Privacy and your shop’s information.

Who this policy covers.

BoltWright Inc. is a Canadian company based in Calgary, Alberta. This policy covers our website, the Office and Field apps, Bolt, Service Desk, the customer portal, our integrations and our free public tools. Mark Erdmann, founder, is responsible for how we handle personal information. Reach him at hello@boltwright.com.

When a service contractor uses BoltWright, the contractor decides which customer and employee records go into the service and who in the shop can see them. We handle those records on the contractor’s behalf to provide the service. If your information is in a contractor’s records, start with that contractor for questions about how it is used. You can also contact us and we will help route the request.

We handle personal information in line with Alberta’s Personal Information Protection Act and Canada’s Personal Information Protection and Electronic Documents Act, where they apply.

Information we handle.

• Accounts and contact details. Names, email addresses, Google sign-in identity, shop membership and role, and what you tell us when you book a walkthrough or ask for help.
• Shop records. Customer and site contacts, addresses, site access notes, equipment history, schedules, notes, reports, quotes, invoices, payments, costs, hours, and records brought in through an import or connected service.
• Field and conversation content. Typed notes, photos, voice recordings, transcripts, attachments, drafts, messages to Bolt, and the reports and work records they produce.
• Calls, texts and website chat. When a shop uses Service Desk, call transcripts and summaries, voicemail, text messages, website chat conversations and the callback details people leave.
• Customer approvals. When a building owner or manager signs a report or decides on a quote through a link, the name and title they enter, their signature, the time and their IP address.
• Optional location information. Precise GPS readings and site confirmations, only when a person turns on GPS hours assistance.
• Usage and diagnostic information. IP address, browser and device details, page visits, actions, errors, sign-in history, message delivery status and identifiers that link activity to a visitor or signed-in account.

We use this information to run the service, keep records connected, deliver the messages you or your shop send, support users, investigate problems, keep the service secure and understand what needs improving. We use contact details to answer enquiries and arrange walkthroughs. We do not sell personal information, and we don’t train AI models on a shop’s records without that shop’s permission. We may use information stripped of anything that identifies a shop or person, such as how long a typical rooftop unit repair takes, to improve BoltWright and share industry insights.

Who receives information.

Records are available to the people your shop authorizes, according to their role. Reports, quote links, invoices, emails and texts carry the information that message needs to the people it is sent to.

We use these service providers to run BoltWright:

• Fly.io and Tigris host the application, database, stored files and backups.
• OpenAI and Anthropic process content for AI features, as described below.
• AssemblyAI and Inworld turn speech into text and Bolt’s replies into speech in the Field app.
• PostHog provides product analytics, browser session replay and AI diagnostics.
• Resend and Twilio deliver email, texts and phone calls.
• Google provides sign-in and walkthrough booking. Apple and Google deliver app notifications to phones when dispatch alerts are on.

Authorized BoltWright staff can access a shop’s records to help its users and maintain the service. Each time staff enter a shop’s workspace we record who entered and when, and changes they make appear under a BoltWright support user. We may disclose information when the law requires it, or to investigate abuse, protect people or defend legal claims. If BoltWright is sold or merged, or its business is transferred, the records go to the new owner and the promises in this policy continue to apply to them.

Our application and database are hosted in the United States. Some providers also process information in other countries, where local laws apply. The details below list each provider’s published processing locations. Mark can answer questions about how our service providers outside Canada handle personal information, or send a written description of our practices, at hello@boltwright.com.

Service providers and processing locations

Fly.io, hosting: our application, Postgres database and file storage run in the United States. Fly.io’s sub-processor list includes the United States, United Kingdom and Germany for infrastructure, support and operational tools.

Tigris, file and backup storage: it publishes storage regions in the United States, Europe, Asia, Australia, South America and Africa. The locations used depend on storage settings and provider operations. See its region information.

OpenAI, AI processing and web search: its API sub-processor list names processing locations in North America, Europe, Asia, Australia, South America, Africa and the Middle East. Which providers handle a request depends on the feature.

Anthropic, AI processing: it stores data in the United States and may process it in the United States, Europe, Asia and Australia. See its processing-location notice.

AssemblyAI, speech recognition: the endpoint Field uses can route audio and transcripts through the United States or Ireland. See its streaming locations.

Inworld, spoken replies: Field sends Bolt’s reply text to Inworld’s United States service. See its region information.

PostHog, analytics, replay and AI diagnostics: we use PostHog’s United States service. See its sub-processor information.

Resend, email: its sub-processor list identifies United States processing.

Twilio, phone and text: the standard service processes information in the United States, and calls and texts also pass through the carriers serving each end. See Twilio’s sub-processor list.

Apple and Google, app notifications: a notification’s title and short text pass through Apple Push Notification service or Firebase Cloud Messaging to reach the phone.

QuickBooks and other connected systems.

A shop administrator can connect BoltWright to QuickBooks Online. BoltWright asks Intuit for accounting access to that one QuickBooks company and uses it for two things:

• Setting up. We read the company’s name, country and settings, its customers, products and services, tax codes and tax rates, and its open invoices, so your BoltWright customers and invoice lines match what your books already use.
• Sending invoices. When someone in your shop sends an approved invoice, BoltWright creates it in QuickBooks. If your office approves a correction to an invoice BoltWright sent, we update that invoice. For a United States company, BoltWright can also create a non-posting estimate so QuickBooks calculates sales tax before the office approves the invoice. We do not create or change customers, products or payments in QuickBooks, and we do not read bank, payroll or employee information.

We store the QuickBooks access tokens encrypted and use them only when someone in your shop sets up the connection, previews or sends an invoice. Customers and open invoices brought in during setup become part of your shop’s records in our United States hosting, along with a history of each invoice sent and any error QuickBooks returned. There is no background syncing.

An administrator can disconnect QuickBooks in BoltWright at any time, or from within QuickBooks. When it is disconnected from BoltWright we delete the stored tokens and stop all access. Imported customers, invoice history and customer matches stay with your shop’s records so your billing history stays complete; ask us if you want them removed. Disconnecting does not change anything in QuickBooks.

We handle QuickBooks data for the shop that connected it, not on Intuit’s behalf. One shop’s QuickBooks data is never shown to another shop, we never sell it, we don’t use it to train AI models, and it is never part of the de-identified information described above. Customers brought in from QuickBooks become ordinary shop records, so Bolt can use them when it helps that shop with its own work.

Jobber, Google and other services your shop connects work the same way: we exchange only what that integration needs. A Jobber connection brings in clients, sites, jobs, visits, invoices and attachments, and can send quotes your shop approves back to Jobber. These services handle information under their own terms, including Intuit’s privacy statement and Jobber’s privacy policy.

What goes to AI providers.

If you connect an agent app to your BoltWright account, you choose read-only or read-and-write access. The app can receive the shop records your role permits and, with write access, request changes through the same business rules as Bolt. Customer messages and other consequential actions require a later confirmation of the saved proposal. The app handles records it receives under its own policies. You can disconnect it under Account & appearance in Office; that stops future access, but does not remove information the app already received.

When someone uses an AI feature, the relevant notes, conversation text, photos, audio and shop records go to OpenAI or Anthropic to carry out that task. That includes photos used to draft reports and quotes, read equipment nameplates and sort equipment photos. When Bolt searches the web, the search goes through OpenAI. BoltWright keeps conversation history and work results, and Bolt conversations in the app are also stored by OpenAI under its retention policy so a conversation can continue.

Field voice normally sends live microphone audio to AssemblyAI for transcription, sends the transcript and relevant shop context to OpenAI for Bolt’s answer, and sends Bolt’s reply text to Inworld to be spoken. A person can instead choose OpenAI transcription or, on supported iPhones, Apple’s on-device recognition. Either way the transcript and relevant context still go to BoltWright and its AI provider when you talk to Bolt.

We use these providers’ business services. OpenAI, Anthropic and AssemblyAI don’t use our content to train their models; see OpenAI’s API data controls, Anthropic’s commercial terms and AssemblyAI’s data policy. Inworld receives only Bolt’s reply text, under terms that limit how it can be used. Providers keep some requests for a period under their own policies, and we do not promise that every AI request is deleted immediately.

Phone calls, texts and website chat.

A shop can have Bolt answer its phone line and website chat. Callers hear that they are talking to an AI assistant and that the call is recorded. Call audio streams to OpenAI so Bolt can answer. We keep a transcript and summary of the call with the service request unless the shop turns transcripts off. If a caller leaves a voicemail, Twilio stores the recording and we keep a link to it. Text messages and website chat conversations are processed by the shop’s AI provider and kept with the request. Chats that never become a request are deleted after 30 days.

The chat on boltwright.com is our own demonstration of this feature and answers as a made-up shop. What you type there goes to our AI provider and is stored the same way. Please don’t put sensitive information in it.

Analytics, session replay and browser storage.

Our website and the Office app use PostHog to understand visits, product use and errors. Session replay records what appears on the page and how someone interacts with it, along with browser console messages. In Office, typed inputs, fields marked private, site access notes and conversations with Bolt are masked, but other records shown on screen can appear in a replay. On our website, password fields and the chat box are masked, and the free report builder and equipment library turn replay off. Signed-in Office activity is linked to the person’s name, email and role.

For AI features, PostHog records which model ran, how long it took, how much it used and whether it failed. It never receives the text sent to or from the AI.

The Field app sends a limited set of analytics, such as whether a capture includes voice or photos, its sync state and error type. Screen recording in the Field app is off.

We use cookies and browser storage for sign-in, preferences, analytics identifiers and local drafts. You can clear or block them in your browser settings, but clearing site data can remove unsent work, and blocking storage can stop sign-in from working. PostHog’s privacy policy explains its own handling.

Offline work and optional GPS.

Field keeps shop records and captured work on the phone so notes, recordings, photos, drafts and the send queue keep working without reception. Saved work syncs when a connection comes back. Live conversations with Bolt need a connection. Anyone holding an unlocked phone can see the records on it, so use a screen lock.

GPS hours assistance starts only after a person turns it on and allows location access. Raw GPS readings and site confirmations are deleted after 30 days. Managers do not get a feed of raw locations, and GPS never adds hours on its own. Hours a person reviews and accepts become ordinary time records and stay after the GPS readings are deleted.

The customer portal, demo and free tools.

A shop’s customers can open the portal with a one-time email link that expires. Report signatures and quote decisions record the details listed above so the shop has a record of the approval.

The public demo uses shared, made-up shop records that reset regularly. Other visitors can see changes made there, so keep real information out of it.

The free report builder keeps its draft and photos in your browser and makes the PDF there. We count actions such as opening the tool and downloading a PDF without sending the report’s contents. If you use the report tool through ChatGPT, OpenAI receives what you type under your ChatGPT account’s terms, and ChatGPT sends the report fields to BoltWright, which formats them and returns the report without saving the contents.

When you connect another agent.

If you connect ChatGPT, Codex, Claude or another MCP client to your BoltWright account, that service can request shop records within the permissions you approve and your role. Our OpenAI plugin requests read-only access. If you approve identity access, it also receives your BoltWright account identifier, email address and whether that email is verified. BoltWright receives the tool requests and keeps their inputs and results with your shop’s records so operations can be retried and reviewed.

The agent provider handles the returned information and its chat history under your agreement and data settings with that provider, including any use for model training. Those terms are separate from the business API arrangements described above. You can review permissions or disconnect an agent in Connected apps. Disconnecting stops future access through that connection. Copies already held by the agent provider follow its own retention and deletion rules.

Keeping and removing records.

Service history needs to stay useful across years of visits, so most shop records are kept while the shop uses BoltWright. Raw GPS readings, and website chats that never became a request, are deleted after 30 days. The text of each AI request and reply made for a shop is kept for 90 days so we can investigate problems, then deleted. Backups, sign-in history and diagnostic logs are kept for short rolling periods and then deleted. Copies held by providers follow their own retention policies.

For access, correction, a copy of your records or deletion, email hello@boltwright.com with enough detail to identify the account or records, and never your password. We may need to confirm your identity and, for shop records, the contractor’s authority. We will explain any legal or record-keeping limits that apply. When a shop stops using BoltWright, we keep its records for 90 days so it can ask for a copy, then delete them from the service. Backup copies expire on their normal cycle.

Security.

Everyone signs in with Google, so the protections on your Google account, including two-step verification, protect your BoltWright account. Each shop’s records are kept separate and checked on every request, and access within a shop follows each person’s role. Connections use HTTPS. Tokens for connected services such as QuickBooks and Jobber are stored encrypted. Service keys are kept in our hosting provider’s secret store, not in our code. We keep regular backups. No service can promise information will never be lost or accessed improperly. If a breach creates a real risk of significant harm, we will notify the affected shops and people and the regulators as the law requires.

Your choices.

You decide whether to use the microphone, camera and location features, and you can change those permissions in your phone’s settings at any time. To withdraw consent, question how we use your information or make a complaint, contact Mark at hello@boltwright.com. We will explain what can change and how that affects the service. You can also contact the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada.

Changes to this policy.

We update this page when our practices change and revise the date above. If a change materially affects how we use personal information, we will tell the shops that use BoltWright before it takes effect.