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 Core helps contractors and small businesses manage projects, clients, trades, expenses, schedules, scopes, estimates, invoices, payment records, media and business records. This policy applies to the TallyZap app on supported platforms, authenticated cloud services, our website and support communications. Features and platform availability depend on the version offered. Crew management, dispatch and purchasing features are outside the current Core launch.

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.

These categories describe information the service may handle; they do not mean every feature is available in each app version. Crew management, dispatch and purchasing are not included in the current Core launch.

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.

Device 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 or trade records and synchronized with your authorized company data.

Address suggestions

When you use address suggestions, the partial address you type is sent through TallyZap’s backend to Google Places to return matching addresses. Selecting a suggestion sends its place identifier to retrieve the address details. You can enter an address manually instead.

Camera, photos, files, microphone, and location

These permissions are requested for the features you choose. You can change permissions in your device 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 authenticated account, company and project access;
• 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 recordings and extract or organize information from voice, receipt and project-scope inputs;
• back up supported media and documents in production builds where cloud file backup is enabled;
• send sign-in codes 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.

Access to cloud records is checked against account and company permissions. A business using TallyZap is responsible for having authority to enter personal information about clients, trades and other people. The current Core launch does not provide Crew invitations, dispatch or worker-management controls.

6. Voice Inbox and AI processing

TallyZap uses the microphone when you start a recording. When you choose voice transcription, receipt scanning or AI-assisted scope creation, the relevant recording, transcript, receipt image, supplied scope text, source photo or document, filename, project name and notes may be sent through TallyZap’s backend to OpenAI for transcription, extraction or organization. This processing can occur even when optional cloud file backup is off. Review generated information before saving, sharing or relying on it.

Voice audio is temporary working data. TallyZap is designed to remove its temporary audio after a transcription attempt or cancellation rather than retain it as a saved recording. Transcripts and review drafts may remain so you can review or retry processing where supported. If transcription fails before a usable transcript is saved, you may need to record again. Interruptions or cleanup failures can leave temporary data until cleanup runs. Removing temporary audio does not delete transcripts or business records already created from it.

OpenAI’s API does not use submitted content to train its models by default. Depending on the endpoint and service configuration, some content and metadata may be retained for safety monitoring, generally for up to 30 days, with longer retention for legal requirements or safety investigations. This provider retention is separate from TallyZap’s temporary-audio cleanup.

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 your device’s sharing controls 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

Depending on the features and services in use, our providers include:

• 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, receipt extraction and organization of scope text, photos, documents and walkthrough transcripts;
• Sentry for sanitized diagnostics;
• a configured transactional-email provider for essential service email;
• Open-Meteo for weather information; and
• Google Places for optional address suggestions and address details;
• OpenAI Sites and Cloudflare for hosting and delivering the public website;
• 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.

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.
• Temporary voice audio is handled as described in section 6. Transcripts, drafts and records created from it can remain until you remove them or they are deleted through the applicable account-data process.
• Deleting a cloud file marks it deleted and removes normal in-app access. The underlying cloud file and related records may remain; this action does not itself permanently erase every stored copy. Contact support@tallyzap.ca about retained information or to submit a deletion request.
• 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 or send a deletion request to support@tallyzap.ca, as explained on the Support page. After successful in-app deletion, TallyZap removes the sign-in identity and account access, revokes Sign in with Apple authorization where applicable, and removes the local account snapshot on that device. A sole-owner company is marked deleted.

Cloud business records and backed-up files may remain after this account-removal step. Marking a company or file deleted is not the same as permanently erasing its stored data. Records in another company’s workspace and files or messages you have exported or shared may also remain. Contact support@tallyzap.ca about retained information or to submit a request for further deletion.

Account deletion does not automatically cancel an app-store subscription. Manage subscriptions separately through the store that bills you.

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 your device 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:

You may use the support address for any privacy request.

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.