1. Who we are and what this policy covers

TallyZap is operated by Robert Malinowski in Ontario, Canada. In this policy, “TallyZap,” “we,” “us,” and “our” refer to the operator of the TallyZap service.

TallyZap helps contractors and small businesses manage projects, clients, trades, crew, expenses, schedules, scopes, estimates, invoices, payments, media, and business records. This policy applies to the TallyZap iOS app, authenticated cloud services, our website, and support communications.

2. Information we process

Depending on the features you use, TallyZap may process:

• Account information: email address, display name, authentication identifiers, Sign in with Apple information, company membership, role, invitations, and account status.
• Business and project information: company identity, logo, contact details, tax number, projects, jobsite addresses, scopes, estimates, invoices, document numbers, expenses, payment records, schedules, reminders, categories, notes, materials, crew assignments, field updates, and reports.
• Contact information: names, companies, phone numbers, email addresses, postal or billing addresses, notes, and other details you save for clients, trades, or crew.
• User content: voice recordings, transcripts, receipt images, jobsite photos, videos, project and contact documents, payment-proof media, captions, exports, and information extracted from those items.
• Device and service information: device type, operating system, app version and build, network status, IP address, request timestamps, authorization data, and sanitized crash, security, and performance diagnostics.
• Location: approximate foreground location when you allow TallyZap to retrieve local weather. TallyZap does not continuously track background location.
• Communications: information you include in support, privacy, or other messages to us.

Please do not include unnecessary sensitive personal information in TallyZap.

3. How information is collected

We receive information directly from you, from features you choose to use, from authorized company members, from your device after you grant permission, and from service providers that help operate TallyZap.

iPhone Contacts

When you choose contact import and grant permission, TallyZap reads accessible contact names, company names, phone numbers, email addresses, and postal addresses so you can search, select, and review contacts on your device. Contacts you do not select are not intentionally saved to your TallyZap account or uploaded as business records. Details you choose to import may be saved as client, trade, or crew records and synchronized with your authorized company data.

Camera, photos, files, microphone, and location

These permissions are requested only when needed for the feature you choose. You can change permissions in iOS Settings, although disabling a permission may prevent the related feature from working.

4. How we use information

We use information to:

• create and secure accounts, authenticate users, and connect Sign in with Apple;
• enforce company, project, and crew permissions;
• synchronize authorized records across devices and restore account data;
• create, edit, store, search, organize, export, share, and delete records at your direction;
• generate scopes, estimates, invoices, PDFs, reports, and business summaries;
• transcribe voice recordings and extract structured information from voice or receipt inputs;
• back up supported media and documents in production builds where cloud file backup is enabled;
• send sign-in codes, crew invitations, and essential service communications;
• provide local weather after you permit foreground location access;
• prevent abuse, diagnose failures, maintain continuity, and improve reliability; and
• respond to support and privacy requests and comply with applicable law.

We do not sell personal information. We do not use TallyZap business information for cross-app advertising or behavioural advertising.

5. Accounts, cloud synchronization, and company access

TallyZap uses authenticated cloud services. When you sign in, account identity, company membership, invitations, settings, and authorized business records may be stored or synchronized in the cloud. Some information also remains on your device for continuity and offline use.

Owners and administrators control company access, invitations, project assignments, and approvals. Crew members receive access according to their role and assigned work. A business using TallyZap is responsible for deciding who may access its company data and for having authority to enter personal information about clients, trades, and workers.

6. Voice Inbox and AI processing

The microphone is used only after you start a recording and is not used in the background. Voice recordings, transcripts, or receipt images may be transmitted through TallyZap's backend to OpenAI for transcription or structured extraction. Review generated information before saving, sharing, or relying on it.

Voice Inbox keeps recoverable recordings on your device when processing is interrupted, fails, or still needs your review. You can retry or discard those recordings. After a voice item is successfully saved, its local audio is scheduled for automatic deletion after seven days. Deleting audio does not delete expenses, reminders, or other records already created from it.

OpenAI API content is not used to train OpenAI models by default. Depending on the endpoint and service configuration, limited content or metadata may be retained in abuse-monitoring logs for up to 30 days, unless a longer period is legally required.

7. Photos, files, generated documents, and exports

Receipt images, jobsite media, project documents, contact documents, payment-proof media, and business logos may be stored on your device. In production builds with cloud file backup enabled, supported files are also copied to private object storage tied to your authenticated account, company, and project permissions.

Generated scope, estimate, and invoice PDFs may be saved with the related project. CSV and PDF exports leave TallyZap only when you select a destination through the iOS share sheet or another sharing feature. After a file leaves TallyZap, you control its storage, recipients, security, and deletion.

8. Website and diagnostics

Our public website does not use personal information for behavioural advertising. Like most internet services, hosting and security systems may receive IP address, device or browser information, requested pages, and timestamps needed to deliver and protect the site.

TallyZap uses Sentry for sanitized crash and error monitoring in release builds. Diagnostic reporting is configured to exclude your sign-in email, request payloads, expense details, photos, transcripts, screenshots, and view hierarchy.

9. Service providers and international processing

We use service providers only for functions needed to operate TallyZap, including:

• Supabase for authentication, database services, authorization, and account synchronization;
• Apple for Sign in with Apple and iOS platform services;
• Render for backend application hosting;
• OpenAI for voice transcription and structured extraction;
• Sentry for sanitized diagnostics;
• Resend or a configured transactional-email provider for crew invitations and service email;
• Open-Meteo for weather information; and
• a private S3-compatible object-storage provider for supported file backup.

These providers may process information in Canada, the United States, or other jurisdictions. Information processed outside Canada may be subject to the laws and lawful access requirements of those jurisdictions. We remain responsible for personal information under our control and use contractual, technical, and organizational measures appropriate to the service.

10. Retention

We retain information only as long as reasonably necessary to provide and secure TallyZap, maintain business continuity, meet legal obligations, and resolve disputes.

• Account and synchronized business records generally remain while the account or company workspace is active.
• Local records remain until you delete them, clear the applicable data, delete the account where supported, or uninstall the app.
• Successfully saved Voice Inbox audio is scheduled for deletion after seven days. Pending or failed recordings remain until resolved, discarded, or otherwise removed.
• Cloud file records that you delete may remain in a soft-deleted state for up to 30 days before permanent purge.
• Security, diagnostic, email, and provider logs may be retained for shorter operational periods or longer where reasonably necessary for fraud prevention, security, dispute resolution, or law.

11. Account deletion

You can initiate account deletion from Settings in the app. After successful server confirmation, TallyZap deletes your sign-in identity, revokes Sign in with Apple authorization where applicable, removes company and crew access, marks a sole-owner company deleted, and removes the local account snapshot on that device.

Deletion may not immediately remove information that another company must retain, files or messages you exported or shared, fraud-prevention and security records, legally required accounting or transaction records, or limited backup copies awaiting scheduled deletion. Where information must be retained, access will be restricted and the information will be kept only for the required purpose and period.

12. Security and incident response

We use reasonable administrative, technical, and organizational safeguards appropriate to the sensitivity of the information, including encrypted transport, authenticated access, company-scoped authorization, restricted service credentials, and sanitized diagnostics. No electronic system can guarantee absolute security.

If a breach of safeguards creates a real risk of significant harm, we will investigate, keep required records, and notify affected individuals and regulators as required by applicable law. You are responsible for protecting access to your device, Apple ID, email account, and exported files.

13. Your privacy choices and Canadian privacy rights

Subject to applicable law and permitted exceptions, you may request access to personal information under our control, ask for correction, withdraw consent for future processing, request deletion where appropriate, or ask how information has been used or disclosed.

You can also control device permissions in iOS Settings, choose whether to import contacts or submit voice and media, delete individual records where the app provides that option, and choose where exported files are shared. Withdrawing permission may prevent the related feature from working but does not affect processing already lawfully completed.

We may need to verify your identity before completing a request. If you are dissatisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or the applicable provincial privacy regulator.

14. Children

TallyZap is intended for adults managing business operations and is not directed to children. We do not knowingly seek personal information from children. Contact us if you believe a child has provided personal information through the service.

15. Changes to this policy

We may update this policy as TallyZap, our providers, or legal requirements change. We will post the revised policy at this address and update the effective date. We will provide additional notice in the app or on the website when a change is material.

16. Contact

Privacy questions, requests, and complaints may be directed to:

17. Nature of the service

TallyZap is an operational tool. It does not provide accounting, tax, legal, financial, payroll, workplace-safety, or emergency advice. You remain responsible for reviewing records and retaining the original documents required for your circumstances.