Privacy Policy

Effective July 29, 2026 · Updated October 27, 2026

Grove Hall Solutions ("Grove Hall," "we," "us"), a brand of Uranick Enterprises LLC, builds estimating and delivery software for firms in themed entertainment and experiential construction: ROM Estimator and The Project Manager, including its field reporting app. This policy explains what we collect to run those services, how we use it, and the choices available to you. Our services are built for business customers; the customer organization controls the content of its own workspace, and we process that content on the organization's behalf. A data processing addendum is available on request at [email protected].

What we collect

• Account information. Name, work email, role, and organization membership for the accounts we provision. There is no self-serve signup; accounts are created for customers directly.
• Workspace content. The projects, estimates, comparable-project data, schedules, tasks, documents, budgets, and records your organization puts into the services. This content belongs to your organization.
• Field reports. Daily reports filed by crews: text, crew counts, hours, an accident flag, and photos. Photos are watermarked and stripped of embedded camera metadata before upload, and organizations can enable client-side encryption so photos leave the phone already encrypted with a key only the organization holds. When a crew checks a report on an outdoor project, the app asks the phone for its location. When the job has a site location, the weather comes from the site, and the phone's reading is used only to note how far the phone was from the site, as a distance. When the job has no site location, or the crew chooses weather for where they are, the reading is rounded to about a kilometer, used to fetch that day's weather, and only that rounded value is stored. It is never a person's movement track, and location is not collected at any other time. Voice entry uses your phone's built-in speech recognition (Apple or Google, depending on the device), which may process the audio on that provider's servers; typing the report is always available, and the app receives only the transcribed text, never the audio.
• Client link activity. When your organization shares a read-only client link or a one-shot decision link, we store the recipient label your team enters and log each open or decision (time and browser type) so your team can prove delivery. Clients never create accounts.
• Operational data. Sign-in events, audit records of workspace changes, and error reports (an error message, the page it happened on, and browser type) that tell us when something breaks.
• Feedback you send. When you use the Feedback button in ROM Estimator, The Project Manager (including the crew page) or the iPhone app, Grove Hall Solutions stores your message, a screenshot of your screen if you leave "Include this screenshot" ticked (password boxes and private links are blanked out, but it can show anything else that was on screen), and technical details about where you were: the app screen, your device and browser, and recent error messages. If you are signed in, the report is tied to your account and organization; if you are not, it carries only the email address you choose to give, if any. Feedback is used only to fix problems and improve the services, and it is never sold. It is kept in a private store that only Grove Hall Solutions can open, and it is shared only with the providers on our subprocessors page: we read every report, and Anthropic's Claude sorts and summarizes new ones so problems are fixed sooner. Claude reads your message and the technical details whatever your organization's AI setting is, because you chose to send the report; the screenshot, and the project or estimate named in the technical details, go to Claude only when your organization has switched AI processing on, or when you were not signed in. When an account is deleted, the email address and the screenshot on its reports are deleted too; when an organization is deleted, its reports and their screenshots are deleted with the rest of its content. To have a report deleted sooner, write to [email protected].
• Contact form. If you write to us through the site, we receive the name, email, and message you submit, delivered to our mailbox.

What we do with it

We use this information to provide, secure, support, and improve the services, and to meet legal obligations. That is the whole list. We do not sell personal information, we do not share it for cross-context behavioral advertising, and we use no third-party advertising technology. Site analytics, where enabled, are Cloudflare Web Analytics, which are cookieless.

Optional AI features

The AI features below are off by default for every organization, and that switch is enforced at the server, not just in the interface. It is turned on only by the organization's own CEO or PMO Director, or by us at the organization's written request, which is recorded with the change. When it is on, three features send content to an AI provider: pasting an RFP or project description for guided intake, which sends the text you paste; drafting a basis-of-estimate narrative, which sends the estimate it is written for (its figures and range, cost drivers, assumptions and exclusions, and the comparable projects used); both processed through Anthropic's API; and search embeddings for the organization's own estimate library, which send a short summary of each estimate (including the client label your team entered) and the text of each library search (processed through Voyage AI). With the switch off, nothing from these features reaches any AI provider. Under the API terms we use, content the services submit is not used to train the providers' models. Feedback reports that someone chooses to send are handled as described under "Feedback you send" above.

Reading scanned paper reports. Automatic reading of scanned paper field reports has its own switch, also off by default and enforced at the server. Only the organization's own CEO or PMO Director can turn it on. Our database refuses any Grove Hall account that tries, including a support login we may hold in an organization's workspace, and refuses turning it on directly in the database. Each change, on or off, is recorded with who made it and what it was changed from and to. When it is on, each paper report a supervisor scans is sent to Anthropic's API, which reads the handwriting. For each report we send:

• the scanned pages, with everything written on them (a PDF is sent as it was uploaded);
• the names the organization's office gave the active people on its crew list, and other spellings of those names taken from earlier paper reports, so the right person can be suggested. A name that came only from a person's own account profile is not sent, and Crew IDs, email addresses and passwords are never sent;
• the names of the organization's open jobs, so the right job can be suggested;
• the date.

Nothing else from the workspace is sent: no estimates, budgets or other project data. The reading only fills in a draft. A person checks every scanned report against the page and confirms it before it is posted (who wrote it and the accident answer always need a tap), and the model that read each report is recorded with it. If Anthropic's safety checks decline to read a page, Anthropic may try it again with another of its own models.

What Anthropic does with what we send. Every request the services send to Anthropic, for any feature above and for feedback summaries, asks for the content to be processed in the United States, and Anthropic stores it in the United States. Under Anthropic's commercial terms, it does not train its models on this content. Anthropic deletes it within 30 days, and keeps it longer only if its automated safety systems flag it (flagged content can be kept for up to 2 years) or the law requires it. Anthropic's safety review, support and incident response can involve its own staff and service providers, some outside the United States, under those terms; Anthropic lists its providers at trust.anthropic.com/subprocessors.

Our own use of Claude. When we load an organization's files at its request (for example a library of past estimates) or look into a support question, we may use Claude, Anthropic's AI assistant, as a working tool, and it then reads the files or records involved. That is separate from the switches above: it does not go through the services, so the US-only processing request does not apply to it, and it runs under the terms of Grove Hall's own Claude plan. We use it only to do that work.

Weather lookups

To attach weather to field reports (modeled weather for the site from Open-Meteo, and the nearest official station's readings from the US National Weather Service), we send the rounded site coordinates to Open-Meteo and to the US National Weather Service. Those requests carry coordinates only, never names, accounts, or identifiers.

Subprocessors

The short list of service providers that help us run the services, and what each one touches, is published at grovehallsolutions.com/subprocessors.

Security

Every workspace is isolated by database row-level security enforced on the server, not just in the interface. Data is encrypted in transit and at rest. Files are uploaded only by people your team has given access to a project, into a private store; client links are read-only, cannot upload files, and are revocable, expiring, and logged; workspace changes carry audit trails. Organizations can export their complete database records at any time through the continuity archive, together with a manifest of every uploaded file; the files themselves download from each project.

Retention and deletion

We keep information for as long as your organization uses the services. When a relationship ends, or on a verified request, we delete the organization's content within 30 days, including the feedback reports its people sent and their screenshots, and it ages out of encrypted backups within about 35 days after that. Organizations can take that export, and download their files, before or during that window.

Your rights

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information. Email [email protected] and we will honor applicable rights after verifying the request. If your information is in a customer's workspace, we may refer the request to that customer, since the workspace is theirs.

Where data lives

The services are hosted in the United States (our database provider runs on AWS in the western US). If you use the services from outside the US, your information is processed in the US. Every request the services send to Anthropic asks for processing in the US, and Anthropic stores it in the US; the details, and our own support use of Claude, are under "Optional AI features" above.

Children

The services are workplace tools and are not directed to anyone under 16.

Changes

If this policy changes materially, we will post the update here with a new effective date, and notify customer organizations directly.

Contact

Grove Hall Solutions, a brand of Uranick Enterprises LLC · St. Petersburg, Florida, USA · [email protected]