Privacy Notice

Information we collect

We collect the following categories of information:

• Account information — your name, email address, organization, and role, provided when an administrator invites you or when you set or reset a password.
• Content you submit — projects, contacts, schedules, checklists, notes, messages, and documents that you or your organization create or upload to your workspace.
• Connected-integration data — when you connect Microsoft 365, we access your email, calendar, contacts, mailbox settings, and the OneDrive or SharePoint files you or your organization connect. We read this data to answer your requests and to summarize and sort your mail, and we store the summaries, the sorting results, and copies of the messages Rhett has worked on. With your approval, we can also create, change, or cancel calendar events and invite or remove attendees, set automatic replies, and create, move, rename, or delete files. From the Mail view you can also mark, move, or delete messages in your mailbox. Some of these actions send email from your account, such as meeting invitations, cancellations, and automatic replies; the approval card shows who will receive it. Rhett can prepare email drafts, and any other email is sent only when you send it.
• Usage and log data — IP address, browser and device type, features and pages used, and timestamps, collected automatically for security, debugging, and reliability.
• Cookies and local storage — strictly necessary cookies and browser storage to keep you signed in and remember preferences such as your theme. If you add more than one account on the same device, each account’s sign-in state is kept in your browser’s local storage so you can switch between them without signing in again; it stays on that device until you remove the account or use “Log out of all accounts,” which is what you should do on a shared or public computer. To bring your workspace back the way you left it after a reload, we also keep a small amount of view state in your browser’s local storage: which panels and tabs you had open (including the project names shown on them), the chat you were last looking at, the mail folder and conversation you had open, the folder path you had navigated to in Files (including folder names), and the drawing sheet you were viewing. Where that state would put content back on screen without you clicking anything — the last chat and the open mail conversation — it stops being restored after one hour. Unsaved edits to a document are kept on that device until the save completes. All of this stays on that device, and all of it is erased when you sign out, switch accounts, or lose access to the organization. We do not use advertising or cross-site tracking cookies.
• Mobile device token (push notifications) — if you install our mobile app and allow notifications, we store a push token that identifies your device so we can deliver them. The token identifies the device, not you personally, and registering it binds it to whoever most recently signed in on that device. You can revoke notifications at any time in your device settings. We remove the token when you sign out, when an administrator removes your access, and automatically once your device has stopped checking in for 30 days — whichever comes first.
• On-site status (location) — our mobile app can show your colleagues which project site you are on. It is off until you turn it on in the app’s settings, and granting the operating system’s location permission alone never starts it. While it is on and the app is open, the app reports your position about once a minute; it never runs in the background. We keep only your latest position, never a history or a trail of your positions, and we store coordinates only while you are inside a site boundary drawn for that project — outside one, we record that you are not on a site and no coordinates are kept. Your status is visible only to people who can already read that project’s field records. Turn it off, sign out, or lose access to the project and your position is deleted immediately; any position we still hold is deleted automatically after 30 days. If you ask Rhett to create a punch item while you are on site, Rhett may fill in the unit or building you are in as the item’s location. You see it on the approval card and can change it before you approve. Once approved, it is part of the punch item’s record, which your organization keeps like any other project record.
• Clock-in and clock-out location — when you clock in or out of a labor entry and your device sends its position, we keep that point only if it is inside a site boundary drawn for that project. We keep it with that time entry for as long as the entry is kept; deleting your account removes it. Outside a boundary, no coordinates are kept. The point is visible to you and to people who manage time records on that project, who may belong to a different organization than yours, such as the project’s general contractor.
• Photo location: when you add a photo to a project, we store the location where it was taken, from the photo’s own data or from your device’s location if you allow it. Our mobile app does this by default, and you can turn it off in the app’s settings. For photos uploaded from a web browser, we use the location saved in the photo file, so remove it from the file before uploading if you do not want it stored. Only members of the organization that owns the project, and people who manage the project’s photos, can see a photo’s location.
• Voice input (dictation) — if you dictate instead of typing, your device’s or browser’s own speech-recognition service converts what you say into text: the operating system in our mobile app (Apple on iOS, Google on Android), and your browser on the web (Google, in Chrome). We receive only that text, which becomes part of the message or report you chose to send. We do not record or store the audio.
• Bug reports — when you report a problem, we receive what you write or dictate, any screenshots you attach (up to five), the page or screen you were on, your device, browser, or app version, and, if you start the report from a conversation, a snapshot of that conversation. We use reports only to find and fix problems in the Service.
• Conversation mode — in the browser and in our mobile app, microphone audio streams through our authenticated server to a third-party realtime speech provider (currently xAI, with OpenAI as a fallback) for live listening and AI-generated spoken replies. You can speak while Rhett is talking. When the browser reads a reply or an approval summary aloud, that text is sent to OpenAI to generate speech. The speech service receives no sign-in, connector, or approval credentials. Actions still use the existing approval controls. Leaving conversation mode or backgrounding the app stops audio. RhettWorks does not store microphone recordings.

How we use information

• To provide, operate, secure, and maintain the Service, including authenticating you and isolating your data by organization.
• To run the AI analysis and data lookups you request across the deal lifecycle.
• To communicate with you about the Service, including support, security, and administrative messages.
• To monitor, troubleshoot, and improve performance and reliability.
• To comply with applicable law and enforce our terms.

We do not sell your personal information.

AI processing and third-party data sources

Your prompts and the workspace content relevant to them are sent to third-party AI providers, which may include Anthropic, OpenAI, Google, xAI, OpenRouter, and TypeSafe. OpenRouter passes some of this work on to the company that runs the AI model, such as TypeSafe. We use them to generate the responses you request and to run supporting features, such as titling conversations, reading images and PDFs, summarizing and sorting email, indexing your documents for search, screening web searches, and sorting chat activity by project for usage reporting. The providers in use can change as we update the Service.

When you ask the AI assistant about a shared conversation, the messages in it, including other participants’ messages, are sent to these providers the same way.

You agree to this processing when you accept these terms in the web app or allow AI providers in the mobile app. You can withdraw that permission at any time in Settings. The Service depends on it, so withdrawing pauses your access until you agree again or delete your account.

For some requests, the AI assistant also runs a live web search on your behalf. The search query is composed from your request and the related conversation context. Before it is sent, it is checked automatically, including by a screening model we access through OpenRouter, to screen out private details or instructions; this is a screen, not a guarantee, and a query the check flags is not sent. We instruct OpenRouter to route the screening request only to providers that do not retain it. A query that passes is sent on its own, without your conversation, to a web search engine through our AI provider, and the pages it returns are used to inform the response you receive.

The Service sends project addresses to Google Maps to place them on a map, and your browser loads the map from Google. To enrich analysis, the Service also retrieves information from the U.S. National Weather Service. A workspace can also connect data services with its own credentials, such as the U.S. Census Bureau, the Federal Reserve (FRED), HUD, the Bureau of Labor Statistics, RentCast, and Financial Modeling Prep.

Service providers

We rely on vendors to operate the Service, including Supabase (database hosting), Railway (application hosting), Resend (transactional email), Microsoft (optional Microsoft 365 email, calendar, and file integration), Stripe (payment processing and subscription billing; card details are provided directly to Stripe and are never stored by us), GitHub (issue tracking: when you send a bug report, we file it as a private issue that includes your description, your name and email address, your account and organization identifiers, the page you were on, the device and browser details listed above, and a link to the conversation if you started the report from one; your screenshots stay in our own storage), Cursor (an AI coding service our engineers may use to reproduce and fix a reported problem; it can receive the report’s description, screenshots, device and page details and, if you started the report from a conversation, that conversation’s messages, and read the related records in your organization’s workspace that it needs to reproduce the problem), Sentry (error reports from our apps and servers: the error message and technical details, your account and organization identifiers, the page or feature in use, and your browser or device type. An error message can include part of the information being processed when the error happened), and, if you use our mobile app with notifications enabled, Expo and then your device’s notification service (Apple on iOS, Google on Android), who relay push notifications to your device. These providers process information on our behalf and are permitted to use it only to provide services to us.

GIF search in messages is provided by Klipy. The words you search for are sent to Klipy from our servers, and your device loads GIF previews directly from Klipy, which shows Klipy your IP address. Klipy handles that information under its own terms.

Push notifications are worth calling out specifically, because their contents leave our systems. To reach your device, the notification’s title, a second line, and a short summary (up to 100, 100, and 240 characters) pass through Expo and then your device’s notification service — Apple’s on iOS, Google’s on Android. Those are drawn from the item that triggered it and its context, so they can contain the beginning of a message someone sent you, the name of the project or conversation it came from, the name of the person who sent it (and, for a message request, their organization’s name), or the subject or description of an RFI, submittal, task, punch list item, or change order, or the text of a reviewer’s note. They may be displayed on your lock screen before you unlock your device. This applies to conversations you have made private as well: the message itself is withheld, but the name of the conversation, or of the people in it, still goes out. If you would rather this content did not leave our systems, decline or revoke notification permission — the app works without it.

If you choose to connect a third-party service to your workspace, the credentials you provide are used to reach that service on your behalf and the data you request flows between it and your workspace. Those services are chosen by you and act under their own terms.

How we disclose information

• Within your organization, according to the access and approval controls your administrators configure.
• To other people who use the Service, including people outside your organization. If you or your organization publish a profile, people who can see it see more than your name and organization: your photo, headline, bio, location, website and social links (or, for an organization’s page, its own profile fields), depending on that profile’s “Shown in search” or “Discoverable” setting. If an organization links your profile to one of its CRM contacts, that organization’s members see those profile fields on the contact. Anyone with an account can also search for you by name or by your exact email address and send you a message request, which you can accept, decline, or block. This is on by default. You can turn it off in Messages, under the “Shown in search” setting; after that, people who are not in your organization and do not work with you on a project cannot find you in search, find your profile, or send you a message request. People in your organization or on your projects can still find you and message you. Being found by phone number is off unless you turn it on.
• To people outside your organization whom a group administrator invites into a group. An invitation can go only to a person who has “Shown in search” turned on, so turning it off stops new invitations; an invitation already sent stays open for up to 14 days unless you decline it. The invitation shows the group’s name, the name and organization of the person who sent it, and the number of members. While an invitation is pending, the group’s members can see the invited person’s name and organization and who invited them. If the person accepts, they can see the group’s name; each member’s name, organization, role and join date; the messages and files sent after they joined; and when each member last received and read messages in the group. Members can see the same details about them. They cannot see messages or files sent before they joined. Members see that the person is from outside their organization. An invited person can decline the invitation or leave the group at any time, and the person who sent a declined invitation can tell it was declined.
• To authorized YIMBY personnel who may access your records — including conversation content — across organizations as needed to operate, support, secure, and troubleshoot the Service. Such access is limited to staff acting in that capacity and is logged.
• To the AI providers and service providers described above.
• For legal and safety reasons — to comply with applicable law, legal process, or governmental request, and to enforce our terms or protect the rights, property, or safety of YIMBY, our users, or others.
• In a business transaction — in connection with a merger, acquisition, financing, or sale of assets, subject to this Notice.

If you report a message, including one in a private conversation, or a profile, a copy of the reported content — the message and its attachments, or the profile’s reported text and photo — is sent to and kept by our team as a moderation record. If the reported person’s account is erased, we delete the copy of their profile kept with the report.

Data retention and security

We retain information while your account or organization is active and afterward until you or your organization asks us to delete it, unless a longer period is required by law. Some features delete data automatically on the schedules described above. Copies of email attachments that Rhett stages for you to save are kept, even if you do not approve saving them, until you or your organization asks us to delete them. When you delete a chat, it is removed from your chats; its messages, attachments and any memories Rhett saved from it are kept until you or your organization asks us to erase them.

Records that document formal project communications, for example who a construction instruction was served on and when, keep the recipient’s name, organization, and email address after their access ends, as needed to establish or defend legal claims.

Where we have asked for your permission to use AI providers, the record of what you gave or withdrew, and moderation reports including the text and any attachments of a reported message, are kept after an account is deleted to show compliance and to establish or defend legal claims.

When an organization is deleted, its records are retained rather than erased immediately: access is withdrawn from every member, and the organization’s projects, files and history are no longer reachable in the product. Billing and credit records are kept for the period required by tax and accounting law. You may request erasure of the remaining records at any time using the contact details below.

We use technical and organizational safeguards, including server-side tenant isolation between organizations and role-based access controls. These safeguards govern data flow between customer organizations; as described under “How we disclose information,” authorized YIMBY personnel may still access records across organizations to operate and support the Service, and such access is logged.

One category of content is stored so that it can be displayed without a sign-in: an image you upload as a project cover is served from an unlisted address that does not require authentication, so that it can appear in project views. Do not use an image containing confidential information as a project cover. The files, documents and images you otherwise upload are stored privately and require authentication to retrieve.

No method of transmission or storage is completely secure, we cannot guarantee absolute security, and you use the Service at your own risk. Except as required by law, YIMBY is not responsible for unauthorized access to or use of your information that occurs despite reasonable safeguards.

Your choices and rights

You can view and update much of your information directly in the Service. Depending on your location, you may have the right to access, correct, export, or delete your personal information, or to object to or restrict certain processing. Many requests are administered through your organization’s administrator and may be subject to verification and legal limits.

To exercise a right, contact your organization’s administrator or YIMBY at [email protected].

International data transfers

YIMBY operates in the United States, and the information we collect is processed and stored in the United States. If you access the Service from outside the United States, you understand that your information will be transferred to and processed in the United States.

Your responsibilities and our Terms

You are responsible for the Customer Content you submit, including ensuring that you have the rights and any required consents to provide it and that doing so complies with applicable law. Do not upload information you are not authorized to share.

Your use of the Service is also governed by our Terms of Use, including its disclaimers of warranties and limitations of liability, which apply to the practices described in this Notice.

Changes to this Notice

We may update this Privacy Notice from time to time. Material changes will be reflected by the “Effective” date above and, where appropriate, communicated through the Service.

Contact

Questions about this Notice or our privacy practices? Contact us at [email protected].