Privacy Policy
Effective September 28, 2026 · Applies to the FloorTalk web app and the FloorTalk apps for Android and iOS.
Short version. FloorTalk is a workplace tool. Your employer (the "plant") sets up your account and decides which features are turned on. We use your data only to run FloorTalk for your plant. We do not sell your data, show ads, or track you across other apps or websites. FloorTalk has no advertising or analytics SDKs. Voice and text you send to the Translator, and questions you ask Copilot, are processed by OpenAI on our behalf. You can delete your account inside the app (Me → Account & privacy → Delete my account). The details are on our account deletion page.
1. Who we are
FloorTalk is operated by [GEORGE: legal entity name] ("we", "us"), [GEORGE: business mailing address]. Privacy questions: [GEORGE: privacy contact email — can be the support email].
FloorTalk is provided to businesses for their employees. For workforce data, your employer usually decides why and how that data is used, and we process it on the employer's behalf. You can contact either your employer or us about your data.
2. What we collect and why
| Data | What exactly | Why |
|---|---|---|
| Account and profile | Name, role (for example operator, maintenance, sanitation, supervisor), job title, department, preferred language, and your PIN. Your PIN is stored only as a salted one-way hash. Your plant may also mark you as a safety, HR or announcer user. | Sign-in, showing who said what, and role-based features. |
| Sign-in and security | Session tokens, a CSRF token, and records of sign-in attempts (the name that was entered, IP address, time and result). | Keeping you signed in during a shift, and blocking PIN-guessing (lockouts). |
| Messages and chat | Team chat messages, @mentions, read receipts, channel membership, walkie-talkie text messages, in-call chat, and automatic translations of these messages. Chat and announcement translation runs on our own servers with an offline translation engine. | Plant communication. |
| Voice recordings | Walkie-talkie voice messages you record, call-off voice notes, and meeting audio (only when a supervisor records a meeting with attendee consent). | Playing messages back to your team, and meeting notes. |
| Photos and files | Photos you choose to attach (chat, maintenance, sanitation, changeover), plus documents your plant uploads (policies, equipment manuals, announcement images). FloorTalk only opens your camera or photo library when you tap an attach button. | Sharing floor conditions and work records. |
| Voice and video calls | Call records (who, when, status) and call signaling. Audio and video travel directly between the devices on the call, and FloorTalk does not record them. To connect a call, your device may contact a public STUN server run by Google (stun.l.google.com), which can see your IP address. | In-app calls with drawing and chat. |
| Work and operations | Alerts and acknowledgements, maintenance work orders, sanitation tasks, station status and shift notes, production planning, changeover steps and typed sign-offs, skills and certifications, and strengths or performance notes your supervisors enter. It also includes machine and line data from plant systems (SCADA), which is not personal data. | Running the plant's workflows. |
| Attendance and presence | Clock-in and clock-out times, away status (for example lunch or break) with an optional reason, last-active time, schedule assignments, call-off requests (date, shift, reason category such as "sick", and an optional note or voice note), and overtime responses. | Headcount, staffing and call-offs. |
| Safety | Emergency broadcasts, whether they reached you, your acknowledgement, and "I am safe" check-ins with the muster point you picked. | Emergency accountability and roll call. |
| Wellness (optional) | Mood check-ins and an optional short note. Managers see anonymous totals only. Users your plant designates as HR can see individual entries. | Optional wellbeing pulse. |
| Reports and blocks | If you report a message: which message, the reason and any details you type, and when. The message is hidden for you. If you block someone: who you blocked. Supervisors see the reported message and the reasons, but not who reported it. | Keeping the workplace safe and letting you control what you see. |
| Feedback | Suggestions, complaints or kudos. If you submit anonymously, your account is not stored with the feedback. | Workplace feedback. |
| App feedback | If you tap "Send feedback": your message, the type you picked, an optional note, an optional screenshot you attach, the screen you were on, the app version, your device's browser description, your name and role, and when. Screenshots are stored encrypted. Your plant's admins and the FloorTalk team can read it. | Fixing problems and deciding what to build next. |
| Policy acknowledgements | Which policy version you acknowledged, when, your typed signature, viewing time, IP address and browser user agent. | Training and compliance records for your plant. |
| Push notifications | If you turn on notifications, a push subscription (an endpoint URL and encryption keys) issued by your device or browser's push service (for example Google, Apple or Mozilla). Native app versions may use a device push token instead. | Sending alerts, emergencies and messages to your device. |
| On-device storage and cookies | Strictly necessary cookies: ft_token (session, HttpOnly), ft_csrf (security) and ft_tenant (which plant you use). The app also stores your session, profile, language, channel and display preferences in your device's local storage. | Making the app work. We use no advertising or analytics cookies. |
What we do not collect: FloorTalk does not access your device's location (GPS). Muster points may have map coordinates that your plant enters, but your position is never read. We do not collect contacts, browsing history, health records, or payment information. We do not use advertising identifiers.
3. AI features and OpenAI
Some features send content to OpenAI, L.L.C., which processes it as our service provider through the OpenAI API:
- Translator: the audio recorded while you hold a Translate button is sent to OpenAI to be transcribed and translated. Typed translator text is also sent to OpenAI. If spoken playback uses a server voice, the translated text is sent to OpenAI to generate speech. Otherwise your phone's built-in voice is used. FloorTalk does not save translator audio. It is held in memory only while the request is processed. Anything you choose to post to the walkie is stored as a normal message.
- Copilot: your question and relevant excerpts from your plant's equipment manuals are sent to OpenAI to phrase an answer. Your Copilot conversation is stored in FloorTalk.
- Fix Library / AI monitor: for equipment-fault incidents, related messages from channels your plant chooses to monitor may be sent to OpenAI to draft a step-by-step fix (SOP). A supervisor then approves or rejects the draft.
- SOP Studio (paid add-on): when someone asks for a draft procedure, the selected work order, chat thread or walkie clip (the clip is transcribed first) is sent to OpenAI to draft steps with citations. Questions asked in "Ask AI" are answered from your plant's approved procedures. Nothing is published until a person approves it.
- Meetings: meeting transcripts may be sent to OpenAI to draft summaries and action items, and to answer searches across meeting notes. Live meeting transcription uses your browser's built-in speech recognition. On some devices, that recognition is performed by the browser or operating-system provider (for example Google or Apple) under their own terms.
Under OpenAI's API data policies, content sent through the API is not used to train OpenAI's models by default. OpenAI may keep it for a limited time (currently up to 30 days) to monitor for abuse, then delete it. We use OpenAI only to provide these features.
4. How we share data
- Within your plant: people at your plant see what you post in channels you share. Supervisors see operational, attendance and safety information according to their role.
- Service providers that process data for us: OpenAI (AI features above); Cloudflare (network delivery and encryption in transit); push services run by Google, Apple or Mozilla (notification delivery); our hosting provider [GEORGE: hosting provider and region].
- Legal reasons: when required by law, or to protect people's safety.
We do not sell or rent personal data. We do not share it for advertising, and we do not use it to track you across apps or websites owned by other companies.
5. Security
All traffic uses HTTPS (TLS). Each plant's data is kept in its own separate database. Uploaded files (photos, audio and documents) are encrypted at rest with a per-plant key. PINs are stored as salted hashes. Sessions expire after a shift-length period. Repeated wrong PINs trigger a lockout.
6. Retention
We keep data for as long as your account is active and your plant uses FloorTalk, or as your plant's agreement with us requires. Plant records (for example work orders or safety roll calls) may be kept after you leave, but anonymized, as described below. Backups are kept for [GEORGE: backup retention period, e.g. 30 days] and then overwritten.
7. Deleting your account
You can delete your account at any time in the app: More → Me → Account & privacy → Delete my account. You confirm with your PIN, and deletion takes effect immediately. Your plant supervisor can also delete your account. If you can no longer open the app, see floortalk account deletion to request deletion by email.
Deleted: your profile and PIN, sessions, push tokens, presence and status, notification settings and inbox, channel memberships and read receipts, wellness check-ins, feedback linked to you, Copilot conversations, your skills and notes about you, schedule slots, your walkie voice recordings, your call-off voice notes and call-off text, photos you attached to chat, and your sign-in attempt records.
Kept but anonymized: some records your plant needs for safety and operations stay, but are re-labelled as "Deleted user" so they are no longer linked to you. These are chat and walkie text you wrote, alerts, work orders, shift notes, emergency acknowledgements, clock events, call-off dates, policy acknowledgements (your typed signature, IP address and user agent are erased), and content reports you filed or that were filed about your messages. Your list of hidden messages and the people you blocked are deleted. Messages other people wrote that mention your name are not changed. Copies in backups are removed when the backups expire (section 6).
8. Your choices and rights
You can change your language, turn notifications on or off, skip optional wellness check-ins, submit feedback anonymously, and choose whether to attach photos or use voice. Depending on where you live (for example in California under the CCPA/CPRA, or in the EU/UK under the GDPR), you may have rights to access, correct, delete or port your data, and to object to or restrict some processing. Email [GEORGE: privacy contact email — can be the support email]. We may ask your employer to confirm the request. We will not discriminate against you for using your rights.
9. Children
FloorTalk is a workplace app for adult employees. It is not directed to children, and we do not knowingly collect data from anyone under 16.
10. International transfers
We and our service providers may process data in the United States and in other countries. When the law requires it, we use appropriate safeguards.
11. Changes
We will post updates on this page and change the effective date. If a change is material, we will tell your plant or show a notice in the app.
12. Contact
[GEORGE: legal entity name] · [GEORGE: business mailing address] · [GEORGE: privacy contact email — can be the support email]
© 2026 [GEORGE: legal entity name]. FloorTalk is provided to workplaces for their employees.