Privacy Policy

Effective Date: July 2025

1. Introduction

Haystack Solutions LLC (“Haystack,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, share, and protect information collected through the Haystack mobile application (the “App”), used exclusively within the United States.

By using the App, you agree to the practices described in this Policy.

2. Scope and User Responsibility

Access to the App is granted only to authorized employees or contractors of a participating company or organization (“Employer”) located in the United States. This App is designed for use within the United States only. We do not offer protections under the EU General Data Protection Regulation (GDPR) or other international data privacy laws. If you are located outside the United States, do not use the App or submit any personal information.

This App is used by authorized personnel (e.g., field engineers/company admin) to enter and manage workforce certification data. Users may input personal information about third parties who are affiliated with the Employer (e.g., workers) and have consented to such use, and Users and Employers are jointly and severally responsible for ensuring such data entry is authorized and lawful. Your Employer is the primary data controller for information entered into the App.

You must not enter any sensitive personal information (such as Social Security Numbers, medical records, financial account information, or government ID numbers). Haystack disclaims all liability for any sensitive data entered into the App in violation of this policy.

3. Information We Collect

A. Information You Provide

  • Personal Information: name, phone number, occupation, profile photo.

  • Certification Scans: images captured via OCR, with metadata (e.g. timestamps, location).

B. Automatically Collected Information

  • Usage & Device Data: device identifiers, OS version, IP address, and crash logs.

  • App Activity: usage logs, features accessed, and timestamps.

4. How We Use Your Information

We use information that we collect about you or that you provide to us, including any personal information, to:

  • Provide and operate the App and its features.

  • Authenticate users and verify identity.

  • Fulfill any other purpose for which you provide it.

  • Send notifications about certification status and expirations.

  • Notify you when Application updates are available, and of changes to any products or services we offer or provide though it.

  • Provide and improve OCR functionality and safety-document workflows.

  • Enable app notifications and communication features.

  • Optimize and debug the App.

  • Provide usage analytics and reporting to your Employer.

5. Data Sharing & Disclosure

We may share your information and any information you enter into this App with:

  • Your Employer: to enable App functionality, oversight, and reporting.

  • Service Providers: e.g., AWS, Google Firebase, Sentry, analytics vendors, support services.

  • Law Enforcement or Legal Requests: if required by law or to protect rights.

  • Business Contracts or Transfers: during a merger, acquisition, or sale of assets and/or services.

6. Data Storage & Security

  • Storage: Data is stored locally on your device and in encrypted AWS cloud servers.

  • Security Measures: We apply commercially reasonable safeguards, which may include encryption in transit and at rest, role-based access controls. physical security and audit logging, however, no system is completely secure, and we cannot guarantee absolute protection against unauthorized access, data loss, or breaches.

  • Cookie-Like Technologies: We may also use basic tracking technologies for performance monitoring and diagnostics.

7. Data Retention

We retain your data while your account is active and for up to 12 months after deactivation, unless longer retention is legally required or requested by your Employer. Data may be deleted earlier upon authorized request.

8. Your Rights

Under U.S. law (including CCPA where applicable), you may:

  • Access or request a copy of your personal data.

  • Correct inaccurate or incomplete information.

  • Request deletion of your data (subject to legal obligations).

  • Opt out of certain data uses (though this may limit App functionality).
    For California users: request details on any data shared with third parties.
    To exercise these rights, email apps@haystack-usa.com.

9. Children’s Privacy

The App is intended for use by adults in the construction industry. It is not designed for or directed to children under the age of 13. We do not knowingly collect personal information from children. If we become aware that information has been collected from a child, we will delete it.

10. Changes to This Policy

We may update this policy as we evolve. We’ll notify you via the App or email, and update the “Effective Date” above. Continued use after updates means you accept the revised policies.

11. Contact Us

For questions, privacy concerns, or to exercise your rights, contact:
Haystack Solutions LLC
Email: apps@haystack-usa.com