Privacy Policy
This Privacy Policy explains what information the Closeout iOS app collects, how we use it, and who we share it with.
1. Who We Are
Closeout is an iOS app for trades workers, including builders, electricians, plumbers, renovators, and similar trades, to document jobs with photos and send polished PDF reports to their clients.
The Closeout app and service is operated by Local Marketing Group. In this policy, "we", "us", or "our" means Local Marketing Group. "You" means the person using the Closeout app. For privacy questions, contact us at hello@lmgroup.au.
2. What Information We Collect
2.1 Information You Give Us
- Your email address. Required to create an account, and also used for password reset and as the optional "send me a copy" recipient when you email a report.
- Your name. Optional, via Sign in with Apple or your business profile.
- Your business profile. Company name, trade, license number, ABN, business address, contact phone, contact email, default sign-off, and an optional logo. This appears on your PDF reports.
- Your project data. For each job: client name, client email, site address, project title, description, status, and per-stage notes.
- Your photos. Photos you capture or import per project stage, including Before, During, and After photos, and any captions.
- Voice input for dictation. If you dictate notes, the app uses speech recognition to convert speech to text. See Section 4.3.
- Report recipient details. When you send a report: the recipient email, optional CC, subject, and body.
2.2 Information Collected Automatically
- A unique user identifier issued by Firebase Authentication, which partitions your data from other users.
- Limited service logs through our backend providers, such as authentication, database, and error events. These logs are not used to track you across other apps or websites.
2.3 What We Do Not Collect
Closeout does not collect, and cannot technically collect: your device location, contacts, health data, browsing history outside the app, advertising identifiers, calendar data, or reminders. We show no ads and do not track you across other companies' apps or websites.
3. How We Use Your Information
We use your information to:
- Operate the app, including authentication, project storage, PDF generation, and email delivery.
- Generate written report summaries with AI assistance when you request that feature.
- Send service messages, such as password resets and account-deletion confirmations.
- Diagnose crashes, outages, and service issues from aggregated error logs.
- Comply with legal obligations.
We do not sell your personal information, use your content to train machine learning models, or share your data with any ad network.
4. Who We Share Your Information With
To run Closeout we rely on a small number of service providers who handle data on our behalf:
| Provider | Purpose | Data They See |
|---|---|---|
| Google Firebase Authentication | Sign-in | Your email, user ID, and sign-in timestamps |
| Google Firestore | Storing project metadata, business profile, and photo records | Section 2.1 data except photo image files |
| Google Cloud Storage | Temporary storage of your generated PDF for emailing | The PDF, and the photos and details within it |
| Google Cloud Functions | Server-side calls to the email and AI providers | The PDF, recipient details, and report text you supplied |
| OpenAI | Generating the written report narrative from your notes | The text in Section 4.2, not your photos |
| Twilio SendGrid | Email delivery to your recipients | Recipient email, CC, subject, body, and PDF attachment |
| Google Maps Platform | Australian site-address autocomplete | The address text you type |
| Apple | Sign in with Apple and App Store subscription billing | Apple identifiers and payment processing. Apple does not share your card details with us. |
Each provider acts only on our instructions. We may also disclose information when required by law or to investigate fraud or security issues.
4.1 Where Your Photos Live
Photo image files, such as JPEGs, are stored locally on your iPhone while you work, not in our cloud. They leave your device only when you send a report: the photos are embedded in the generated PDF, which transits Google Cloud Storage and is attached to the outgoing email by SendGrid.
4.2 AI Report Synthesis
When you ask Closeout to draft a written report from your notes, we send the following to OpenAI through our server: your business name, trade, license number, and ABN; the project title, client name, site address, status, and description; your per-stage notes; and photo metadata only, such as stage, capture time, and caption.
We do not send your photo image files, your client's email or phone, or your own contact email or phone. OpenAI returns a draft narrative that is placed into your report for you to edit.
4.3 Voice Dictation
If you dictate notes, the app uses Apple's speech recognition to convert speech to text. Depending on your device and settings, Apple may process the audio on device or on Apple's servers. We receive and store only the resulting text, never the audio.
5. International Data Transfers
Our providers operate globally, so your information may be processed and stored in countries other than Australia, including the United States.
6. Subscriptions And Payments
Closeout Pro is an auto-renewing subscription sold through Apple's App Store. Apple processes the payment, not us. We never receive or store your card details. Apple tells us only whether your subscription is active so we can unlock paid features. You manage, change, or cancel the subscription in your Apple Account settings. Billing, renewals, and refunds are handled by Apple.
7. How Long We Keep Your Information
- While your account is active: we keep your data.
- After you delete your account: we delete your projects, business profile, and associated data we control. Locally stored photos are removed from the device when projects are deleted. Provider backups may persist for a short period before being purged.
- Sent emails: after delivery we no longer hold a copy. SendGrid may retain delivery metadata. See SendGrid's privacy policy.
8. Your Rights
Depending on where you live, you may have rights to access, correct, delete, export, or object to the processing of your personal information, to withdraw consent, and to lodge a complaint with your data protection authority. In Australia, this is the Office of the Australian Information Commissioner at oaic.gov.au.
You can correct your data in Settings and delete your account at any time. To exercise other rights, email hello@lmgroup.au. We respond within a reasonable timeframe, typically within 30 days.
9. Your Responsibility For Client Information
Closeout lets you store information about your own clients, including name, email, and site address, so you can document and send reports. You confirm you have a lawful basis to collect and use those details and to send reports to your clients. We process that information only to provide the service to you.
10. Children's Privacy
Closeout is intended for adults working in the trades. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided us with their information, contact us and we will delete it.
11. Security
We protect your information with encryption in transit, encryption at rest, per-user access controls on our database and storage, and server-side handling of sensitive credentials. No system is perfectly secure. If we discover a breach affecting your personal information, we will notify you and the authorities as required by law.
12. Changes To This Policy
We may update this policy from time to time. If we make material changes, we will notify you in-app and update the effective date above. Continued use after a change means you accept the updated policy.
13. Contact Us
Privacy questions, requests, or complaints can be sent to hello@lmgroup.au.