Brain OS

Brain OS Field — Privacy Policy

Effective: September 25, 2026 Applies to: the Brain OS Field mobile app (iOS, Android, and web) and the Brain OS console at thebrainos.app.

Brain OS is workforce software used by construction companies to schedule crews, track time, and run jobsites. If you use the Field app, it is because your employer (or a company you work for) added you. This policy explains what we collect, why, and what you control.

Throughout this policy, "we" means Brain OS. "Your employer" means the company that added you to Brain OS and pays you for the work you log in the app.

1. What we collect

Identity and login

  • Name, worker code, and role (foreman, laborer, driver) — provided by your employer
  • Phone number and email address — used to verify it's you when you first sign in
  • A 6-digit PIN you choose — stored only as a one-way hash; we cannot read it
  • A device token so you don't have to re-verify every day

Face scan (biometric data)

  • When you clock in, the app takes a photo and compares it to a reference image you enrolled. This creates a mathematical "face template."
  • We use this to confirm the person clocking in is you. We do not use it for anything else, and we do not sell it or share it with advertisers.
  • Face templates and reference photos are stored with Amazon Web Services (AWS Rekognition and S3) in the United States.

Location

  • When you clock in or out, the app checks your GPS position against the jobsite boundary (a "geofence"). We record whether you were on site and the timestamp.
  • We do not track your location in the background or when you are not clocking in.

Work records

  • Clock-in and clock-out times, hours, overtime, schedule, dispatch assignments
  • Notes, photos, and documents you post on a job
  • Which companies you are a member of and your role at each

Device and technical

  • Device type, operating system, app version, and crash reports (via Sentry)
  • Push notification token, if you turn on alerts

2. Why we collect it

Data Why
Phone, email, PIN To sign you in securely without a password
Face scan To prevent "buddy punching" and confirm who clocked in
Location at clock-in To confirm you were at the jobsite
Work records To calculate your pay and give your employer the records the law requires them to keep
Device info To fix bugs and send you notifications you asked for

We collect the minimum needed to run the app. We do not sell your data. We do not use it for advertising.

3. Who sees it

  • Your employer sees your name, worker code, hours, location at clock-in, schedule, and anything you post on a job. This is their payroll and jobsite record.
  • If you work for more than one company on Brain OS, each company sees only its own records for you. They do not see each other's hours, pay, or notes. Brain OS combines your total hours across companies only where the law requires it (for example, overtime calculations for joint employers).
  • Service providers that host and run the app on our behalf: Vercel (hosting), Neon (database), AWS (face recognition and file storage), RingCentral (text messages), Resend (email), Sentry (error reporting), Google Maps (jobsite maps). Each is bound by contract to use your data only to provide their service to us.
  • Legal requirements. We will disclose data if required by law, subpoena, or to protect someone's safety.

We do not share your data with anyone else.

Text messages

We send work-related text messages — sign-in codes, schedule and work alerts — only after you opt in. SMS consent is not shared with third parties or affiliates. Phone numbers and SMS opt-in information are used only to deliver the work-related messages described in our SMS Terms & Conditions and are never shared for marketing purposes. Reply STOP to any message to opt out at any time.

4. How long we keep it

  • Login data (phone, email, PIN, device tokens): until you delete your account.
  • Face templates and photos: until you delete your account, or until your employer removes you from Brain OS and 30 days pass, whichever comes first. We do not keep biometric data longer than needed to verify clock-ins.
  • Work records (hours, pay, schedule, notes): kept by your employer for as long as employment and wage laws require — typically 3 to 6 years depending on your state — even after you delete your account. These are your employer's legal records, not your login.
  • Crash and error logs: 90 days.

5. Deleting your account

You can delete your account from inside the app: Settings → Account → Delete my account. You'll re-enter your PIN to confirm.

What deletion does:

  • Removes your phone number, email, and PIN as login credentials
  • Deletes your face templates and enrollment photos
  • Revokes every device signed into your account
  • Removes push notification subscriptions

What deletion does not do:

  • It does not erase your employer's work and pay records. The law requires them to keep those. Your name and worker code stay on those records so you can be paid correctly and so the records are usable in an audit or wage dispute.

If you delete your account and later get added again by an employer, you start fresh — new verification, new PIN, new face enrollment.

6. Your choices

  • Push notifications: turn off in Settings or in your phone's settings.
  • Text messages: reply STOP to any message to opt out.
  • Location: you can deny location permission, but you will not be able to clock in from the app. Your employer can clock you in manually.
  • Face scan: enrollment is required to clock in through the app. If you object to face scanning, talk to your employer about alternatives — Brain OS supports manual clock-in by a foreman.
  • Access and correction: you can see your own time records in the app. To correct a record, ask your foreman or office.
  • Language: the app is available in English and Spanish.

If you live in a state with a privacy law that gives you additional rights (such as California), you may also request a copy of your data or ask us to delete data we hold directly. Email us at the address below.

7. Biometric data notice

Some states and cities have specific rules for biometric data. Regardless of where you are, Brain OS commits to the following for face data:

  • We collect it only after your employer has informed you and you have enrolled.
  • We use it only to verify clock-ins.
  • We do not sell, lease, or trade it.
  • We delete it when you delete your account or within 30 days of your employer removing you, whichever is first.
  • We protect it with the same or greater care as other sensitive data we hold.

8. Security

Data is encrypted in transit (TLS) and at rest. PINs are hashed with bcrypt. Face templates are stored separately from your name and contact information. Access to production systems is limited to Brain OS staff who need it and is logged.

No system is perfectly secure. If we learn of a breach affecting your data, we will notify you and your employer as required by law.

9. Children

Brain OS Field is for people employed on construction jobsites. It is not intended for anyone under 18, and we do not knowingly collect data from minors.

10. Changes

If we change this policy in a way that matters, we'll show you a notice in the app before the change takes effect. The date at the top tells you when it was last updated.

11. Contact

Questions, data requests, or complaints:

Brain OS is a product of Unit 3 Marketing Group Inc. gianluca@brainos.info Unit 3 Marketing Group Inc 58-15 58th Place, Maspeth, NY 11378