Privacy Policy

1. Who controls what

FloorCoach is operated by Royer LLC, a Georgia limited liability company. Two different relationships run through this policy, and the difference decides who you talk to about your data.

• Data we hold for a customer (we are the processor). Everything inside a customer’s workspace — workflow submissions, photos, signatures, findings, worker names and roles. The subscribing organization decides what is collected and why. We process it on their instructions. If you are a worker, your employer is who you go to about your records.
• Data we hold for ourselves (we are the controller). Our own account and billing records, demo requests, support email, website usage, and error logs. This policy is our own commitment for that data.

2. What we collect

Name, work email, role, organization and site assignment, invitation status, and authentication records. Signing PINs are verified for electronic signature and are sealed on the device with a non-extractable key.

• Workflow submissions and their answers — inspections, cycle counts, safety walks, near-miss and incident reports, QC checks, BOL verifications, work orders, handoffs, SOP attestations.
• Photographs taken as evidence, including photos of equipment, product, conditions, and — depending on how your organization uses it — of people on the floor.
• Electronic signatures and the audit trail entries that accompany them, including timestamps and the identity of the signer.
• Voice input, used to fill out a form by speaking. See section 4 — the audio is not retained.
• Documents your organization uploads — SOPs, policies, certificates, and similar files.
• Findings, corrective actions, assignments, due dates, and closure evidence.
• Barcode and scan data, station and camera pairing records, and pick verification records.

Audit trail and event records showing who did what and when — this is a core feature, not incidental logging. Also device and browser information, approximate location derived from IP address, push notification subscriptions if you enable notifications, sync state for offline use, and error reports.

Subscription status, plan, invoices, and billing events. Payment card details go directly to Stripe. We never receive or store your full card number.

If you request a demo or email us, we keep what you send and our correspondence.

3. How we use it

• To provide the service — run workflows, generate audit packs, answer Coach questions, send alerts and digests.
• To authenticate users and enforce organization and site scoping.
• To keep the service secure, detect abuse, and investigate incidents.
• To bill you and manage your subscription.
• To provide support and respond to what you send us.
• To fix defects and improve reliability, using error reports and aggregated, de-identified usage patterns.
• To comply with law and enforce our terms.

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We run no advertising trackers.

4. How AI processing works

FloorCoach uses third-party AI providers to power the Compliance Coach, photo hazard review, voice-to-form input, and document search. Here is exactly what leaves our systems.

• Anthropic (Claude) receives the text of a question, relevant retrieved passages, and — for photo review — the image, in order to generate a response.
• OpenAI receives text to produce search embeddings, and receives voice audio for transcription.

Voice audio is transcribed in memory and discarded. We do not write the recording to storage. The resulting text becomes part of the record your organization keeps.

Neither provider uses your data to train their models. We use their business/API offerings, under terms that exclude submitted data from model training. We do not train models on customer data either.

AI output can be wrong. The Coach cites its sources so you can check them, and our terms are explicit that FloorCoach does not replace your own compliance judgment — see Terms, section 5.

5. Who else processes it

We use the following providers to operate the service. Each is bound by contract to protect the data and to use it only to provide their service to us. We remain responsible for them.

We will also disclose information where required by law or valid legal process, to protect rights and safety, or in connection with a merger or sale of the business — in which case the acquirer is bound by this policy until it is replaced with notice to you.

We will give notice to account administrators before adding a subprocessor that materially changes this list.

6. How long we keep it

Compliance records exist to be produced later, sometimes years later, so we do not silently expire them.

• Customer Data is kept for as long as the organization’s subscription is active, and then for 30 days after termination so records can be exported. You may request deletion in writing at any time after termination; we complete deletion within 30 days of the request.
• Deletions you make in the application take effect in the live service immediately.
• Backups. Deleted data may persist in encrypted backups for a limited period before those backups roll off. It is not restored to the live service.
• Voice audio is never stored.
• Billing records are kept as long as tax and accounting law requires.
• Error reports are kept on a short rolling window.
• Demo requests and support email are kept while relevant to the relationship.

A customer with specific retention or deletion requirements should raise them before signing — we can accommodate defined schedules in writing.

7. How it is protected

Data access is enforced at the database layer with row-level security on every organization-scoped table, so one facility’s records cannot surface in another’s queries or Coach answers. Signed records carry a SHA-256 canonical hash that is recomputed to detect tampering. Data is encrypted in transit and at rest by our infrastructure providers.

The full posture — including what we do not hold, stated plainly — is at /security. No system is perfectly secure; if we discover a breach affecting personal information we will notify affected customers without undue delay and as law requires.

8. If you are a worker using FloorCoach

Your employer decided to use FloorCoach and decides what it records about your work. We cannot change, delete, or release your records without your employer’s instruction— they are your employer’s records, held by us on their behalf.

To see, correct, or ask about your records, contact your supervisor or your employer’s FloorCoach administrator. If you contact us directly we will refer you to them, and we will let them know you asked.

What is recorded about you: what you submitted and when, photos you took, your electronic signatures and the audit trail behind them, text transcribed from anything you said into the app, and findings or corrective actions assigned to you. FloorCoach does not track your location continuously and does not use facial recognition, fingerprints, or voiceprints to identify you.

9. Your privacy rights

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal information, to appeal a refusal, and not to be discriminated against for exercising these rights. Residents of California, Colorado, Connecticut, Virginia, Texas, and other states with comprehensive privacy laws have these rights under those laws.

For data we control, email hello@floorcoach.ai and we will respond within the time the applicable law allows. We will need enough information to verify who you are. For data held on behalf of a customer, direct the request to that organization — see section 8.

We do not sell or share personal information as those terms are defined under California law, so there is nothing to opt out of. We do not use personal information for automated decisions producing legal or similarly significant effects.

10. Cookies and local storage

We use cookies that are necessary to run the service — keeping you signed in and maintaining your session. We use your browser’s local storage to remember interface preferences such as your selected site, and to hold device pairing tokens and pending offline submissions until they sync.

We run no advertising or cross-site tracking cookies, and no third-party analytics that profile you across the web. Blocking essential cookies will prevent sign-in.

11. Where data is held

FloorCoach is operated from the United States and data is stored and processed there. If you use the service from outside the US, you understand that your information will be transferred to and processed in the US, where privacy laws differ from those in your country.

12. Children

FloorCoach is a workplace tool for adults. It is not directed to anyone under 18 and we do not knowingly collect information from children. If you believe a minor’s information has reached us, contact us and we will delete it.

13. Changes and contact

We will update this policy as the service changes. For material changes we will give notice to account administrators by email or in the application before they take effect, and update the date at the top of this page.