Privacy Policy

Who this covers

This policy is published by Verax LLC, a Mississippi limited liability company (“Verax,” “we,” “us”). It covers three things: our website, veraxco.com; the Verax Field mobile app; and text messages sent through Verax.

Verax is software sold to construction and field-services companies. It is delivered to them under written agreements with our authorized distributors, Foundation Tech Systems LLC and ReeFlyn LLC. If you are using Verax Field on a phone, you are almost certainly doing so because your employer gave you an account.

That distinction matters for your data. Your employer decides what information goes into Verax and who inside their company can see it — they are the controller of that information. Verax LLC operates the software on their behalf as a processor. We do not decide what your employer records about your work, and we do not use it for our own purposes. Their agreement governs that data alongside this policy.

So if you want to know what your company records about your hours, or you want something corrected, ask your employer first — they control it and can change it directly. If they need our help to answer you, they know how to reach us.

What the app collects

Account details

Your name, work email or phone number, and your permission group. Created by your employer when they invite you — not by you.

The work you file

Whatever the forms your employer enables ask for: hours worked, the job or facility, equipment and materials used, fuel purchased and the machine it went into, equipment inspections and their checklist answers, machine moves, production counts, notes you write, and photos you attach.

Photos you choose to attach

Only the images you pick or take for a specific form — a fuel receipt, the sides of a machine on an inspection or a ship/receive, a defect you found. The app never browses your photo library on its own.

A signature

On forms that end with a sign-off, the signature drawn on screen is stored as the path of the stroke, attached to that record.

Equipment tags you scan

A machine's QR or NFC tag holds only a link to that machine's record at your company. Scanning one opens the machine; it records nothing about you or your phone. Writing a tag (equipment managers only) logs which machine was tagged and by whom.

Alerts, if you turn them on

When you choose to get alerts on your phone, the app registers a push token with our server, along with the phone's platform and the app version, so the office's alerts (a machine down, an entry sent back, hours waiting on you) can reach you. The token identifies the app on this phone to Apple or Google's notification service — it is not an advertising identifier and is used for nothing else. It is removed when you sign out or turn alerts off.

Reference lists, downloaded to your phone

So the app works without signal, it caches the employee, project and machine names you need to fill a form in. These are names, job titles and machine details only — pay rates, wages and costs are never sent to the device.

What it does not collect

This list is as much a part of the design as the one above, and each item is enforced in the app rather than merely promised:

Location

The app requests no location permission of any kind and contains no location code. It does not track where you are or where you were.

Microphone

Audio recording is explicitly blocked in the Android build. The app cannot listen.

Advertising and tracking

There are no advertising identifiers, no ad networks, no analytics or crash-reporting SDKs, and no third-party trackers. Nothing about your usage is sent anywhere for profiling.

Advertising identifiers

The app reads no advertising identifier and no hardware serial. Sign-in uses your email address and password only. The one identifier it sends is the push token described above, and only if you turn alerts on.

Your contacts, messages, or other apps’ data

Never accessed.

Your pay

Wage and rate information stays on the server. It is never sent to the phone, even for your own record.

On veraxco.com

What you send us

When you contact us or ask for a demo, we collect what you choose to submit — typically your name, email address, company, phone number and message. Giving it is voluntary, but we may not be able to answer without it.

What is recorded automatically

Our hosting provider keeps standard request logs — your IP address and the approximate location it implies, your browser and device type, the page you came from, the pages you view and when — to run and secure the site. The site uses no analytics service and no advertising or tracking cookies. Because we do not sell personal information or share it for targeted advertising, the site does not respond differently to “Do Not Track” or Global Privacy Control signals; the choices below still apply.

How we use it

To answer your inquiry and schedule a demo; to run, secure and improve the site; to send you information about Verax you asked for or that relates to your inquiry (you can opt out of marketing email at any time with the unsubscribe link or by writing to us); to protect our rights, security and property, including detecting misuse of the site; and to comply with the law.

Text messages (SMS)

Verax sends text messages only on behalf of a person using Verax — for example, when someone at a company that uses Verax texts you a link to an equipment inspection. We use your mobile number only to deliver the message they asked us to send and to honor your replies (STOP and HELP). We keep a record that a text was sent, with only the last four digits of the number.

We do not sell, rent or share mobile numbers or text-message opt-in information with third parties or affiliates for marketing or promotional purposes. Reply STOP to any text from Verax to stop receiving them, and HELP for help. The Terms & Conditions describe the text-message program.

Where it is stored, and how

On your phone

Work you have filled in but not yet submitted is stored on the device so a dead battery or a dead zone cannot lose it. Sign-in tokens are held in the operating system’s secure keystore (iOS Keychain / Android Keystore), not in ordinary app storage.

On our servers

Each customer company has its own separate database. Traffic is encrypted in transit (HTTPS/TLS) and data is encrypted at rest by our hosting providers.

Photos

Photos you attach are stored with the record they belong to, in your company's own storage bucket where the company has one set up, otherwise in its database.

Signing out

Signing out clears the cached reference lists, your sign-in tokens and the alert registration from the device. Work you already submitted stays with your employer, as their business record.

Who else processes it, and when we share it

We do not sell personal information, and we do not share it for cross-context behavioral or targeted advertising. We share it only:

With our distributors

Foundation Tech Systems LLC and ReeFlyn LLC, our affiliated operating companies, market and deliver Verax and will usually be the ones answering an inquiry you send through the site.

With the providers that run the service

They process data on our instructions and are not permitted to use it for their own purposes — listed below.

When the law requires it

To comply with law, regulation, legal process or a governmental request, or to protect the rights, property or safety of Verax, our customers or others.

If the business changes hands

In a merger, reorganization, financing or sale of all or part of our business; the successor will be bound by this policy or one at least as protective.

The providers we use today:

Vercel

Application and website hosting.

Supabase

Database hosting (United States).

Amazon Web Services

Sending email (invitations, reports), sending the text messages a Verax user asks us to send, and, where a customer has it set up, storing the photos attached to records (United States).

Resend

Sending invitation emails, where a customer uses it instead of Amazon's service.

Twilio

Sending invitation text messages, when a customer uses SMS invites.

Expo, Apple and Google

Delivering alerts to phones that turned them on: our server hands each alert to Expo's push service, which passes it to Apple's or Google's notification service for your phone. They see the alert's text and the push token, nothing else.

Anthropic

Where a customer enables AI-assisted estimating, the text of an estimate request is processed to help build it. This is a web-app feature and is not part of Verax Field.

This is the current set and may change as the service evolves; this page will be updated when it does.

How long it is kept

Records you submit are your employer’s business records — payroll, job costing and equipment history — and are kept for as long as they need them, which is typically governed by their own record-keeping and tax obligations. Verax LLC retains data for 2 years.

Unsubmitted drafts live only on your device and are gone when you delete the app. What you send through the website is kept for as long as our conversation with you lasts and a reasonable time afterward, and as needed to comply with the law, resolve disputes and enforce agreements.

Security

We keep reasonable administrative, technical and physical safeguards designed to protect personal information. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Your choices

Permissions

Camera, photo and NFC access are requested only when you first use a feature that needs them, and you can decline or revoke them in your phone’s settings. The rest of the app keeps working; you simply cannot attach a photo, scan a tag or an invite code.

Alerts

Alerts are off until you turn them on, and the app asks once. Turn them off per kind of alert in the app (Me → Alerts) or altogether in your phone’s notification settings.

Text messages

Reply STOP to any text from Verax and we will send no more to that number; reply HELP for help.

Access, correction, deletion

Depending on where you live, you may have rights to access, correct, delete or get a copy of your personal information, or to object to or restrict how it is used — and we extend the substance of these choices to everyone. For work records your employer controls, start with them; we will work with them to honor your request. For anything else, email admin@veraxco.com and we will respond within a reasonable time after verifying your identity. We will not discriminate against you for exercising a privacy right.

Closing your account

You can close your own account from inside the app (Me → Close account), or ask for it at veraxco.com/delete-account. Closing it removes your sign-in and personal details; work you submitted stays with your employer as their business record, with your name on it as the person who filed it.

Deleting the app

Removes everything held locally, including any unsubmitted drafts. It does not delete records already submitted to your employer, and it does not close your account.

Children

Verax is a business service: the website is for businesses and Verax Field is a workplace tool issued by an employer to its workers. Neither is directed at children, and we do not knowingly collect personal information from anyone under 16. If you believe a child has given us personal information, contact us and we will delete it.

Visitors outside the United States

Verax is operated from the United States and intended for users in the United States. If you use it from elsewhere, your information will be processed in the United States, where privacy laws may differ from those where you live.

Changes

We may update this policy from time to time. The effective date above shows the current version, and changes take effect when posted. If we change it materially we will take reasonable steps to bring it to your attention — and where the change affects how work data is handled, notify customer administrators so they can tell their crews.

Contact

Verax LLC
41 Montclaire, Hattiesburg, MS 39402
admin@veraxco.com

This policy is governed by the laws of the State of Mississippi, United States of America.