Privacy Policy
This policy explains what personal information Oasis Management Inc collects through its operations console and the OasisNow field app, why we collect it, who can see it, how long we keep it, and what choices you have. It is written plainly on purpose. If anything here is unclear, email us.
1. Who this policy covers
Oasis Management Inc is an operations tool for a Massachusetts property-services business, not a consumer product. This policy covers everyone whose information passes through it: employees and crew members who record hours and receive work; office staff who clock in by signing in to the website; job applicants; vendors and contractors we pay; tenants and other people whose details appear in a work order, email, or invoice; and visitors to our public website.
2. What we collect
If you have a login
- Account information: your name, email address, phone number, and role.
- Sign-in security: a hashed password if your account uses one, failed sign-in attempts with the network address they came from, and, if you enroll a passkey, the public key your device provides. Your fingerprint or face scan never leaves your phone and never reaches us.
- Time and attendance: when you punch in, punch out, and change work activity.
- Location (GPS): see section 3, which you should read in full.
- Device and network: information about the phone or computer you use and the network address you connect from, stored with each punch, activity change, and location record.
- Job content: photos, before/after videos (recorded without audio), notes, receipts, and mileage you submit.
- Messages in the field app: direct messages, the to-office thread, and group chats. A message you read may be automatically translated into your app language and shown above the original, labeled as translated. Before a message sends, an automated check screens it for abuse aimed at a coworker; a flagged message is blocked and never sent, and no record of a blocked attempt is kept. Message text is processed by OpenAI for both features (see section 7).
If we pay you as a vendor or contractor
Your business details, what we paid you and for which jobs, and, where tax reporting requires it, your taxpayer identification number, which is stored encrypted.
If you clock in by signing in to the website
3. Location tracking in the field app
If you use your own phone for work, all of this happens on your personal device. We do not take your phone or read anything else on it; what the app collects is described here.
We do not record background location when you are off the clock. The stream starts the moment you punch in and stops the moment you punch out — including for lunch or any other break. That is not just a promise about what we choose to do: our server refuses a background location that arrives outside a punched-in session, on every route that can send one, so it holds even if your phone loses signal, the app is force-closed, or a delayed reading arrives late. The stream runs in the installed app; in a phone web browser it does not run while the app is in the background.
If you forget to punch out, the app still counts you as on the clock and keeps recording your location, including after you have gone home, until you or the office punches you out — except that background recording stops on its own once an open shift passes 12 hours, because no real shift runs that long. Your punch record still needs correcting either way; tell the office and we will fix it.
We also record your location at specific moments you use the app: when you punch in, change activity, punch out, confirm you are on a job site, submit work, upload a job video, or submit a receipt. Those are recorded whenever you use the feature, whether or not you are punched in. Signing in does not record a location.
We use this location data to:
- Confirm you are at the correct assigned job site.
- Confirm you are traveling to the correct assigned job site between punches.
- Support accurate timekeeping and payroll, since pay is based on verified attendance.
- Alert the office when you appear to leave a job site while you are punched in.
- Produce travel information about your workday for the office: estimated speed between recorded points, whether the route was direct, and stops that don't match an assigned job. We use this to support safe driving in company vehicles and to check fuel reimbursements and reported hours. These are estimates from a reading every five minutes, not measurements, and they are flags for a person to review rather than findings. They come from your phone, not from the vehicle, so a stop at your own home can appear as a stop that doesn't match a job.
Stored with each location: how accurate the fix was, the date and time, your device and network information, and, when the app knows which job you are on, how far you were from that job's address. We also keep a record of each time you turn location permission off and on, and the office is alerted if your location goes stale while you are punched in.
Company administrators, the office manager, and anyone else granted access to the hours screens can see any worker's location, including the full minute-by-minute timeline of a day. On the live map and dispatch board a manager sees the people who report to them; the day timeline is not narrowed that way. HR and payroll see it for timesheets and disputes. You cannot currently see your own location history in the app; ask the office and we will show it to you.
Your coordinates are deleted after 90 days, by a job that runs every night. Background pings are deleted outright. Punches, activity changes, submissions, work videos, and receipts keep the record that they happened, because that is payroll and job proof, but the coordinates are stripped off them at the same 90 days. Two things survive that cleanup and you should know it: whether a punch counted as being at the assigned job (a yes or no, not a place), and the device and network information stored with the record.
Confirming you are on a job site requires GPS and is refused unless your phone reports you within about a tenth of a mile of that job's address. Punching in and out is not distance-checked, but it is blocked once your phone has told us you denied location permission, and you have to grant it again before you can punch. A punch still records, without coordinates, when your phone simply cannot get a fix. You can revoke location permission in your phone's settings at any time, and you will then be unable to punch or confirm a job site. Tell your manager so other arrangements can be made.
4. Recordings, video, and the office door camera
Work video. Before and after videos are recorded without sound, always. The app strips any audio track before a clip is stored, and refuses an upload it cannot verify as audio-free. Massachusetts requires everyone's consent to record a conversation, and this is how we make sure no conversation is captured.
Morning meetings and voice memos. The daily meeting is recorded, transcribed automatically, and kept along with what the transcript says about jobs and the people discussed. Everyone on the call is told it is being recorded, because Massachusetts law requires the consent of every person in a recorded conversation.
The office door camera. A camera at the office door recognizes faces to note who arrived and when. The recognition happens entirely on a computer in the office: the image and the face data are used to match a name and then discarded on that machine. Only the result (a name, a time, how confident the match was, and whether the person appeared to be wearing an Oasis shirt) is sent to the app, and no image or face data is ever stored in it. A sighting can be marked reviewed by a person, and nothing about pay is decided from it.
5. Job applicants
If you apply for a job, we collect what you submit on the application and what our screening produces: your answers to the assessment, how long you spent on each question, your chat with the automated proctor, and your network address and browser information.
The proctored assessment uses your camera, with your consent, and you cannot take it without one. While it runs, software on your own computer watches the camera for two things: whether a face is present, and whether a phone is visible in the frame. It also records when you switch away from the test window, and when you copy, cut, paste, or right-click. No video, photo, or face data is uploaded or stored by us. What we keep is the resulting notes, for example that the face was missing for a stretch or that a phone was seen.
An automated system also scores and ranks candidates from the application and assessment, and writes a plain-English summary and a recommendation for the hiring reviewer. A person makes the hiring decision.
6. Tenants and other third parties
We handle work for property owners and managers. Their tenants' names, addresses, phone numbers, entry instructions, and service history appear in the work orders, emails, and invoices we process, and crews record video of the work inside units. Crews are instructed to record only what is needed to show the work, not people or personal belongings, and that video has no audio. We use this information solely to carry out the work the property owner asked for, to bill it, and to keep records of it.
7. Who we share information with
We do not sell personal information and we do not use it for advertising. We share it with a small number of service providers that run parts of the system, each receiving only what its job requires:
- Railway: hosts our servers and database.
- Twilio: sends login codes and operational text messages, and runs our meeting call-in line. Operational texts can include a worker's name and where they appear to be.
- OpenAI: transcribes meetings and voice memos, classifies and summarizes email and invoices, translates and screens field-app messages, and powers the applicant proctor chat and its summary. Content being processed at that moment is sent to it.
- Pinecone: similarity search across work orders, invoices, and email. It receives numeric representations of that content, and stored alongside them an excerpt of the underlying text and facts pulled from it, such as names, addresses, and amounts.
- Google and our email providers: company spreadsheets, and sending and receiving business email.
- Payroll processing: the hours and pay information payroll requires.
If a court or law enforcement requires disclosure, we comply to the extent legally required, and no further.
8. How long we keep information
- Location: deleted after 90 days, every night. Background pings are deleted outright; punches, activity changes, and submissions keep the record that they happened but lose the location attached to it.
- Payroll and tax records, including punches and timesheets: kept as long as tax and wage recordkeeping rules require.
- Job content (photos, video, notes, receipts): kept as part of the job record.
- Meeting recordings and transcripts: kept, since they are referenced when a question about a job comes up later.
- Accounts of former employees: sign-in credentials and passkeys are deactivated immediately on departure; payroll records are kept per the rules above.
9. How we protect information
Access inside the company is limited by role: the hours, payroll, and admin screens are gated, and most people who use the system can see only what their job needs. Taxpayer identification numbers are stored encrypted. Passwords are stored only as one-way hashes, and a passkey stores only the public key your device provides — your fingerprint or face scan never reaches us. Connections to the system are encrypted in transit. No system is perfectly secure, and we do not promise ours is, but if a breach of security affects your personal information we will notify you and the state as Massachusetts law requires.
10. Your choices and rights
You can revoke location, camera, or photo-library permission in your phone's settings at any time. Doing so will stop you being able to punch or confirm a job site, so tell your manager and other arrangements can be made.
You can ask us to delete the personal information we hold about you at any time, on Delete my data. You do not need to sign in: give the email address or cell number on your account and check which kinds of data you want deleted. You can also email us at the address below to ask what we hold about you. A person reviews every request and contacts you before anything is removed; some records, such as payroll and tax records, we are required to keep.
Massachusetts employees have a right to review their own personnel record on written request. Ask us and we will arrange it.
11. Children
The console, the field app, and our website are workplace tools for adults. They are not directed to children, and we do not knowingly collect personal information from anyone under 13. If you believe a child's information has reached us, email the address below and we will delete it.
12. Changes to this policy
When our practices change, we update this page and the date at the top. When a change materially affects what the field app collects from crew, the in-app Terms of Service is updated too, and the app asks each worker to review and re-accept it before continuing. The current version is always at this address.
13. Contact
Questions about this policy, or a request about your own information, go to the email address at the bottom of this page. We will respond.