Privacy Policy

Last updated: April 17, 2026

1. Overview

Ashward Group LLC (“we,” “us,” or “our”) operates ShiftProof at shiftproof.io. This Privacy Policy explains how we collect, use, store, and share information when you use the ShiftProof service (“Service”). By using the Service, you agree to the practices described in this policy.

2. Information We Collect

Account Information

When you create an account, we collect your email address and any profile information you provide (such as business name and location name). This information is required to create and maintain your account and to send you service-related communications.

Facility Inspection Data

The core function of ShiftProof is to store your facility condition documentation. This includes:

  • Photos you upload during walkthroughs (including any embedded EXIF metadata)
  • Voice recordings you make during walkthroughs
  • Transcriptions of your voice recordings, generated via our AI transcription service
  • AI-structured condition reports generated from your inputs
  • Damage log entries, including notes and photos
  • Zone configurations and walkthrough history
  • Timestamps and date records for all submissions

Payment Information

Payment processing is handled by Stripe. We do not store your full credit card number or payment card details on our servers. We receive limited payment metadata from Stripe (such as last four digits and expiration date) for billing management purposes.

Usage Data

We may collect information about how you interact with the Service, including pages visited, features used, and actions taken. This data is used to improve the Service and diagnose technical issues.

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the Service
  • Process your voice recordings through AI transcription and generate structured condition reports
  • Analyze your condition data using AI to identify damage, flag issues, and generate report summaries
  • Generate and deliver PDF export packages you request
  • Process payments and manage your subscription
  • Send you transactional emails (account confirmations, billing receipts, service notices)
  • Respond to your support requests
  • Improve and develop new features for the Service
  • Enforce our Terms of Service and protect the security of the Service

We do not sell your personal information or facility inspection data to third parties. We do not use your facility data for advertising purposes.

4. Third-Party Services

ShiftProof relies on the following third-party services to operate. Each has its own privacy policy governing how they handle data:

  • Supabase — Database and authentication infrastructure. Your account data, facility data, and uploaded content are stored in Supabase-hosted PostgreSQL databases. Supabase Privacy Policy: supabase.com/privacy
  • Stripe — Payment processing. Stripe handles all credit card transactions. We do not store payment card data. Stripe Privacy Policy: stripe.com/privacy
  • OpenAI (Whisper) — Audio transcription. Voice recordings you submit are sent to OpenAI's Whisper API for transcription. Audio data is processed according to OpenAI's API data usage policy. OpenAI Privacy Policy: openai.com/privacy
  • Anthropic (Claude) — AI report generation. Transcribed observations are sent to Anthropic's API to generate structured condition reports. Anthropic Privacy Policy: anthropic.com/privacy

5. Data Retention

We retain your account information and facility data for as long as your account is active. If you cancel your subscription, your data is retained for 90 days, during which you can export all reports as PDFs. After 90 days, your data may be permanently deleted.

You may request deletion of your account and associated data at any time by contacting us at joel@ashwardgroup.com. We will process deletion requests within 30 days.

6. Data Security

We implement industry-standard security measures to protect your data, including encrypted connections (HTTPS/TLS), row-level security policies in our database, and access controls that restrict data access to authorized users only.

No method of transmission over the internet or electronic storage is 100% secure. While we take reasonable precautions, we cannot guarantee absolute security.

7. Your Rights

You have the right to:

  • Access the personal information we hold about you
  • Export your facility condition reports at any time in PDF format
  • Correct inaccurate account information
  • Request deletion of your account and associated data
  • Opt out of non-transactional email communications

To exercise any of these rights, contact us at joel@ashwardgroup.com.

8. Children's Privacy

ShiftProof is intended for use by businesses and is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, contact us immediately.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you via email or through a notice in the Service. The date at the top of this policy indicates when it was last updated. Continued use of the Service after changes constitutes acceptance of the updated policy.

10. Contact

Questions about this Privacy Policy? Contact us at joel@ashwardgroup.com.

Ashward Group LLC
Oregon, United States