Privacy Policy

1. Information we collect

Depending on how you use the Service, we may collect:

• Account and identity information — such as name, email address, organization/tenant membership, and role — typically provided through our authentication provider (Auth0) or your organization administrator.
• Operational and industrial data — such as sites, connections, tags, telemetry samples, alarm events, acknowledgements, process configurations, and related configuration your organization stores in the Service.
• Communications and support content — such as demo requests, email addresses submitted through the demo experience, and messages you send to us.
• AI assistant content — prompts and related context you submit to the chat/assistant features, which may include operational data needed to answer your questions.
• Notification preferences and delivery metadata — such as email or SMS destination details used for alarm and operational notifications, and mobile push notification tokens where push is enabled.
• Device and usage information — such as app version, device type, approximate technical logs, IP address, and diagnostic information needed to operate and secure the Service.
• Site map / location metadata — geographic coordinates or addresses associated with industrial sites that your organization configures. The Service is not intended to continuously track an individual user’s personal location.

2. How we use information

We use information to:

• Provide, maintain, and improve the Service (monitoring, alarms, notifications, dashboards, mobile access, and related features).
• Authenticate users, enforce tenant isolation and role-based access, and secure the Service.
• Deliver alarm and operational notifications by email, SMS, or mobile push when configured.
• Power AI assistant features by sending relevant prompts and retrieved operational context to model providers that process the request.
• Respond to inquiries, provide support, and communicate about the Service.
• Comply with legal obligations and protect the rights, safety, and security of our users and the Service.

3. How we share information

We do not sell personal information. We may share information with service providers and subprocessors that help us operate the Service, including:

• Authentication providers (e.g., Auth0)
• Hosting, database, and infrastructure providers
• Email and SMS delivery providers (e.g., Resend, Twilio)
• Mobile push notification infrastructure (e.g., Apple Push Notification service, Firebase Cloud Messaging / Expo)
• AI model providers used for chat/assistant features (e.g., Anthropic, OpenAI), which process prompts and related context to generate responses

We may also share information with your organization administrators (within your tenant), when required by law, or in connection with a corporate transaction such as a merger or acquisition.

4. Multi-tenant and organizational data

SiteHawk is a multi-tenant service. Operational data belonging to a customer organization is intended to be accessible only to authorized users of that organization, subject to the roles and permissions configured for that tenant. Organization administrators control user access within their tenant.

5. Data retention

We retain account, operational, and log data for as long as needed to provide the Service, meet contractual commitments to customer organizations, resolve disputes, and comply with legal obligations. Retention for industrial telemetry and alarms may vary by customer configuration and operational needs. If you want personal account information deleted, contact us through heartofoaks.biz; organization-owned operational data may require action by your organization administrator.

6. Security

We use administrative, technical, and organizational measures designed to protect information, including authenticated API access, transport encryption (TLS), tenant isolation controls, and role-based permissions. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Children’s privacy

The Service is designed for business and industrial use and is not directed to children under 13 (or the equivalent minimum age in your jurisdiction). We do not knowingly collect personal information from children.

8. International processing

Information may be processed in the United States and other locations where we or our service providers operate. If you access the Service from outside those locations, you understand that information may be transferred to and processed in those locations.

9. Your choices

• Account information: update profile details through the authentication provider or ask your organization administrator.
• Notifications: manage email/SMS/push preferences in the Service where available, or contact your administrator.
• Mobile permissions: device OS settings control notification permissions for the SiteHawk mobile app.
• Access or deletion requests: contact us through heartofoaks.biz, or work with your organization administrator for tenant-owned data.

10. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and revise the effective date. Continued use of the Service after an update means you acknowledge the revised policy.

11. Contact

Heart of Oaks Automation
Website: https://heartofoaks.biz
Product: SiteHawk (sitehawk.app)