to Google to show matching addresses, and the address picked is looked up there for its position on the map. The phone's own location is not used. (Older versions of the app send the job site's address text from our server to Google to find its position on the map.) Nothing about team members is sent.
Fonts. The app's lettering is loaded from Google Fonts, so Google receives the internet (IP) address and technical details of the phone or browser.
Directions. On the website, the Directions button opens Google Maps in a new tab with the job site address.
Apple (iPhone app). The iPhone app is installed from Apple's App Store. Apple delivers the notifications to iPhones, so the notification text passes through Apple. The iPhone app can ask the App Store which version of the app is the newest. The company's server can also ask the App Store which version is the newest, to raise the required version when the owner switches that on; nothing about any person is sent. In the iPhone app, the Directions button opens Apple Maps with the job site address. The iPhone's built-in speech recognition and voices, which are part of the phone, are used for talking to Kozi and for reading its answers aloud.
The app passes information to these companies only so that the app can work. Each of these companies handles what it receives under its own terms and privacy policy.
Your choices
Ask Kozi. You can take your agreement back (withdraw your consent) at any time. In the chat with Kozi, tap the three dots at the top, then "Turn off Ask Kozi for me".
Notifications. You can turn them off at any time in the iPhone's Settings.
Translation. Job notes and task texts are sent for translation only when someone reads the app in Spanish or Portuguese. There is no off switch for this today. A Team Chat message is sent for translation only when someone taps "Translate" under it.
Texts to customers. A customer can stop texts at any time by replying STOP.
Removal. To have your account or your information deleted, see "Data retention and removal" below.
Data retention and removal
Information is kept for as long as it is needed for our business records. Because accounts are managed internally, a company administrator can update or remove a crew member's account and associated data. An administrator can turn a login off or delete it for good. A deleted login can never sign in again; the person's work records (photos, videos, tasks, receipts, schedule and the activity log) stay, with their name. If you are a member of our team and want your account or information removed (deleted), including your Ask Kozi chat, contact a Kozi Contracting LLC administrator.
Children's privacy
This app is a workplace tool intended for adult employees and crew members of Kozi Contracting LLC. It is not directed to or intended for use by children.
Changes to this policy
If this policy changes, the updated version will be posted on this page with a new "last updated" date.
Contact
If you have any questions about this privacy policy, please contact us: