Geolocation notice

1. What we collect and why

When you capture photos or other documentation in the field, Hodor Vault may record the GPS coordinates of the capture. We collect this precise geolocation for a single, narrow purpose: to validate where field work actually occurred so that the resulting report and any associated reverse-invoice are accurate and verifiable. Location is associated with the specific media and job it documents and is used to support review, approval, and recordkeeping.

2. Precise geolocation is sensitive personal information

Under the California Privacy Rights Act (CPRA), precise geolocation — information that locates a person within a radius of 1,850 feet — is classified as sensitive personal information. We treat the GPS data captured with your field photos accordingly. You have the right to limit our use and disclosure of this information to what is reasonably necessary to provide the service, and we already restrict our use to that purpose. For your broader privacy rights, see our privacy notice.

3. Purpose limitation

We use precise geolocation only to validate field work, to provide and secure the service, and to maintain accurate records. We do not use it to track you outside of capture events, to infer characteristics or behaviors about you, or for advertising. We do not sell or share precise geolocation, and we do not disclose it except to service providers acting on our behalf under contract or where required by law.

4. Your right to limit use

You may decline to grant your device’s location permission, in which case GPS coordinates will not be captured — though your organization may require location on field photos to accept a report. Where your organization has enabled the geolocation consent setting, you will be shown a consent disclosure before location is captured. You may also contact your organization’s administrator to exercise your right to limit the use and disclosure of this sensitive personal information.

5. How it is stored and secured

Captured coordinates are stored alongside the corresponding media and job within your organization’s workspace, scoped so that only authorized members of that organization can access them. Access is controlled, sensitive actions are recorded in the audit log, and the data is subject to the same security safeguards described in our privacy notice. Geolocation data is retained for as long as needed to evidence the work it documents. Your organization can record a retention preference in its settings, but no automatic deletion currently runs against it.

Maps. When photo locations are displayed on a map, the map tiles come from OpenStreetMap, which receives the IP address of the person viewing the map. Clock-in and clock-out locations are shown as a list rather than on a map, and are not sent to any mapping provider unless you click a location to open it — which opens Google Maps for that single point.