Privacy policy
Unclipboard is a job, estimate, invoice and inventory app for small field-service businesses. It is made by A5N Prime LLC ("A5N", "we"). This policy explains what the app collects, why, who else sees it, how long we keep it and how you can delete it. If anything here is unclear, write to apps@a5nprime.com.
In short: we collect what a business types into the app and what is needed to run and protect the service. We do not sell personal information, do not show ads, and do not use advertising or analytics trackers. You can delete your account in the app. How to delete your account.
Who this covers
Unclipboard is used by businesses. The owner of a business creates an organization and invites admins and technicians. When a business stores information about its own customers (names, addresses, phone numbers, job notes, photos), the business decides what goes in and A5N handles it on the business's behalf, only to run the service. If you are a customer of a business that uses Unclipboard, please contact that business first.
What we collect
- Account information: name, email address, optional phone number, role (owner, admin, technician), a profile color, and a salted hash of your password (we never store the password itself). Email addresses are verified by a one-time link.
- Business information: organization name and profile (trade, licence number, address, logo, tax rate, invoice defaults), team members and invitations.
- Work records the business enters: customers and contacts, service addresses and access notes, jobs and schedules, notes and checklists, materials and inventory, time entries, estimates, invoices, payments the business records, signatures, and photos. Photos are re-encoded as JPEG on your device before upload, which removes embedded metadata such as the location a phone camera may add.
- Billing information: plan and order details, amounts, dates, refund and dispute status, and Stripe reference numbers. We never receive card or bank numbers; Stripe collects them on its own pages.
- Security and technical information: the browser or device type of each signed-in session; sign-in and security events; server logs of request types and errors; and the activity feed of actions inside an organization. IP addresses: the network (IP) address of a request that asked for an email-verification or password-reset link is stored with that link record and kept until the account or organization is deleted. A captured signature is stored with the apparent network address of the request, as reported to our servers; because a signature is a business record of the employer, that address stays with the signature until the signature or the organization is deleted, and is not removed when a technician or admin deletes their own account. Sign-up, sign-in and password-reset requests are also counted per IP address to limit abuse. Counters tied to an email address are stored under keyed identifiers rather than the address itself. Depending on how a request reaches our servers, the stored address may be your own or that of our network provider, and our network and hosting providers process IP addresses to deliver and protect the service.
- Terms acceptance record: when a business owner accepts the terms we keep the owner's email address and user id, the version of the terms, the time, a keyed one-way identifier of the network address and the device description. It is kept with A5N's billing records, including after the organization is deleted (see deleting your account), to answer a payment dispute.
- Email delivery information: the addresses, subjects and delivery status of emails the service sends. The bodies of emails that carry one-time sign-in or verification links are not kept after sending.
- Messages to us: what you send us by email. If we delete an account on your behalf after you write to us, we keep who handled it and a short note of how we verified you, without your email address in our activity log.
The app does not collect your device location, contacts, microphone recordings or advertising identifier, and it contains no advertising or analytics software. On your device it keeps a session cookie (a sign-in token) and local storage used to queue edits while you have no signal and to remember preferences.
Camera and photo library (mobile apps)
Both mobile apps ask for permission to use the camera so you can attach pictures to jobs, estimates and reports. The iPhone app also asks for permission to choose existing photos from your library. On Android, choosing an existing photo uses the system photo picker, which does not need a permission and shares only the photos you pick. The camera and photos are used only when you tap to add a photo. You can refuse or revoke the permissions in your phone settings; the rest of the app keeps working.
Why we use it
- To provide the service you or your employer signed up for: jobs, scheduling, estimates, invoices, reports, inventory, team access.
- To send transactional email: verification, invitations, password resets, and estimates, invoices or reports that a user chooses to send.
- To process payments and refunds for plans (through Stripe).
- To keep the service secure, prevent abuse, investigate incidents and meet legal, tax and accounting obligations.
- To fix and improve the service using what we see in error logs and aggregate counts. We do not use business or customer content for advertising or to train models.
Who else handles it
We do not sell personal information and we do not share it for advertising. We use these service providers, only to run Unclipboard:
- DigitalOcean (cloud hosting, New York, United States) and Cloudflare (network, DNS, access control and private backup storage).
- Resend (sending email).
- Stripe (payments, refunds and receipts).
- Intuit QuickBooks Online and Gusto, only if they are offered in your account and your organization chooses to connect them, and only the data needed for the sync you start.
We may also disclose information to our professional advisers, to a successor to the Unclipboard business under the same commitments, or where the law requires it. One business's data is never shown to another business.
Where it is stored and for how long
The service runs on a server hosted by DigitalOcean in New York, United States, where the database and uploaded files live. Backup copies are stored in a private Cloudflare R2 bucket set up in North America; Cloudflare places data on a best-effort basis and does not guarantee the exact location, and our providers may process data in other countries where they operate. We keep an organization's data while it has an active plan or read-only access, and delete it after the owner asks us to or after we give the owner at least 30 days' notice. Backups: a backup bundle is made daily and kept for 30 days; one bundle per month is kept for 12 months, then deleted. Data you delete from the app can therefore remain in those backups until they expire, and is not restored into the live service except to recover from a failure. Billing and tax records of A5N (orders, amounts, Stripe references) are kept as long as tax and accounting rules and dispute handling require. We have not set a fixed deletion date for them and there is no automatic deletion of these records yet. Server logs are kept in our hosting system and removed by its normal log rotation; we do not promise a specific retention period for them.
Security
Connections use HTTPS. Passwords are stored only as salted scrypt hashes. One-time links are single-use and stored hashed. Connection tokens for third-party services are encrypted at rest. Backups are kept in a private storage bucket, are encrypted at rest by the storage provider, and are checked for integrity. Administrative access to our servers goes through identity-checked, logged channels. No system is perfectly secure; if a confirmed incident affects your data we will tell the organization's owner without undue delay.
Your choices
- Delete your account in the app (Settings, then Account) or on the web. See how to delete your account for exactly what is removed and what is kept.
- Export everything: owners can download all of their organization's data in one ZIP file (Settings, then Exports, then Download everything): every record your business has in Unclipboard as JSON files, plus all uploaded photos, signatures and your logo. Passwords, sign-in tokens, connection tokens, A5N's own billing records and the bodies of sent emails are not included. Owners and admins can also download CSV files of customers, invoices, payments and time entries, and PDFs of individual estimates, invoices and job reports.
- Change your password and sign out of all devices from Settings, then Account. An owner or admin can update a team member's name and phone number (Settings, then Team); if you need yours changed and cannot do it that way, email us.
- Ask us to access, correct or delete personal information we hold about you by emailing apps@a5nprime.com from the address on your account. We reply within 30 days.
Children
Unclipboard is for businesses and is not directed to children under 16. We do not knowingly collect their information.
Changes
If we change this policy we will post the new version here with a new version name and date, and email organization owners about material changes before they take effect.
Contact
A5N Prime LLC · apps@a5nprime.com