1. Who this policy covers
This policy explains how Tres Lomas Collective, LLC, doing business as Ground Ops, handles personal information. Our address is 239 Rainbow Drive, Livingston, TX 77399. You can reach us at [email protected].
Ground Ops serves two different groups, and the distinction matters:
- Operators. The businesses that buy Ground Ops and run their crews on it. If you are an operator, you decide what information goes into your account and what happens to it. We process it on your behalf.
- Crew members and clients. The people whose information an operator puts into Ground Ops: employees, subcontractors, customers, property owners, and property managers. If your information is in Ground Ops because a business you work for or hired put it there, that business decides how it is used. Direct your requests to them first. We will help them respond.
This policy also covers visitors to groundops.io.
2. What we collect
Information you give us directly
- Account information. Name, business name, email address, phone number, and role.
- Client and property records. Contact names, phone numbers, email addresses, service addresses, property details, and job history.
- Personnel records. Names, contact details, roles, skill and certification tags, pay-related settings, and compliance documents that an operator chooses to upload. Depending on the operator, those documents may include tax and employment forms such as W-9, I-9, and W-4, certificates of insurance, background check results, driving records, and workers compensation records.
- Work order content. Scheduling, assignments, checklists, notes, time entries, issue reports, invoices, and payment status.
- Photos and files. Before and after photos, issue photos, signatures, and documents uploaded from the field.
- Messages you send us. Anything you email to [email protected].
Information collected automatically
- Capture metadata. Time, coordinates, accuracy, and heading recorded at the moment a photo is taken in the app. See the section on photo records.
- Device and log data. IP address, device type, operating system, app version, and timestamps, used to keep the service running and to investigate errors and abuse.
- Activity records. Ground Ops writes business events to an activity log: who created, assigned, started, completed, or changed a record and when. This log is a core product feature, not analytics.
What we do not collect
We do not run advertising trackers, advertising cookies, or third-party analytics on groundops.io. We do not collect biometric identifiers. We do not perform facial recognition on photos. We do not buy personal information from data brokers.
3. Photo records and what is stamped on them
A photograph is only useful as evidence if you can show where and when it was taken and that it has not been altered since. Ground Ops stamps every photo captured in the app with the information that makes it provable.
Each captured photo is stored with:
- The date and time of capture, with time zone.
- The coordinates of the camera at the moment of capture, with an accuracy figure and the device heading.
- The work order the photo belongs to.
- The name of the person who captured it.
- A SHA-256 hash of the image file, so the photo can later be shown to be unmodified.
This record travels with the photograph. Its purpose is documentation: proving that the work photographed happened at the property it was billed to, on the date claimed, and that the image has not been edited since it was taken.
What Ground Ops does not do
Ground Ops does not track personnel. There is no continuous location tracking, no background location collection, no location history, and no breadcrumb trail of anyone's movements. Location is read once, at the moment a photo is captured or a work order action is recorded, and it is attached to that record. Nothing is collected while the app is closed and nothing is collected between those moments.
We do not sell location information. We do not share it with advertisers or data brokers. There is no exception to this.
Permissions
You can deny or revoke camera and location permission in your device settings at any time. Photos will still upload. The location fields will be empty, and the record will show that they are empty. Whether an incomplete record is acceptable is a matter between a crew member and the business that engages them.
Operators are responsible for telling their crews what the app records and for meeting any notice requirements that apply where they operate. Some states regulate the collection of employee location information regardless of purpose. Ground Ops does not give that notice on an operator's behalf.
4. Why we use it
- To run the service. Schedule work, dispatch crews, run checklists, store documentation, and produce invoices.
- To send notifications. Job assignments, status updates, and appointment notices by SMS, WhatsApp, or email, in the language each recipient has selected.
- To enforce the compliance settings an operator configures. Ground Ops can block a dispatch when a required document or certification is missing from a personnel record.
- To keep accounts secure and to investigate misuse, fraud, and technical faults.
- To meet legal obligations and to establish or defend legal claims.
- To support you when you contact us.
6. How long we keep it
We keep work orders and everything contained in them, including checklists, photos, notes, time entries, and the associated location records, for 13 years from the date the work order is completed or cancelled.
Field service records serve as evidence long after a job ends. Property damage claims, warranty disputes, tax audits, employment claims, and construction defect actions can all reach back years. A 13-year window covers those windows in the states where our operators work without requiring anyone to guess which records will matter later.
| Record type | Retention |
|---|---|
| Work orders, checklists, photos, location records | 13 years after completion or cancellation |
| Client and property records | While the account is active, then 13 years |
| Personnel and compliance documents | While the account is active, then as long as employment and tax law requires |
| Account and billing records | 7 years after the account closes |
| Device and log data | Up to 24 months |
| Email you send us | 3 years |
When a retention period ends, we delete the information or irreversibly de-identify it. Backups are overwritten on their own cycle, so a deleted record may persist in backup storage for a short period after it disappears from the live service.
7. Your choices and your rights
Depending on where you live, you may have the right to know what personal information we hold about you, to get a copy of it, to correct it, to delete it, to limit how sensitive information is used, and to not be discriminated against for exercising any of these rights.
To make a request, email [email protected] with enough detail for us to find your records. We will respond within the time the applicable law allows, and we will verify your identity before acting.
If your information is in Ground Ops because an operator put it there, we will forward your request to that operator and support their response. They control the records. We cannot delete a business's operational records on the request of one of its crew members or customers without that business's involvement.
We do not use automated decision-making that produces legal or similarly significant effects about you. The compliance gate blocks a dispatch based on settings a human operator configured, and a human operator can override it.
Notification preferences
You can reply STOP to any SMS to stop text messages from that number. You can unsubscribe from marketing email using the link in the message. Transactional notices about jobs you are assigned to or scheduled for are part of the service and are controlled by your operator's settings.
8. Children
Ground Ops is a tool for businesses. It is not directed at children and we do not knowingly collect personal information from anyone under 18. If you believe a child's information is in Ground Ops, email us and we will remove it.
9. Security
We encrypt data in transit, restrict access to production systems to the people who need it, and log administrative actions. No system is perfectly secure. If a breach affects your personal information, we will notify you and the relevant authorities as the law requires.
10. Where your information is processed
Ground Ops currently operates in the United States, and the service providers listed above process information in the United States.
We intend to expand into Latin America. When we do, information may be processed in additional countries, and the privacy laws of those countries will apply to people located there. We will update this policy and give notice before that change takes effect. Nothing in this policy authorizes an international transfer of your information today.
11. Changes to this policy
We will post any changed version here with a new effective date. If a change materially affects how we use information we already hold, we will give notice by email to account holders before it takes effect.
12. How to reach us
Tres Lomas Collective, LLC d/b/a Ground Ops
239 Rainbow Drive, Livingston, TX 77399
[email protected]
Email reaches the founder directly.