Privacy Policy

Effective July 29, 2026

Grove Hall Solutions ("Grove Hall," "we," "us") 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 report is filed on an outdoor project, the app takes one location reading rounded to about a kilometer, uses it to fetch that day's weather for the site, and stores only the rounded value. It is a site area, never a person's movement track, and location is not collected at any other time.
• 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.
• 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

Two features send text to an AI provider, and only when you use them: pasting an RFP or project description for guided intake, and drafting a basis-of-estimate narrative. In both cases the text you submit is processed through Anthropic's API to produce the result. These features are inactive unless you invoke them, and under the API terms we use, submitted content is not used to train the provider's models.

Weather lookups

To attach observed weather to field reports, 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 uploaded through client links are quarantined until scanned; client links are revocable, expiring, and logged; workspace changes carry audit trails. Organizations can export their complete records at any time through the continuity archive.

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, and it ages out of encrypted backups within about 35 days after that. Organizations can take a complete export 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.

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, St. Petersburg, Florida, USA · [email protected]