Privacy Policy

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, phone number when you create an account.
• Profile Information: Profile photo, job position, department assignment.
• Company Information: Company name and affiliation when joining or creating a company.
• Availability Data: Your weekly availability preferences for shift scheduling.
• Messages: Messages you send through in-app direct and group chat are stored so you and your recipients can read them.
• Work Content: Shift notes, coverage reasons, announcements, and similar text you enter as part of scheduling workflows.

1.2 Information Collected Automatically

• Device Information: Device type, operating system version, unique device identifiers.
• Crash, Performance, and Session Diagnostics: Diagnostic reports when the app encounters an error, plus sampled app-performance timings and session health events used to keep the app reliable (personal details are filtered before reporting, and no user identifier is attached).
• Push Notification Tokens: Device tokens for sending push notifications.
• Attendance Check-In Location: If your organization enables GPS attendance, the App requests one foreground location fix only after you tap Check In. The location is sent securely to our backend to verify distance from the assigned worksite. We do not request background location, continuously track you, or store the submitted latitude/longitude in your attendance record. We retain derived evidence such as distance from the worksite, reported accuracy, capture time, verification result, and risk flags. If you decline location permission, you can request manual review instead.

The current mobile app build does not include product-usage analytics (no tracking of which features you use or profiling of your behavior). If usage analytics are added in a future build, this policy will be updated before release.

1.3 Billing Information

• Subscription Management: Organization administrators may subscribe to paid plans through Stripe on the web or Apple in-app purchase on iOS. Cover Me does not collect, store, or process payment card details. Payment information is handled directly by Stripe or Apple. We store only subscription status, billing period information, user quantity, and the payment channel used.

1.4 Information from Third Parties

• Authentication Provider: We use Clerk for authentication, which may receive your email and authentication tokens.
• Payment Processors: Stripe provides subscription status, billing period, invoice, and customer identifiers (no payment card details). RevenueCat and Apple App Store provide iOS subscription and entitlement status for in-app purchases. Google Play Billing may be added later for Android.
• Error Monitoring: We use Sentry to collect crash reports and error logs (PII is filtered before transmission).

2. How We Use Your Information

We use the information we collect to:

• Provide Services: Enable shift management, coverage requests, and team coordination.
• Facilitate Communication: Send notifications about shift changes, approvals, and messages.
• Improve Our Services: Analyze usage patterns to enhance app functionality.
• Ensure Security: Detect and prevent fraud, abuse, and security incidents.
• Comply with Legal Obligations: Meet legal requirements and respond to lawful requests.

3. Information Sharing

We do not sell your personal information. We may share information:

3.1 Within Your Organization

• Your name, profile photo, and work-related information are visible to other members of your company.
• Administrators can view shift histories, attendance records, and team member information.

3.2 With Service Providers

• Convex: Database, backend services, and live attendance check-in verification (data transmitted securely; exact check-in coordinates are not retained in attendance records).
• Clerk: Authentication services.
• Stripe: Web subscription billing and payment processing (we do not store payment card details; all payment information is handled by Stripe's PCI-compliant infrastructure).
• RevenueCat: In-app purchase subscription management for iOS (receives anonymous subscriber identifiers and entitlement status; no payment card details).
• Apple: iOS in-app purchase billing through the App Store (payment details handled entirely by Apple).
• Google: Future Android in-app purchase billing if Google Play Billing is enabled later.
• Expo: Push notification delivery.
• Sentry: Error monitoring (PII filtered).

3.3 For Legal Reasons

We may disclose information if required by law, legal process, or to protect the rights, property, or safety of Cover Me, our users, or others.

4. Data Retention

• Account Data: Retained while your account is active; deleted or anonymized upon account deletion request.
• Shift Records: Retained for compliance and audit purposes as required by your organization.
• Attendance Evidence: Derived check-in evidence is retained with the attendance record as required by your organization; exact submitted coordinates are used only to service the live verification request and are not retained in the attendance record.
• Error Logs: Retained for 90 days for debugging purposes.

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption: Data transmitted using TLS/HTTPS.
• Access Controls: Role-based access within organizations.
• Authentication: Secure JWT-based authentication.
• PII Protection: Sensitive data filtered from error reports.

6. Your Rights and Choices

6.1 Access and Correction

You can view and update your profile information directly in the App.

6.2 Account Deletion

You may request account deletion by contacting your organization's administrator or our support team. Note that some data may be retained for legal or compliance purposes.

6.3 Push Notifications

You can disable push notifications through your device settings or within the App's notification preferences.

6.4 Location Services

Location access is optional and requested just in time when you tap Check In, not during onboarding. You can deny or revoke permission in device settings and use the manual-review path. Cover Me does not request background location or use check-in prompts to activate location services.

7. Children's Privacy

Cover Me is not intended for users under 16 years of age. We do not knowingly collect personal information from children under 16.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes through the App or via email.

10. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

• Email: privacy@covermeapp.io
• Support: Within the App under Settings › Help & Support, or on our support page.

Data Collection Summary