RelioHub Privacy and Data Protection Policy
Version 2026-10-16 · Effective
Version 2026-10-16 · Effective October 16, 2026
Provider: NORTHMARK MANAGEMENT GROUP LLC, a Texas limited liability company doing business as “RelioHub”
Contacts: general questions to hello@reliohub.com · legal notices to legal@reliohub.com · privacy requests and security reports to privacy@reliohub.com · support through in-app support tickets
THIS POLICY FORMS PART OF THE AGREEMENT BETWEEN CUSTOMER AND PROVIDER AND IS INCORPORATED INTO THE RELIOHUB TERMS OF SERVICE (THE “TERMS”). ANY DISPUTE ARISING OUT OF OR RELATING TO THIS POLICY IS SUBJECT TO SECTIONS 17 (DISCLAIMERS OF WARRANTIES), 18 (LIMITATION OF LIABILITY), 19 (INDEMNIFICATION BY CUSTOMER) AND 20 (DISPUTE RESOLUTION, BINDING ARBITRATION AND GOVERNING LAW) OF THE TERMS, WHICH REQUIRE BINDING INDIVIDUAL ARBITRATION AND WAIVE CLASS AND COLLECTIVE ACTIONS AND TRIAL BY JURY, SUBJECT TO THE LIMITED EXCEPTIONS STATED THERE. PLEASE NOTE IN PARTICULAR SECTION 5 (ACCESS BY PROVIDER’S PERSONNEL), SECTIONS 8 AND 12 (AUTOMATIC PROCESSING BY THIRD-PARTY AI PROVIDERS, INCLUDING OUTSIDE THE UNITED STATES) AND SECTION 10 (NO BULK EXPORT, NO FIXED DELETION SCHEDULE AND NO GUARANTEE OF RESTORATION).
Thank you for trusting RelioHub with the information that keeps your projects, crews and clients moving. This Policy explains, candidly, what the Service handles, why, and who can see it.
How to read this Policy. Capitalized terms have the meanings given in Section 2 of the Terms (Definitions and Interpretation). In short, Customer Data is what we process on Customer’s behalf (Customer Content and Worker, time, location, pay, project, invoice and payment records, and copies of emails sent through the Service); Account Data is information about the Account and its Users that we process for ourselves; and Usage Data is technical, log, security and metering information. “We” means Provider; “including” means “including without limitation.” Each “In plain terms” summary is for convenience only and is not part of the legal terms. Descriptions of current features, periods and vendors are not warranties and may change under Section 17. References to particular laws do not concede that they apply. If this Policy conflicts with the Terms, the Terms control, except where Data Protection Laws require otherwise. The English version controls.
1. Scope of This Policy and Our Roles
In plain terms. This Policy covers everything RelioHub runs: the app, websites, Mobile App, pay pages, upload links, public profiles, support and emails. For what your company puts into RelioHub about your workers, clients and projects, your company is in charge and we work on its behalf. For your account, billing, security and website information, we are responsible ourselves.
1.1 Coverage
This Policy covers the Service (including the MCP Server, AI Features and Workforce Features), the Websites (reliohub.com, app.reliohub.com, pay.reliohub.com), the Mobile App, Pay Pages, Upload Links, Public Profiles, support and the emails we send. It does not cover Third-Party Services, MCP Clients, Stripe’s own processing, or Customer’s own privacy practices.
1.2 Customer Is Controller; Provider Is Service Provider and Processor
(a) For Customer Data, including Personal Information about Workers, Clients, Payers and Guest Contributors, Customer is the controller and, under the CCPA and similar laws, the “business,” and decides what to record, upload and share.
(b) For Customer Data, Provider is Customer’s service provider, contractor and processor. We process it on Customer’s documented instructions, which are (1) the Agreement, including this Policy, (2) Customer’s configuration of the Service, and (3) use of the Service by Customer’s Administrators, Users and MCP Clients acting under an MCP Grant. Using the Service instructs us to perform its automated functions as designed, such as automatic document indexing, open-shift alerts, automatic closure of forgotten shifts, automatic submission of dispute evidence and carrying out account deletion requests that Users make in the Mobile App (Section 10.4(b)). We may decline an instruction we reasonably believe is unlawful and will say so where permitted.
(c) As Data Protection Laws permit service providers, we may also process Customer Data to secure the Service, debug errors (including in Non-Production Environments), improve the Service (never to profile individuals for another business or for advertising), create de-identified Aggregated Data that we will not re-identify, and comply with law.
1.3 Provider Is Controller
Provider is a controller and, where applicable, a “business” for Account Data, billing records, Acceptance Records, Usage Data, security and compliance records, support communications and Website visitor information.
1.4 Independent Third Parties; Business Use; No Third-Party Rights
(a) Stripe provides the Payment Services to Customer directly under the Stripe Terms; card and bank details entered on Pay Pages go to Stripe, not to us. MCP Clients and other Third-Party Services Customer chooses are independent.
(b) The Service is for businesses only, not consumers. Every User must be at least 18.
(c) This Policy creates no contractual or third-party-beneficiary rights for any individual, who may exercise only the rights Data Protection Laws grant directly, and does not expand Provider’s liability beyond the Terms.
2. Key Points About Your Data
In plain terms. The short version: we do not sell your data, your content stays yours, and our team looks at it only for the reasons we describe. We also list, just as plainly, what you should know before relying on RelioHub.
2.1 Our Commitments at a Glance
As descriptions of current practice, subject to this Policy and the Agreement:
(a) No selling; your company’s data is never used for advertising. We do not sell Customer Data or Personal Information, and we never use Customer Data for advertising or share it for cross-context behavioral advertising. On reliohub.com only, we measure which campaigns bring visitors and may use advertising measurement tools from Meta; visitors can opt out (Section 9.6).
(b) Need-to-know access. Platform Personnel access Customer Data only for the purposes in Section 5, our policy is that they view only what the task requires, and “view as” support sessions are normally approved by an Administrator first.
(c) Confidentiality. Everyone with access is bound by confidentiality.
(d) Logged admin-tool access. Administrative actions, support-access requests, the start of each support session and each opening of archived email content are designed to be logged.
(e) Your content is yours, as provided in Section 5 of the Terms (Customer Content, Data Ownership and Licenses).
(f) No biometrics, no stored card numbers, no background location by the Mobile App, and no pay amounts in Worker notification emails.
2.2 Things to Know
Uploaded document text goes automatically to AI Providers, possibly outside the United States (Sections 8 and 12), and receipt images scanned for expenses go to an AI Provider when scanned (in the Mobile App, only after the person consents; Section 8(b)). When a Client signs a quote online, its IP address is kept as evidence (Section 3.1). Authorized staff can view Customer Data, sometimes without prior approval (Section 5). There is no bulk export, and deletion is not immediate or complete (Section 10). Videos keep their location metadata (Section 9).
3. Information We Collect
In plain terms. Here is what the Service collects and our role for each type. Most of it is what your team enters; some is generated automatically so the Service can work and stay secure.
3.1 Categories
“CD” means Customer Data; “AD” Account Data; “UD” Usage Data. Fields may change as the Service evolves.
| Category | What it includes | Role |
|---|---|---|
| Company and account | Names, company identifier, business contacts and address, owner and billing contacts, contractor license, invoice defaults, status and Trial dates. No bank details (Stripe collects Connected Account details directly); no EIN except the employer identification number Customer enters in the Tax Features. | AD |
| Login identity (Keycloak) | In a separate identity system: username, email, name, password credential, roles, sessions with IP addresses, failed sign-in counters, MCP Client registrations, device-bound session keys. | AD |
| Workers | Name, trade, phone, optional email, username, status, hire date, pay method, rates, pay notes and rate history, assignments. | CD |
| Timesheets | Clock times and project; GPS fix and accuracy at clock-in and clock-out (or a reason for none); geofence result; device used; Estimated Pay; corrections with before-and-after values; alerts; system-closed shifts. | CD |
| Device identity | Long-lived device-identity cookie and browser characteristics (fingerprint) hash used for buddy-punch detection; user agents and device labels; device-to-Worker links, shared-device flags and names of other Workers seen on the device (Section 9.2). | CD (attendance); UD (security) |
| Push notifications | For each Mobile App installation that allows notifications: its push token, platform and app version, linked to the User; each User’s notification preferences; and the content of the notifications sent (Section 7.2). | AD (notification content is CD) |
| Projects | Addresses, geofences, budgets, schedules, daily reports, to-dos, change log. | CD |
| Photos | Images and thumbnails; capture time and location. EXIF is stripped from the stored image after extraction. | CD |
| Receipt images and expenses | Receipt photos (EXIF stripped; capture time kept; no location is stored from the image or the device) and expense records: merchant and the merchant’s location as printed or entered, date, amount, tax, currency, category, payment method (card, cash or other; never card numbers), project, notes, the User who recorded it, and the details the AI read from the receipt with their confidence. | CD |
| Payment records | Payments Customer records as made to Workers: amount, date, method, reference (such as a check number), the period and time entries paid, adjustments, who recorded it, and an optional image of the check or of the transfer or Zelle receipt. Unless the AI reads the image with high confidence as a transfer or Zelle receipt, the bottom of the image and the line where the AI located a check’s bank routing and account numbers (the MICR line) are blacked out before the image is stored; this is automated and may not cover every number. An image read as a transfer or Zelle receipt is stored without that blackout, so Customer should not upload one that shows full account numbers. The AI Provider reads the image before any blackout. Any long account-like number the AI reads is masked to its last four digits in the details recorded. For employees, the wage and withholding breakdown of each payment. | CD |
| Tax forms and taxpayer numbers | Only when Customer turns on the Tax Features: Forms W-9 and W-4 submitted by Workers or recorded by Customer (legal and business name, address, tax classification, filing status and the other W-4 entries, exemptions, the electronic signature with its time, IP address, user agent and the fact that the password was re-entered), Social Security numbers, ITINs and EINs, stored encrypted with only the last four digits readable, optional encrypted scans of paper forms, consents to receive tax forms electronically, and the Forms 1099-NEC, W-2 and W-3 prepared from payment records. | CD |
| Videos and audio | Videos stored with their embedded metadata kept, which may include GPS location and device information; voice notes and transcripts. | CD |
| Documents | Uploaded files; extracted, typed or transcribed text; AI-restructured versions; excerpts and search embeddings. | CD |
| Invoices, quotes and Client data | Client name, email, address and phone; line items, amounts, notes, status, delivery history. | CD |
| Pay Pages and payer acceptance | Hashed Payment Link tokens; per view: time, device class, browser and country. Payment Acceptance Records: Payer’s typed name, exact statement shown, amounts, method, user agent, approximate country and time (no IP address in either record). | CD |
| Quote signature data | When a Client signs or declines a quote through its link: typed name, email entered, the email the link was sent to, time, IP address, user agent and device, approximate country, the disclosure and consent text shown, decline reason, and a copy of the quote content as signed with its SHA-256 fingerprint (Quote Signature Records). This is the only Client-facing flow that stores an IP address. | CD |
| Payments and disputes | Amounts, status, Stripe identifiers, refunds, disputes and evidence. Card and bank numbers go only to Stripe. | CD |
| Guest Contributors | Optional name and photos uploaded through Upload Links. | CD |
| AI Input and Output | Questions, document text, queries, instructions, Company Rules, receipt images and Output (Section 8). | CD |
| AI usage and MCP | AI usage metering (User, source, project, document, tokens, audio seconds, cost, AI Credit ledger); MCP Grants; MCP call records including arguments (redacted only for fields named as secrets). | UD (MCP arguments are CD) |
| Support tickets | Messages, screenshots, diagnostic context, support-access records, internal notes. | AD |
| Emails sent and archived | A copy of each email the Service generates (including invoices and quotes with PDFs): addresses, subject, full content, attachments and delivery status. Our mail server holds queued messages and keeps backups for a limited period (currently about four weeks). | CD |
| Billing | Stripe identifiers, Plans, Seats, Fee payments and refunds, AI Credits. | AD |
| Logs, telemetry and IPs | Application logs; browser error reports; edge and proxy access logs with IP addresses and full URLs, including link tokens; rate-limit counters; job records; staff audit records; Mobile App update checks. | UD |
| Website and analytics | Cloudflare Web Analytics where enabled; font and icon requests made by the browser to Google Fonts and unpkg; and, on reliohub.com, campaign measurement and, when enabled, the Meta Pixel and Meta Conversions API (Section 9.6). | UD |
| Walkthrough requests | Name, email address and/or phone number, company name and the optional message someone submits through the Website’s walkthrough form, with the campaign information of the visit (Section 9.6). | AD (about prospective customers) |
| Sign-up attribution | For an Account created after following a link from one of our campaigns: the campaign tags in that link, the ad click identifier, the first Website page visited, the referring site and the visit identifier (Section 9.6). | AD |
| Beta requests | The email address, the platform chosen (iPhone or Android) and the language of a person who asks on the Website for an invitation to test the Mobile App, the time of the request, and whether and when the invitation was sent, with the link it contained (Section 4(h)). Beta requests are not sent to Meta. | AD (about people who ask for the beta) |
| Newsletter subscribers | The email address and language of a person who subscribes to the RelioHub newsletter, where the subscription started, its status (waiting for confirmation, confirmed or unsubscribed), when the confirmation email was sent, and when the person confirmed and, if they did, unsubscribed. Consent is given by double opt-in: the newsletter is sent only after the person confirms through the email we send to that address (Section 4(i)). | AD (our own record, including for subscribers who are also Workers or Users) |
| Acceptance Records | Version, document hash, time, IP address, user agent and username of the person accepting. | AD |
| Email engagement | For product news and offers only (Section 4(d)): whether and when each Administrator opened the email and which of its links they clicked, recorded through a unique link and a small image in that email. We do not store the IP address or device for these records. Service notices, beta invitations and newsletter emails are not measured. | AD |
| Public Profile | Handle and fields Customer chooses to publish; indexable unless Customer opts out. | CD |
| Cookies and browser storage | Section 9.4. | AD/UD |
3.2 What We Do Not Collect; Prohibited Data
(a) Except for taxpayer identification numbers collected through the Tax Features described in Section 3.1, the Service does not ask for government identification numbers, dates of birth, card or bank numbers (except through Stripe-hosted fields), or biometric identifiers.
(b) Customer must not submit Prohibited Data, as defined in the Terms. We do not screen content; Prohibited Data that is submitted is processed like other content (including by Subprocessors and AI Providers), remains Customer’s sole responsibility, and may be deleted at our discretion. Geolocation collected by the Workforce Features as designed is not Prohibited Data.
(c) Information generated from Customer Data (such as geofence results, Estimated Pay, transcripts, summaries and embeddings) is Customer Data. Under the CCPA these categories include identifiers, customer records, commercial information, network activity, geolocation, audio and visual information, employment-related information and sensitive personal information (log-in credentials and precise geolocation). We do not use sensitive Personal Information to infer characteristics about individuals.
4. How We Use Information
In plain terms. We use your information to run RelioHub for you: store records, keep your crews’ time, send invoices, answer questions and help when something goes wrong. We also use technical information to keep the Service secure, bill correctly and improve it. We never use your company’s data for advertising, and we do not make decisions about your people; you do. On our public website we measure which campaigns bring visitors and new customers.
(a) Providing the Service. On Customer’s instructions we store, index and display Customer Content; process uploads; provide the AI Features; generate PDFs; send and archive emails; operate Pay Pages, Payment Links, Upload Links and Public Profiles; record Quote Signature Records as evidence of a Client’s acceptance or decline on Customer’s behalf and email signed copies; read receipt images to suggest expense details; geocode addresses; serve MCP Clients under an MCP Grant; and operate the Workforce Features, including recording clock events with location, comparing them with geofences, flagging devices used by more than one Worker, sending open-shift alerts, provisionally closing forgotten shifts and calculating Estimated Pay. These outputs are tools for Customer, not determinations by Provider.
(b) Payments. When Customer enables the Payment Services, we create payment requests on its Connected Account, record Payment Acceptance Records and, when a payment is disputed, automatically compile and submit evidence through the Connected Account unless an authorized User submits first. We do not guarantee any dispute outcome.
(c) Support, security, billing and communications. We use Account Data, Customer Data and Usage Data to provide support; authenticate Users and protect sessions; apply rate limits; keep Accounts logically separate; detect and respond to fraud, abuse and Security Incidents; maintain logs and audit records; bill Fees, count Seats and meter AI Credits; keep Acceptance Records; and send service notices, such as security alerts, maintenance notices, notices of material changes and billing messages, which are not marketing and cannot be opted out of while the Account is active.
(d) Product news and offers. We may send product news and occasional offers about RelioHub by email, only to Customer’s Administrators (the account contacts of our customers), using their names and email addresses as Account Data. We never send them to the notification email addresses of Workers or other Users, or to Clients, Payers or Guest Contributors. Every such email identifies RelioHub, links to reliohub.com, where this Policy, the Terms and our contact details are published, and has a one-click unsubscribe link; unsubscribing stops these emails but not service notices. We never sell email addresses or share them with others for their marketing. We measure these emails: each one carries links and a small image unique to the recipient, so we can see whether and when it was opened and which links were clicked, and we use that only to judge which news is useful and to improve future emails. Some email apps load images automatically, so opens are approximate. Unsubscribing also ends this measurement for future emails. This Section 4(d) covers product news and offers only. The RelioHub newsletter is separate: it goes only to people who subscribe and confirm, who may include Workers or other Users who choose to subscribe, and is described in Section 4(i).
(e) Improvement and legal purposes. We use Usage Data and Aggregated Data to improve the Service, and use information as reasonably necessary to comply with law, enforce the Agreement, defend claims, protect rights and safety, and in a business transfer.
(f) Limits. We do not use Customer Data or precise geolocation for advertising, or to make decisions with legal or similarly significant effects on individuals; Customer decides whether to act on flags and estimates and is responsible for complying with employment and automated-decision laws. As a service provider, we use Customer Data only for the business purposes in the Agreement or as Data Protection Laws permit.
(g) Website measurement and our own advertising. We use Website information and Sign-up attribution (Section 9.6) to learn which campaigns, ads and pages bring visitors, walkthrough requests and new Accounts; to contact a person who asked for a walkthrough about that request; and to measure and improve our own advertising. We do not use Customer Data for these purposes.
(h) Beta invitations. When a person asks on the Website for an invitation to test the Mobile App, we use the email address, platform and language they give to send them the TestFlight (iPhone) or Google Play (Android) link for that platform: right away if that platform’s beta is open, or as soon as it opens. We send that link once, as a service email the person asked for, not marketing; it is not measured and contains no offers. We do not use beta requests for any other email and do not send them to Meta. The person receives the newsletter only if they also ask for it and confirm (Section 4(i)).
(i) Newsletter. We send the RelioHub newsletter, with articles and news from RelioHub, by email only to people who subscribe and confirm. It is open to anyone 18 or older who subscribes, including Workers and other Users who choose to subscribe. When someone subscribes, we send a confirmation email to that address with a link that is valid for seven days, and we send no newsletter to an address that has not confirmed. Every newsletter email identifies RelioHub, includes our postal address and has a one-click unsubscribe link (Section 13.4). We do not measure newsletter emails per recipient: they carry no tracking image, and their links are not rewritten to record clicks. We do record whether each email was delivered or bounced, so we can stop sending to addresses that cannot receive it. We never sell subscribers’ email addresses or share them with others for their marketing.
5. Platform Staff Access to Your Data
In plain terms. Running RelioHub means some of our people can see some of your information, and this Section and Section 6 of the Terms (Platform Access to Customer Data) describe the same practices. We never sell your data. Our authorized staff look at it only to support you, fix problems, keep RelioHub running and secure, prevent fraud, handle billing, meet legal obligations or enforce our agreement, and only as much as the task requires; all are bound by confidentiality. We normally ask your administrators before a read-only, time-limited “view as” visit, and every request appears on your Support & access page. In limited urgent cases, senior staff may access data without asking first, with the reason recorded. The people who run our servers and private test systems can technically reach stored data. We log administrative actions, support-access requests, session starts and every opening of email content, but not every view.
5.1 Purposes and Consent
(a) Customer consents, for itself and its Users, to Platform Personnel accessing, viewing, copying and otherwise processing Customer Data, Account Data and Usage Data for: (1) customer support; (2) troubleshooting and correcting errors; (3) maintaining, operating, upgrading and restoring the Service; (4) security and integrity, including responding to Security Incidents; (5) preventing fraud, abuse, unlawful activity and breaches of the Agreement; (6) billing and Account administration; (7) complying with law and legal process; and (8) enforcing the Agreement, defending claims and protecting rights and safety; and for purposes reasonably related to them.
(b) Provider’s policies direct Platform Personnel to access Customer Data only when, and only to the extent, reasonably necessary for those purposes; their technical ability may be broader, and Provider need not restrict it. Personnel may also take the Account actions that Section 6 of the Terms authorizes.
(c) If this Section 5 and Section 6 of the Terms conflict, Section 6 of the Terms controls.
5.2 Staff Tools and Email Content
Taxpayer numbers are not visible to Platform Personnel. The Administrative Tools and “view as” support sessions cannot display or download Social Security numbers, ITINs, EINs, W-9 or W-4 scans or tax-form files, and the Tax Features are excluded from the MCP Server. Personnel who administer servers and backups see this data only in encrypted form; the keys are held separately.
(a) Platform Personnel in any role with access to the Administrative Tools, including read-only roles, may view across Accounts: company details and contacts, Plan and billing information, User lists with sessions and IP addresses, support tickets with attachments and internal notes, AI usage, document processing status, email metadata, MCP Grants, Acceptance Records and the audit log.
(b) Personnel in specifically authorized roles may also view and download archived email content and attachments, including invoices and quotes sent to Clients; each viewing or download is designed to be logged. Other Customer Data, such as projects, photos and timesheets, may be viewed through a Support Access Session, the email archive or infrastructure access.
5.3 “View As” Sessions With Administrator Approval
(a) To see the Service as a particular User sees it, authorized personnel normally submit a request naming the User and the reason; Administrators are notified by email and the request appears on the Support & access page. Any Administrator’s approval binds Customer.
(b) An approval opens a window (currently 24 hours) in which personnel may start one or more sessions, each currently limited to 30 minutes, seeing what that User sees (for an Administrator, possibly invoices, Client details, Worker records, Location Data and pay). Sessions are designed to be read-only, but Provider does not warrant that these controls are error-free.
(c) The page does not show session times or what was viewed, and an approval cannot currently be withdrawn. A denial may limit support, without liability to Provider, and does not limit Sections 5.2, 5.4 or 5.5, although Provider will not use Section 5.4 solely because a routine request was denied.
5.4 Access Without Prior Approval
Authorized senior Platform Personnel may start a Support Access Session, or otherwise access Customer Data, without an Administrator’s approval and without prior or contemporaneous notice, when reasonably necessary to: (1) respond to an actual or suspected Security Incident or threat; (2) comply with a legal obligation or governmental request; (3) prevent harm, fraud, abuse or unlawful activity; (4) keep the Service running or restore it; or (5) address an urgent issue when Customer cannot be reached promptly. The reason must be recorded. Such sessions are read-only and time-limited, are not bound by the approval window, and may be repeated until the authorization is ended. Requests for them appear on the Support & access page; other access under this Section does not, and Provider need not give separate notice.
5.5 Servers and Test Systems
(a) Platform Personnel who administer Provider’s servers, databases, storage, identity systems, queues, logs and backups have technical access to Customer Data in those systems, outside the Administrative Tools, which they may use only for the purposes in Section 5.1. That access is limited by credentials, network restrictions, policy and need, not by technical impossibility, and may not be individually logged.
(b) Provider may copy Customer Data into private Non-Production Environments to reproduce problems and test changes, and may, but need not, minimize or pseudonymize it. Only Platform Personnel have access, and the data remains subject to this Policy and to Section 14 of the Terms (Confidentiality).
5.6 Logging and Safeguards
(a) The audit log is designed to record administrative actions (with staff account, time, target, IP address and, for sensitive actions, the reason), support-access requests and approval-free authorizations with their reasons, the start of each session, and each viewing of archived email content. It is append-only by design, though not represented as tamper-proof. Routine viewing in the Administrative Tools, records viewed during a session and infrastructure access may not be individually logged. The log is Provider’s record, shared only as law requires or in Provider’s discretion.
(b) Each member of Platform Personnel is bound by written confidentiality obligations no less protective than Section 14 of the Terms. Access is role-based through a separate staff console with its own sign-in and expiring sessions. Provider is responsible for its personnel’s compliance with this Section.
5.7 Limits; No Additional Commitments
Provider never sells Customer Data, does not use it for advertising, does not permit access for any purpose other than those in Section 5.1 and the Agreement, and discloses it only as described in Section 6. EXCEPT AS EXPRESSLY STATED IN THIS SECTION 5, PROVIDER DOES NOT COMMIT THAT ACCESS TO CUSTOMER DATA WILL REQUIRE CUSTOMER’S PRIOR APPROVAL, THAT CUSTOMER WILL BE NOTIFIED OF ANY ACCESS, THAT ANY PARTICULAR ACCESS WILL BE LOGGED OR DISCLOSED TO CUSTOMER, OR THAT ANY PARTICULAR AUTHENTICATION METHOD WILL BE USED FOR PLATFORM PERSONNEL.
6. How We Disclose Information
In plain terms. We do not sell your data, and your company’s data is never shared for advertising. On our public website, Meta may receive information about visits for our own ads (Section 9.6), and you can opt out. Otherwise we pass information to others only to run the Service, when you or your users choose to send it somewhere, when the law requires it, or in the other limited cases below.
We do not sell Personal Information. Except for the Website advertising measurement in Section 9.6, we do not share Personal Information for cross-context behavioral advertising, and we had not done so before the Effective Date of this version. We disclose information only:
(a) to Subprocessors that help us run the Service (Section 7);
(b) to Stripe: billing details for our own Fees; and, at Customer’s direction for the Payment Services, Connected Account details, invoice amounts, the Client’s receipt email and, in a dispute, evidence the Service compiles (which may include invoice and receipt PDFs, the Payment Acceptance Record, delivery, view and payment history, counts of related photos and reports, and the Client’s name and email);
(c) within Customer’s organization, according to the roles and settings Customer chooses;
(d) to recipients Customer or its Users choose, including invoice and email recipients, anyone holding a Payment Link or Upload Link, Public Profile visitors and search engines, and connected MCP Clients;
(e) to browser-loaded and user-opened services: browsers load fonts from Google Fonts, icons from unpkg and Stripe.js directly, and those providers receive the visitor’s IP address and browser information; a maps app a User opens for directions receives the coordinates;
(f) for legal reasons, where we believe in good faith that it is reasonably necessary to comply with law or legal process, enforce the Agreement, address fraud or security issues, or protect rights, property or safety. We may, but need not, notify Customer or redirect the requester;
(g) in a business transfer such as a merger, acquisition, financing or asset sale, including due diligence under confidentiality, with any successor bound by this Policy for data it receives;
(h) to professional advisers bound by confidentiality;
(i) with Customer’s instruction or consent, or an individual’s consent where required. We may disclose de-identified Aggregated Data for any lawful purpose; and
(j) to advertising partners, on reliohub.com only and when enabled, as described in Section 9.6. Customer Data is never disclosed for this purpose.
7. Subprocessors
In plain terms. Like most online services, RelioHub relies on a few companies to host, deliver, store, email and process data. Here is who they are and how we tell you about changes.
7.1 Engagement
Customer authorizes the Subprocessors below and any added under Section 7.3. Each processes information under the terms it offers Provider, which vary; Provider does not represent that it has negotiated custom terms or that any particular restriction applies. Provider remains responsible for its Subprocessors to the extent Data Protection Laws require, subject to the Terms’ limitations of liability.
7.2 Current Subprocessors
| Subprocessor | Purpose | Data | Location |
|---|---|---|---|
| Infrastructure hosting provider (identified on request to privacy@reliohub.com) | Production server: application, database, identity, queues and mail server | All data on the servers, including logs, emails and backups | Data center identified on request |
| Cloudflare, Inc. | DNS, edge network, TLS termination, media caching, Web Analytics, routing of email to our legal and privacy addresses | All traffic, decrypted at the edge; IPs; cached media | Global network |
| Backblaze, Inc. (B2) | File storage | Photos, videos, documents, audio | United States (US East) |
| Oracle (OCI Email Delivery) | Outbound email relay | Full email content and attachments, addresses | OCI region identified on request |
| Stripe, Inc. | Processing Provider’s own Fees | Billing Account Data; payment details Stripe collects | United States and other locations |
| OpenAI | Embeddings by default; reading receipt images (vision); optionally language-model or speech-to-text processing | Document text, queries, transcripts, receipt images; if selected, other Input or audio | US and other countries, as the provider determines |
| DeepSeek | Language model for questions, enrichment and summaries | Questions, excerpts, document text, Company Rules, summary inputs | People’s Republic of China |
| Anthropic, PBC | Alternative language model, if selected | Same as DeepSeek | US and other countries, as the provider determines |
| Model server hosted by or for Provider | Language-model or speech-to-text processing, if selected | Input for the task | Provider’s or its hosting provider’s infrastructure |
| OpenStreetMap Foundation (Nominatim) | Geocoding addresses | Address text | As the Foundation determines |
| 650 Industries, Inc. (Expo) | Mobile App over-the-air updates; relaying push notifications to Apple and Google | Updates: IP address, platform, app version. Push: device push tokens and notification content, such as to-do and project titles, quote and invoice numbers and the name a Client typed when signing a quote (never monetary amounts) | As the provider determines |
| Apple Inc. (Apple Push Notification service) and Google LLC (Firebase Cloud Messaging) | Delivering push notifications to iOS and Android devices | Device push tokens and notification content, as for Expo | As the provider determines |
| Email mailbox provider used by Provider | Storing email sent to our legal and privacy addresses | Requests and notices | As the provider determines |
Provider may switch among the listed AI Providers at any time without notice, and Customer cannot choose or exclude a particular one. Stripe (when providing the Payment Services), MCP Clients, app stores, Google Fonts, unpkg, maps apps and recipients Customer chooses are not Subprocessors.
7.3 Changes and Objections
Provider will update the list and notify Administrators at least fifteen (15) days before a new Subprocessor processes Customer Data, except that urgent changes for security or legal compliance may be made first with prompt notice afterwards. Such updates are not material changes under Section 17. Customer may object on reasonable data-protection grounds to privacy@reliohub.com within 30 days after notice. If the objection cannot be resolved in good faith, Customer’s sole and exclusive remedy is to stop using the affected feature or cancel its Subscription, without a refund except as Section 11 of the Terms (Fees, Trials, Billing, Renewals and Taxes) provides. Absent timely objection, the Subprocessor is authorized. This Section satisfies any legal notice-and-objection requirement.
8. AI Processing
In plain terms. RelioHub uses AI to help your team find and summarize project information. Uploaded documents are sent to an outside AI company for indexing, with no separate opt-in. We choose the AI companies, some outside the United States, and they follow their own terms. Please keep sensitive information out and review what AI produces.
(a) Automatic indexing. When a supported document is uploaded, or audio is transcribed, the Service automatically sends its extracted text, in excerpts, to an AI Provider to create embeddings. This applies to every such document, without a separate opt-in, and there is currently no setting to exclude a document, project or Account.
(b) Interactive features. Search queries, questions with relevant excerpts, full document text for enrichment, line items and notes for quote and invoice summaries, and receipt images submitted for expense extraction are sent to an AI Provider when used, and Company Rules may be included in prompts. Receipt images, and check, transfer or Zelle receipt images attached to payment records (sent before any part of them is blacked out), are currently read by OpenAI; taxpayer numbers are never sent to an AI Provider. In the Mobile App, a receipt image is sent for reading only after the person has consented in the app; the consent is kept on that device for that User and can be turned off at any time in More, after which the app asks again before reading a receipt. Audio is transcribed by default on systems operated by or for Provider, but a listed third-party provider may be used at any time.
(c) Provider chooses. Provider selects the AI Providers, models and settings for all Customers and may change them without notice, using only providers listed in Section 7.2 or added under Section 7.3. A Customer that does not want its content processed this way should not upload content or use the AI Features.
(d) Provider terms; no training or retention promise. AI PROVIDERS PROCESS INPUT AND OUTPUT UNDER THEIR OWN TERMS, WHICH PROVIDER DOES NOT CONTROL. PROVIDER DOES NOT REPRESENT THAT INPUT OR OUTPUT IS NEVER RETAINED, LOGGED, REVIEWED OR USED TO TRAIN MODELS; THE SERVICE SENDS NO ZERO-RETENTION OR NO-TRAINING INSTRUCTION, AND AI PROVIDERS MAY RETAIN DATA FOR PERIODS THEY DETERMINE. Input sent to AI Providers outside the United States, including in the People’s Republic of China, is processed under laws that may offer less protection and permit governmental access. By using the Service, Customer authorizes these transfers.
(e) Do not submit sensitive data. Customer is responsible for having the rights, notices and consents needed to submit Personal Information as Input and must not submit Prohibited Data or other sensitive information.
(f) What we keep. AI-derived content is Customer Content retained under Section 10. No question-and-answer history is offered, but that text may appear in logs or MCP records, and Provider does not represent that it is never stored.
(g) Review and decisions. Output may be wrong; Customer must review it before relying on it (see Section 10 of the Terms (AI Features)). Provider does not use AI to make significant decisions about individuals. Without AI Credits, AI Features, including indexing, may fail or be deferred.
(h) Replies to app store reviews. Provider uses an AI Provider listed in Section 7.2 to draft replies to public reviews of the Mobile App in app stores. Only the review’s title, text, star rating and language, the app version and any draft written by Platform Personnel are sent; no Customer Data and no reviewer name. Platform Personnel review every reply before it is posted.
9. Location Data, Device Identity, Cookies and Similar Technologies
In plain terms. Some features need to know where a worker is at clock-in and to recognize the device used, so your company can trust its time records. The app uses no advertising cookies, and there is no background location tracking and no biometrics; our browser “fingerprint” reflects browser settings, not a person’s body. On our public website we measure our campaigns, and may use Meta’s advertising tools, as Section 9.6 explains.
9.1 Location Data
(a) At clock-in and clock-out, the Service records the device’s GPS fix and accuracy, the distance to the jobsite and the geofence result. While the clock screen is open, the device may report location continuously to show live geofence status, but the Service is designed to store only the clock-in and clock-out fixes, not a location history.
(b) A fix may also be captured for daily reports and photos. Photo location and capture time are extracted, and EXIF is then removed from the stored image. Receipt images keep only their capture time; no location is stored for them. Video files keep their embedded metadata, which may include location. Project addresses are geocoded by a third party.
(c) The Mobile App requests location only while in use and is not designed to collect it in the background. Users may withdraw permission, which may limit features or flag entries. Customer is responsible for any notice and consent required (Section 16).
9.2 Device Identity
To help Customer detect one Worker clocking in for another and to secure sessions, the Service uses a reliohub_did cookie with a random identifier, currently kept about two years and not removed at sign-out; a browser characteristics hash computed from user agent, language, screen size, pixel ratio and timezone; and records linking devices to the Workers who used them, which may show authorized Users the names of other Workers seen on a shared device. These are indicators only; deleting the cookie does not prevent the hash from linking a browser to prior records.
9.3 Device-Bound Sessions
(a) At sign-in the browser or Mobile App creates a key pair whose private key is designed to stay on the device (in the browser’s key storage or, in the Mobile App, the device’s secure storage, such as the iOS Keychain or the Android Keystore); the Service stores the public key (deleted after 31 days of inactivity) and checks it when the session renews.
(b) A browser session currently lasts up to 30 days from sign-in. The Mobile App keeps the person signed in with a long-lived (“offline”) session bound to that device key, which currently renews while the app is used at least once every 30 days, for up to one year, after which the person signs in again.
9.4 Cookies and Browser Storage
| Technology | Purpose | Duration (currently) |
|---|---|---|
reliohub_at, reliohub_rt (httpOnly, secure) |
Session access and refresh tokens | Short-lived / until sign-out or session limits (Section 9.3) |
reliohub_did (httpOnly) |
Device identity for attendance integrity and security | About two years; kept at sign-out |
reliohub_support |
Support Access Session | About 30 minutes |
Staff and environment cookies (e.g. reliohub_padm_*, rh_mirror) |
Platform Personnel sign-in and test-environment routing | Session-limited; staff only |
| Sign-in service cookies | Identity sessions | Session-limited |
| Local and session storage; browser key storage | Profile, language, interface state, clock offset, sign-up draft, the last company ID and username used to sign in (never the password); device-bound key | Until cleared or the tab closes |
Session storage rh_visit, rh_attribution (reliohub.com and the sign-up pages) |
A random visit identifier and the campaign tags of the visit, for campaign measurement (Section 9.6) | Until the browser tab closes |
_fbp, _fbc (reliohub.com only, when the Meta Pixel is enabled) |
Meta’s advertising measurement (Section 9.6) | Currently up to about 90 days, as set by Meta |
The Mobile App stores comparable data on the device, including: the company ID and username last used to sign in, so the sign-in screen is filled in (never the password; cleared by choosing to use a different account or by an account deletion request); the device-bound key in the device’s secure storage; the signed-in profile and push token; preferences such as appearance (system, light or dark), photo storage and receipt AI consent; recently loaded records for offline use, cleared at sign-out; and a per-device cache of photos the person has viewed, which the person can turn off or clear in More → Storage and which is cleared at sign-out. Cloudflare may set cookies for security and traffic management, and Stripe may use cookies and device signals on payment pages under its own policy.
9.5 Analytics, Signals and No Biometrics
(a) Provider may use Cloudflare Web Analytics, including on Pay Pages and Public Profiles. The application at app.reliohub.com, Pay Pages, Public Profiles, Upload Links and the Mobile App use no advertising cookies or advertising pixels. The Website at reliohub.com may use the advertising measurement described in Section 9.6. The Service does not respond to Do Not Track signals. A Global Privacy Control signal is treated on the Website as described in Section 9.6(c).
(b) No biometric identifiers. The Service does not collect biometric identifiers as defined in Tex. Bus. & Com. Code § 503.001, the Illinois Biometric Information Privacy Act or similar laws. The browser hash is not one, there is no face check at clock-in, and no voiceprints are created. Biometric identifiers are Prohibited Data.
9.6 Website Campaign Measurement and Advertising
(a) Campaign measurement (our own). On reliohub.com and on the sign-up pages, a script we host records which campaign brought a visit and what the visit did: the campaign tags in the link (such as utm_source, utm_medium, utm_campaign, utm_content and utm_term), an ad click identifier added by the advertising platform (such as Meta’s fbclid), the first page visited and the referring site, the pages viewed, the buttons clicked, whether a form was started, and a coarse device type (mobile, tablet or desktop). A random visit identifier, kept in the browser tab’s session storage, groups these records; we do not store the IP address or the browser’s user agent with them. If the visitor submits a walkthrough request or creates an Account in the same browser tab, the request or the new Account is linked to the campaign information of that visit (Sign-up attribution). We use this only for the purposes in Section 4(g), and we do not sell it.
(b) Meta Pixel and Meta Conversions API. We may use the Meta Pixel and the Meta Conversions API from Meta Platforms, Inc. on reliohub.com, never on app.reliohub.com, pay.reliohub.com, Pay Pages, Public Profiles, Upload Links or in the Mobile App. When they are enabled, Meta’s code in the visitor’s browser, and our servers, may send Meta the pages viewed, the buttons clicked, the fact that a walkthrough request was submitted or an Account was created, the ad click identifier, Meta’s cookie identifiers, the IP address and browser information, and, for a walkthrough request or a new Account, the email address and phone number provided, hashed before they are sent. Meta uses this information to measure and deliver our ads and may combine it with other information it holds, under its own terms and privacy policy. We never send Customer Data to Meta. Under some state laws, this may be “sharing” for cross-context behavioral advertising or “targeted advertising.”
(c) Opting out. We do not load the Meta Pixel, and do not send Website events to Meta, for a browser that sends a Global Privacy Control signal. You may also ask us not to share your information for advertising by emailing privacy@reliohub.com with the subject “Do not share”; we will stop sending Meta the information we can link to the email address or phone number you give us. Browser settings and Meta’s ad settings may also limit this measurement. Opting out does not affect our own campaign measurement in Section 9.6(a), which is not shared.
10. Retention and Deletion
In plain terms. We keep information while your account is active and afterwards as long as reasonably needed. Deleting something does not always remove every copy at once, and some records are kept as evidence. What we keep stays protected and is never sold. Please keep your own copies.
10.1 General Rule
Provider retains information while the Account is active and afterwards as long as reasonably necessary for the purposes in Section 4, including legal compliance, disputes and security. Most records have no fixed deletion schedule, and except as stated in this Section 10, Section 13 or Section 16 of the Terms (Suspension, Termination and Data After Termination), Provider makes no commitment to delete information within any period, on termination or on request. Retained information stays subject to this Policy and to Section 14 of the Terms (Confidentiality).
10.2 Current Practices
| Information | Current practice |
|---|---|
| Archived emails | Full content and attachments removed after an archive period, currently 365 days; recipients, subject and status kept. |
| Deleted documents | Hidden at once; file, excerpts and embeddings purged about seven days later; the record, including its full extracted, transcribed and restructured text, kept without a fixed end date. |
| Deleted photos and files | Removed asynchronously, which may take hours, days or longer. |
| Edge-cached photos | May persist in the edge cache for up to one year. |
| Storage versions | Prior or hidden versions may persist under the storage provider’s practices. |
| Company Rules | Current version and last 30 prior versions kept. |
| Support tickets | Close after seven days of inactivity; not deleted. |
| Email engagement | Kept with the email campaign it belongs to, without a fixed end date. |
| Taxpayer numbers, Forms W-9 and W-4, scans and electronic-delivery consents | Kept at least four years after the later of the Worker’s last recorded payment and the due date of the last tax form that relies on them; then the full taxpayer number, the values computed from it to detect duplicates and any scan are deleted, and a consent’s email address, IP address and user agent are deleted. The rest of each form (including the name, address, tax classification or W-4 entries, the last four digits and the signature record with its time, IP address and user agent) and the record of each consent are kept as the record of what the Worker certified or agreed to. Once the Agreement has ended and every retention period in this table for Customer’s taxpayer numbers, Forms W-9 and W-4, consents, and Forms 1099-NEC and W-2 has passed, Customer’s encryption keys are destroyed in an audited operation that Provider carries out after that date, so the encrypted data that remains can no longer be read. |
| Forms 1099-NEC, W-2 and W-3 | Kept four years after their due date; then the Worker’s name and address are removed from each Form 1099-NEC and from each Form W-2 that is not an unfinished draft, and the rest of the record (amounts, the last four digits of the taxpayer number, the link to the Worker and Customer’s own details) is kept as a tax record. Form W-3 is prepared from the Forms W-2 and is not stored separately. |
| Payment records | Kept while the Account is active, under Section 10.1. |
| Website campaign measurement records (Section 9.6(a)) | Deleted about 13 months after they are recorded. |
| Walkthrough requests | Deleted about 24 months after they are received. |
| Beta requests | Deleted about 12 months after the invitation is sent, or about 12 months after the request if no invitation was sent. |
| Newsletter subscribers | A sign-up that is never confirmed is deleted about 30 days after the last confirmation email. A confirmed subscription is kept while the person stays subscribed. After someone unsubscribes, only the email address, its unsubscribed status and the time are kept, as a do-not-email record so that we never email that address again, until the person asks us to delete it. |
| Sign-up attribution | Kept with the Account’s records, under Section 10.1. |
10.3 Records That Persist
Because they serve as financial, legal, security or audit evidence, these are currently kept without a fixed deletion date, including after related records are deleted and after termination: (1) issued invoices and their payments, voids and disputes (only drafts can be deleted); (2) the project change log; (3) staff audit logs; (4) AI usage and MCP call records; (5) support tickets; (6) Acceptance Records; (7) email metadata; (8) Payment Acceptance Records, Quote Signature Records and payment records; (9) deleted documents’ text; and (10) time and attendance records, device records, job records, logs and other Usage Data. Anything under legal hold, investigation or dispute may also be kept until resolved.
10.4 Deleting Users and Records
(a) Deactivating a User or Worker keeps the records. A Worker can keep viewing and downloading each tax form furnished to them electronically (one the Service recorded as furnished electronically and whose notice did not bounce) through its access period, generally October 15 of the year after the form’s tax year, even after withdrawing consent to electronic delivery, after Customer switches off electronic delivery, after being deactivated, and while Customer’s Account lacks a Plan that includes the Tax Features or an active Trial, is suspended or has ended. The Service then shows a deactivated Worker, or a Worker of a suspended or ended Account, only those forms, and a deactivated Worker’s sign-in is disabled after the last access period ends. A Worker cannot view those forms after asking to delete their account, if they held administrative or supervisory privileges when deactivated, once a form no longer matches the payments recorded for its tax year or Customer replaces it with a corrected form, after its access period ends, or in the other cases described in Section 8.6(d) of the Terms (Payment Records and Tax Features). Customer is then responsible for furnishing paper copies, as described in that Section. Permanently deleting a User, Worker or project removes many related records (which may include time records, photos and reports), subject to Sections 10.2 and 10.3. PERMANENT DELETION CANNOT BE UNDONE AND PROVIDER DOES NOT UNDERTAKE TO RESTORE DELETED RECORDS. CUSTOMER IS SOLELY RESPONSIBLE FOR DETERMINING, BEFORE DELETING, WHETHER LAW (INCLUDING THE FAIR LABOR STANDARDS ACT AND STATE WAGE, PAYROLL AND TAX LAWS) OR ITS CONTRACTS REQUIRE IT TO KEEP THE INFORMATION, AND FOR KEEPING ITS OWN COPIES.
(b) Account deletion requested in the Mobile App. Any User may ask to delete their own account in the Mobile App (More → Delete account), after confirming their password. Sign-in is blocked immediately, the User’s sessions end and the company’s other Administrators are notified by email. About thirty (30) days later, the User’s personal data is anonymized: name, contact details, trade, pay notes, sign-in identity details, push devices and MCP Grants are erased or revoked, and the username remains as a pseudonymous identifier that cannot be reused. Work records, such as time entries and corrections, pay rates, reports, photos, expenses, invoices and project content, remain with the company as its records, as do the Worker’s tax forms and records, which are kept and purged only as described in Section 10.2, together with the records in Section 10.3. An Administrator can cancel a pending request by reactivating the User before it completes. If the requester is the company’s only active Administrator, the account is not disabled; instead, the request opens a review in which our support team contacts Customer about closing the Account or transferring administration. An optional reason given with a request is removed from the request when it completes but may remain in the related notice and support records. Customer instructs Provider to carry out these requests (Section 13.1(c)).
10.5 After Termination; No Bulk Export
As provided in Section 16 of the Terms, Provider has no obligation to keep Customer Content after cancellation or termination, except the tax records described in Section 10.2, and may delete it at any time after thirty (30) days (or sooner where law requires), but is not obligated to do so; residual copies may persist in logs, caches, storage versions and backups until they age out. The Service has no bulk export tool. While the Account is active, Users may download individual documents, photos and invoice PDFs; access may end on suspension or termination, so Customer should download what it needs beforehand. Issued Payment Links and Upload Links may keep working until they expire or are revoked.
10.6 Backups
Provider maintains backups designed to support recovery of the Service. Information, including information deleted from the active Service, may persist in backups until they rotate out in the ordinary course, and remains protected by this Policy while it does. BACKUPS ARE FOR PROVIDER’S OPERATIONAL USE ONLY AND ARE NOT AN ARCHIVE, EXPORT OR RECORD-KEEPING SERVICE FOR CUSTOMER. PROVIDER DOES NOT UNDERTAKE TO SEARCH, RESTORE FROM OR DELETE INDIVIDUAL ITEMS IN BACKUPS, AND RESTORATION OF ANY DATA, OR ANY PARTICULAR BACKUP FREQUENCY, RETENTION OR RECOVERY TIME, IS NOT GUARANTEED. CUSTOMER REMAINS RESPONSIBLE FOR KEEPING ITS OWN COPIES OF CUSTOMER CONTENT.
11. Security
In plain terms. We use real safeguards to protect your information, but no online service can promise perfect security. Please protect your passwords, devices and links too.
(a) Reasonable measures. Provider maintains commercially reasonable administrative, technical and physical safeguards designed to protect information against unauthorized access, use, disclosure and loss, and may change them over time. Its obligations are set out in Section 15 of the Terms (Security). Current examples include TLS encryption in transit (terminating at our edge provider), origin servers reachable only through a private tunnel, httpOnly device-bound session cookies, rate limits, role-based access and logical separation between Accounts, hashed link tokens, application encryption of certain stored credentials such as AI Provider keys, private media storage and an audited staff console.
(b) NO GUARANTEE. NO METHOD OF TRANSMISSION OR STORAGE IS COMPLETELY SECURE, AND PROVIDER DOES NOT WARRANT THAT ANY INFORMATION WILL BE FREE FROM UNAUTHORIZED ACCESS, LOSS OR DISCLOSURE. THE EXAMPLES ABOVE ARE NOT A COMPLETE LIST OR A COMMITMENT TO MAINTAIN ANY CONTROL. NOTHING IN THIS POLICY STATES OR IMPLIES THAT INFORMATION IS ENCRYPTED AT REST (OTHER THAN THE CREDENTIALS DESCRIBED ABOVE), THAT ENCRYPTION IS END-TO-END, THAT MULTI-FACTOR AUTHENTICATION IS OFFERED, THAT DATA IS ISOLATED AT THE DATABASE OR PHYSICAL LEVEL, OR THAT THE SERVICE MEETS ANY CERTIFICATION OR STANDARD. Third-Party Services are subject to their own security practices.
(c) Customer’s part. Customer will ensure its Users use strong, unshared passwords and secure devices, deactivate departing Users, assign least-privilege roles, treat links as confidential, keep independent copies of Customer Content and report suspected compromise promptly.
(d) Reporting. Report vulnerabilities and suspected incidents to privacy@reliohub.com or by support ticket. Reporting does not authorize testing; no one may probe, scan or attempt to breach the Service without Provider’s prior written authorization.
12. Where Data Is Processed
In plain terms. RelioHub is built for US contractors, but some of our providers operate worldwide, and one AI provider is in China. We do not promise that your data stays in one country.
(a) Provider is based in Texas and offers the Service to US businesses, without representing that it meets the laws of any other jurisdiction. Information is processed in the United States and in other countries where Provider, its personnel or its Subprocessors operate, including the hosting provider’s data center (identified on request, which may be outside the United States and may change), Cloudflare’s global network (where traffic is decrypted and media may be cached worldwide), and AI Providers in other countries, including the People’s Republic of China. Files are currently stored in a US East region. Test environments may be in a different location from production.
(b) PROVIDER DOES NOT COMMIT THAT ANY INFORMATION WILL BE STORED OR PROCESSED ONLY IN THE UNITED STATES OR IN ANY PARTICULAR COUNTRY OR FACILITY, AND OFFERS NO DATA RESIDENCY OPTION. CUSTOMER MUST NOT SUBMIT INFORMATION THAT LAW OR ITS CONTRACTS REQUIRE TO STAY IN A PARTICULAR JURISDICTION, INCLUDING CONTROLLED UNCLASSIFIED INFORMATION OR “GOVERNMENT-RELATED DATA” OR BULK “U.S. SENSITIVE PERSONAL DATA” UNDER 28 C.F.R. PART 202. A CUSTOMER THAT WORKS FOR GOVERNMENTAL ENTITIES IS SOLELY RESPONSIBLE FOR DETERMINING WHETHER ITS CONTRACTS PERMIT THIS PROCESSING, INCLUDING BY AN AI PROVIDER IN CHINA.
(c) Customer is responsible for informing affected individuals of these transfers and obtaining any required consent. Provider has not agreed to any transfer mechanism required by non-US law unless it signs a written agreement to that effect.
13. Your Rights and Choices
In plain terms. We respect your privacy rights. If a contractor keeps your details in RelioHub, that contractor is in charge of your data, so please contact them first, and we will help them help you. For information RelioHub controls, such as your login or billing details, write to privacy@reliohub.com.
13.1 Requests About Customer Data
(a) Requests about workers, clients and other Customer Data go through Customer, which as controller receives, verifies and answers them. If we receive one, we will refer it to Customer where we can identify Customer, and will not otherwise act on it except on Customer’s instructions or as the law requires.
(b) We will reasonably assist Customer, taking into account the nature of the processing and the information available to us. The Service has no self-service export; further help may be manual, in a form we reasonably determine, and subject to a reasonable fee where permitted. Provider is not liable for Customer’s failure to respond.
(c) In-app account deletion. Customer instructs Provider to carry out the account deletion requests its Users make in the Mobile App as described in Section 10.4(b), without further instruction from Customer for each request. Customer remains responsible for any other request about its Users and for deciding which records it must keep.
13.2 Information We Control
(a) For Account Data, Usage Data and Website information, subject to each law’s conditions, individuals may have rights to access, correct, delete and obtain a portable copy of their Personal Information; to opt out of sale, sharing, targeted advertising and significant-effect profiling (we do not sell Personal Information or engage in significant-effect profiling; the Website advertising measurement in Section 9.6 may be sharing or targeted advertising, and you can opt out as described in Section 9.6(c)); to limit use of sensitive Personal Information (we use it only for exempt purposes); and to non-discrimination.
(b) We may decline or limit a request where the law permits, including where information is needed for the Service, legal duties, Acceptance Records, security or legal claims, or where a request cannot be verified or is excessive.
(c) How to ask. Email privacy@reliohub.com (or open a support ticket) with enough detail to locate the records. We verify requests proportionately; authorized agents must provide signed permission or a power of attorney. Where a law applies, we respond within its deadline, generally 45 days, extendable once by 45 days with notice, and free of charge unless a request is excessive.
13.3 State Laws
(a) California. Where the CCPA applies to Provider as a business, in the preceding 12 months we collected the categories listed in Section 3.2(c) that relate to Account Data and Usage Data, from individuals, Customer, devices and Stripe, for the purposes in Section 4, and disclosed them for business purposes to Subprocessors, advisers, authorities where required and parties to business transfers. We have not sold Personal Information. Before the Effective Date of this version we had not shared it for cross-context behavioral advertising; from then on, the Website advertising measurement in Section 9.6 may be sharing, limited to Website visitor and walkthrough-request information (internet activity, identifiers and, for a request or a new Account, hashed contact details) and never Customer Data, and California residents can opt out as described in Section 9.6(c). We do not knowingly sell or share the Personal Information of consumers under 16, offer no financial incentives and do not disclose Personal Information for others’ direct marketing. Retention follows Section 10.
(b) CCPA service-provider commitments. For Personal Information in Customer Data, Provider will: (1) not sell or share it; (2) not retain, use or disclose it except for the business purposes in the Agreement (providing, supporting, securing and improving the Service) or as the CCPA permits, including Cal. Code Regs. tit. 11, § 7050; (3) not use it outside the direct business relationship with Customer; (4) not combine it with other Personal Information except as permitted; (5) comply with the CCPA’s service-provider obligations and provide the same level of privacy protection the CCPA requires; (6) notify Customer if it can no longer meet them; (7) engage Subprocessors only as described in Section 7; (8) assist with consumer requests under Section 13.1; and (9) on Customer’s written instruction following a verified deletion request, delete it (or enable Customer to), subject to Cal. Civ. Code § 1798.105(d) and Section 10. Customer may, on notice to privacy@reliohub.com, take reasonable steps to ensure compliance and to stop and remediate unauthorized use. Provider certifies that it understands and will comply with these restrictions.
(c) Texas and other states. Where the Texas Data Privacy and Security Act, Tex. Bus. & Com. Code ch. 541 (“TDPSA”), applies to Provider as a controller, Texas residents have the rights in Section 13.2(a). These rights generally do not apply to people acting in a commercial or employment context. Appeals: if we decline a request, email privacy@reliohub.com with the subject “Privacy Request Appeal”; we will respond in writing within 60 days, and if the appeal is denied you may contact the Office of the Attorney General of Texas. Residents of other states with comprehensive privacy laws may have similar rights, exercised the same way.
(d) TDPSA processor obligations. Where Customer is a controller under the TDPSA or a comparable state law and Provider is its processor, Provider will: (1) follow Customer’s instructions; (2) ensure each person processing the data is subject to a duty of confidentiality; (3) engage subcontractors only under written terms after notice and an opportunity to object under Section 7.3; (4) reasonably assist with security, breach notification and data protection assessments; (5) on reasonable written request, provide information needed to demonstrate compliance; and (6) allow reasonable assessments, satisfied by written questionnaire responses at Customer’s cost no more than once in 12 months (except as law requires or after a Security Incident) or, at Provider’s option, an independent assessor’s report, with no on-site audit unless law expressly requires it. Where a law requires it, on Customer’s written request within thirty (30) days after termination, Provider will within a reasonable period delete, or return in a commonly used format, the Personal Information of Workers, Clients, Payers and Guest Contributors in Customer Data, excluding the evidence records in Section 10.3 and subject to legal retention, residual copies and a reasonable fee where permitted. This is not an export feature.
13.4 Your Choices
Users control device permissions and cookies, which may limit features if withheld. Administrators can stop product news and offers, and the measurement of opens and clicks that comes with them, at any time through the unsubscribe link in those emails (Section 4(d)). Newsletter subscribers can unsubscribe at any time with the one-click unsubscribe link in every newsletter email, which opens reliohub.com/unsubscribe, or by emailing privacy@reliohub.com (Section 4(i)); an unsubscribed address is kept only as a do-not-email record (Section 10.2). Anyone who asked for a beta invitation or subscribed to the newsletter may ask privacy@reliohub.com to delete that record. Administrators control the Public Profile and its indexing, MCP Grants and User accounts; unpublishing or revoking does not retrieve copies others already hold. Website visitors can opt out of advertising measurement as described in Section 9.6(c).
14. Children’s Privacy
In plain terms. RelioHub is for businesses and the adults who work in them. Everyone who signs in must be at least 18, and we ask customers never to put children’s information into the Service. If you believe a child’s information is here, please tell us.
The Service is not directed to children, and every User must be at least 18. We do not knowingly collect Personal Information from children under 13, which is Prohibited Data. Customer must keep information and identifiable images of children out of the Service and is solely responsible for information about any Worker under 18. The Service does not verify age. If we learn we hold a child’s information, we may delete it without liability; parents may contact privacy@reliohub.com. We do not sell Personal Information, and we do not knowingly share the Personal Information of anyone under 16.
15. Security Incident Notification
In plain terms. If we confirm a breach affecting your data, we will promptly email your administrators, tell them what we know and keep working with them.
(a) Notice to Customer. After confirming a Security Incident affecting Customer Data, Provider will notify the affected Customer without undue delay, and in any event within any period the law requires, including under Tex. Bus. & Com. Code § 521.053, which requires a person maintaining computerized sensitive personal information it does not own to notify the owner or license holder of a breach. Notice goes by email to an Administrator or the billing contact under Section 22 of the Terms (Electronic Communications and Notices), may be delayed at law enforcement’s request, and will describe, as known and in phases, the incident, the data affected, the measures taken and a contact. Unsuccessful attempts and events caused by Customer, its Users or Third-Party Services are not Security Incidents.
(b) Who notifies individuals. Customer, as owner or controller of Customer Data, decides whether to notify individuals, regulators or others and does so, unless the law requires Provider to; Provider will reasonably cooperate and take reasonable steps to contain incidents within its control. For information Provider controls, Provider will give the notices the law requires; Texas law currently requires notice to affected individuals without unreasonable delay and not later than the 60th day after determining a breach occurred, notice to the Office of the Attorney General of Texas as soon as practicable and not later than the 30th day after that determination if at least 250 Texas residents are involved, and notice to consumer reporting agencies if more than 10,000 persons are notified at once.
(c) Customer will report suspected compromise to privacy@reliohub.com without undue delay, and will treat incident information from Provider as Confidential Information except as needed for its own legal notices.
(d) Notification is not an admission of fault. RESPONSIBILITY FOR INCIDENT COSTS AND ANY RESULTING LIABILITY IS GOVERNED EXCLUSIVELY BY SECTIONS 15 (SECURITY) AND 18 (LIMITATION OF LIABILITY) OF THE TERMS.
16. Customer Obligations to Its Workers and Clients
In plain terms. Your crews and clients have a relationship with you, not with us. You decide what to record about them, so you must tell them, get any consent the law requires and use the results fairly.
(a) Notices. Customer is solely responsible for giving every notice the law requires to its Workers, Clients, Payers and Guest Contributors (including CCPA notices at collection, state privacy notices and electronic-monitoring notices), accurately describing the practices in this Policy that apply, including location capture, device identity, AI processing, staff access, Subprocessors, international processing and retention. Our descriptions and in-app prompts are not notices to individuals.
(b) Consents and monitoring laws. Customer is solely responsible for any consent required before using the Workforce Features, for complying with electronic-monitoring laws (for example, N.Y. Civ. Rights Law § 52-c, Conn. Gen. Stat. § 31-48d and Del. Code tit. 19, § 705) and recording-consent laws, and for instructing Workers not to leave the clock screen open outside working time.
(c) Clients and Payers. Customer represents that it has the rights, notices and consents needed for us to process its Clients’ and Payers’ information, and is responsible for the invoices and emails it sends, the Payment Links it issues, its acceptance wording (we do not represent that a Payment Acceptance Record is a valid signature or sufficient dispute evidence), the quotes it lets Clients sign online and the legal sufficiency of those signatures (we do not represent that a Quote Signature Record is a valid or enforceable signature; Clients who signed are directed to Customer for paper copies and to withdraw consent), telling Payers that records may be submitted to Stripe as dispute evidence, and any Processing Fee Pass-Through.
(d) Photos, links and Public Profile. Customer is responsible for capturing and sharing images lawfully, warning Users that videos retain location, issuing Upload Links only to intended people, and everything it publishes on its Public Profile.
(e) Minimization and access. Customer will submit only necessary Personal Information, keep medical, disciplinary, immigration and other sensitive details out of free text and AI Input, and restrict access to pay information.
(f) Records and human review. The Service is not Customer’s system of record; Customer must keep its own copies of legally required records, including time and payroll records under the Fair Labor Standards Act. Shared-device flags, geofence results, automatic closures, Estimated Pay and AI Output may be wrong; Customer will not take adverse action against a Worker based solely on them and will verify hours and pay.
(g) Compliance; indemnity. We provide tools, not legal advice, and are not responsible for Customer’s compliance, notices, consents or decisions. Claims arising from Customer’s breach of this Section are subject to Section 19 of the Terms (Indemnification by Customer). This Section supplements Sections 7 and 8 of the Terms and survives termination.
17. Changes to This Policy
In plain terms. As RelioHub and the law evolve, this Policy will change. Every version is dated, and if a change matters we will tell your administrators at least 30 days ahead, unless the law or an urgent security need requires faster action.
(a) We may amend this Policy under this Section and Section 21 of the Terms (Changes to This Agreement). This version is 2026-10-16, effective October 16, 2026, and the version and hash in an Acceptance Record identify the version accepted.
(b) A change we reasonably consider material and adverse to Customer takes effect no earlier than thirty (30) days after notice to Administrators by email or in the Service. Changes required by law or for security may take effect sooner; other changes take effect on posting.
(c) Continued use after the effective date is acceptance; we may also ask an Administrator to accept in the Service, which binds Customer. If Customer does not agree, its sole remedy is to stop using the Service and cancel before the change takes effect. Where the law requires consent for a materially different use of information we control, we will obtain it.
(d) Draft pages published before the Effective Date never took effect and are superseded entirely.
18. How to Contact Us
In plain terms. Privacy questions and security reports go to our privacy address, legal notices to our legal address, and everyday help is a support ticket away in the app. If you are a worker or client of one of our customers, that business is usually the best first stop.
The Service is provided by NORTHMARK MANAGEMENT GROUP LLC, a Texas limited liability company doing business as RelioHub.
- General questions: hello@reliohub.com.
- Privacy requests, appeals and security reports: privacy@reliohub.com. Include your name, your relationship to RelioHub, the company identifier if known, and the request.
- Legal notices: by email to legal@reliohub.com, as described in Section 22 of the Terms. Privacy emails and support tickets are not legal notices.
- Support: in-app support tickets. Please do not include Prohibited Data.
- Workers, Clients and Payers: contact the business that holds your information first; we may refer your request to it.
Our postal address is 5900 Balcones Dr Ste 100, Austin, TX 78731-4298, United States; it is not a designated channel for privacy requests, support or legal notices. We do not offer a telephone line. The channels above are the only designated ones, and we may update them by updating this Policy.
Version 2026-10-16, effective October 16, 2026.