Privacy Policy

1. Who we are and what this covers#

Projments provides project management, time-tracking, collaboration and 3D room-scanning software. This policy explains how we handle personal data across every surface of the product:

• the Projments web application and marketing site
• the Projments desktop time-tracking agent (Windows)
• the Projments mobile app for Android
• the 3D Room Scanner web app and its Android scanning app

It does not cover third-party sites or services you reach from Projments, which have their own policies.

Questions about this policy, or about your data, go through our Support Center. Our full company details are in Contact and company details.

2. Our role: controller and processor#

Projments is sold to organisations, and that changes who is answerable for what. There are two distinct relationships, and it matters which one your data falls under.

We are the controller

for the data we need in order to run a business: account registration details, sign-in and security records, subscription and payment records, support conversations, and the technical logs the service produces.

We are a processor

for the content an organisation puts into its workspace: projects, tasks, checklists, client records, files, sheets, chat messages, call logs, time entries, screenshots and room scans. The organisation decides what goes in, who may see it and how long it stays; we process it on their instructions.

3. What we collect#

Account and profile data

• Name, email address and profile picture.
• A password, stored only as a bcrypt hash — we never hold the password itself and cannot recover it for you.
• Your role and permissions, workspace memberships, team assignments and licence assignments.
• Account status and the timestamp of the last password change, used to expire sessions issued before it.

Workspace content

• Projects, tasks, submissions, checklists, tags, calendars and reports.
• Client and contact records your organisation enters, including names and contact details of people who are not Projments users.
• Contracts, expenses, sales, labour rates and paid-hours records.
• Files, sheets, drawings, sheet versions and markups uploaded to a workspace.

Time, activity and screenshots

• Time entries and sessions: what you tracked, against which project or task, when it started and stopped.
• Periodic screenshots of your screens, captured by the desktop agent while your timer is running, at the interval your workspace sets.
• The number of key presses and mouse clicks in each interval — counts only. The keys themselves are never recorded or transmitted; Projments is not a keylogger and captures no typed content.
• An activity percentage, and the name of the application in the foreground when a snapshot is taken — plus its window title where the workspace has chosen to record titles.

This is the most sensitive category in the product and it has its own document: read Monitoring and Workplace Transparency Notice for exactly what is captured, when, who can see it, and what a member can switch off.

Attendance (clock in and out)

Only in workspaces whose owner has switched Attendance on:

• When you clock in and out, your breaks, whether you worked in the office or remotely, and the schedule that applied that day.
• Where the workspace checks locations: your device’s location at the moment you tap Clock in or Clock out — never in the background and never in between — with its accuracy, the nearest company site and your distance from it, and whether your device reported the location as simulated. The exact coordinates are deleted after the workspace’s retention period (30 days unless the owner changes it); whether you were at a site is kept with the record.
• Whether the request came from one of the office’s network addresses. The address is compared and then discarded — we keep only which office network matched, if any, and the country it was in.
• Correction requests and their decisions: the times before and after, who asked, who decided and when.
• Where your workspace uses the desktop agent: the start and end of periods without keyboard or mouse input while your timer runs, used to report idle time. No content is recorded.

Communication data

• Chat messages, attachments and reactions, and posts in project rooms.
• Call records: who called whom, when, how long, and whether it was answered. Audio and video are streamed live and are not recorded by Projments.
• Meetings, attendee lists and meeting links.
• Notifications generated for you and whether you have read them.

3D Room Scanner data

• The plan a scan produces — wall and opening geometry, measurements, room and floor dimensions — plus the names and notes you enter (project, client, building, floor, room).
• A 2D preview of that plan, which we draw from the geometry and store alongside it in our database.
• The camera is used on the phone only. No photographs, video, depth images or point clouds are ever uploaded.

The scanner is a separate product with its own app, and it has its own section: read §6, 3D Room Scanner for what the camera is used for, what is uploaded and when, what stays on the phone, and how to delete each.

Billing data

• Your plan, billing cycle, subscription status, current period dates and trial end.
• Stripe customer, subscription and price identifiers, and the storage or scanner packages you have bought.
• For a scanner package bought in the Android app: the Google Play purchase token, product and order identifiers, and the subscription state Google reports.
• Card numbers are entered on Stripe’s own checkout and never reach our servers. We see the last four digits, card brand and expiry through Stripe, along with your invoice history.

Technical and security data

• Audit records of significant administrative actions: who did what, to which object, and when.
• The IP address a password-reset request came from, and rate-limiting counters keyed to an address or account, both used to detect abuse.
• The country your account was created from, worked out from your IP address when you register (or, for an account made before we recorded it, when you next sign in). We keep the country only, not the address it came from, and use it to see which countries our users come from.
• Device push tokens, so notifications can reach your phone.
• Server logs, error reports and diagnostic data produced while serving requests.

Support data

• Support requests you raise, the messages in them, and any attachments or screenshots you choose to include.

4. Why we use it, and on what legal basis#

We do not use your data to train machine-learning models, we do not profile you for advertising, and we take no automated decisions that produce legal or similarly significant effects for you.

5. Screenshots and employee monitoring#

When a workspace uses the desktop agent, Projments captures screenshots and activity measurements of the people who track time in it. We build that feature; we do not decide to point it at anyone. That decision belongs to the organisation running the workspace.

The full description of what the agent captures, what it never captures, and what members can control is in the Monitoring and Workplace Transparency Notice. We recommend giving that page to your team rather than paraphrasing it.

Attendance works the same way: switching it on, deciding whether locations are checked, and setting how long coordinates are kept are the organisation’s decisions, and the same duty to inform people in advance applies. Your browser or phone asks your permission before any location is read, and you can decline — the clock-in is still recorded and your workspace’s policy decides how it is treated. The Projments Android app requests location only for a clock-in or clock-out tap and does not request background location.

6. 3D Room Scanner#

The 3D Room Scanner is a separate product: an Android app that scans a room with the phone camera, and a web library at projments.com/3d-room-scanner where the results are kept and plans can be drawn without a camera. It shares your Projments account and is billed separately. This section is the complete description of what it does with your data — if you arrived here from Google Play, it is the section to read.

What the camera is used for

• Camera permission is requested only when you start a scan. Browsing the app, drawing a plan by hand, opening a project or exporting one asks for no permission at all.
• During a scan, the live camera image, the phone’s motion tracking, the surfaces ARCore detects and — on phones that support it — depth data are analysed on the phone to find edges, planes and the shape of the room. Each camera frame is discarded as soon as it has been analysed.
• The app never saves photographs or video, not even to the phone. What a scan keeps is derived from the images, not the images themselves: the camera’s path through the room, a point cloud, and the walls, openings and measurements reconstructed from them.
• That derived data is written to the app’s private storage on the phone. Other apps cannot read it, and uninstalling the app removes it.

Google Play Services for AR (ARCore)

Scanning uses ARCore, Google’s augmented-reality platform, which must be installed on the phone for a camera scan to work. This application runs on Google Play Services for AR (ARCore), which is provided by Google and governed by the Google Privacy Policy. ARCore processes camera and motion-sensor data on the phone to track where the phone is; Google runs that service under its own terms, not on our instructions. We do not use ARCore’s Cloud Anchors or Geospatial features — the ones that send camera data to Google’s servers.

What is uploaded to your account, and when

The app requires a Projments account. While you are signed in and your package includes cloud sync (the free allowance does), each project you create or edit on the phone is uploaded to your account automatically, so it appears in the web library — and a plan drawn on the web is downloaded to the phone. The upload is a single document containing:

• The names and notes you typed: project, client, building, floor and room names, and free-text notes. If you name a client, that name is personal data you have chosen to store with us.
• The plan: walls, openings (doors and windows), rooms, the measurements you marked, furniture blocks, floor area, room dimensions, your preferred unit, and the brick and tile sizes set for the project.
• Facts about each scanning session: when it started and finished, how many frames and points it captured, the tracking quality, and whether depth was available. No frames and no points — only the counts.

From that geometry our server draws a small 2D preview of the plan and stores it next to the plan in our database, so the library can show a thumbnail. The scanner keeps nothing in file storage: every scan lives in the database, under your account, visible to you alone. There is no sharing feature, and members of your Projments workspaces do not see your scans.

• Never uploaded: camera frames, photographs, video, depth images, point clouds, the camera’s path, 3D meshes and exported files. These exist only on the phone.
• Nothing is uploaded while signed out. Sign out and the app works entirely on the phone; nothing is sent until you sign in again.
• If the server refuses an upload — because your package’s scan allowance is full, for example — the project simply stays on the phone.

Sign-in, devices and licence checks

• Creating an account from the app asks for a name, an email address and a password — the same Projments account described in §3. We record which product you signed up through.
• The app stays signed in with tokens, not by keeping your password. The tokens are stored on the phone encrypted with a key held in the Android Keystore; on our side we keep only a hash of the token, so a copy of our database cannot be used to sign in as you.
• Each installation generates its own random identifier, sent when you sign in. It is not your phone’s advertising ID, serial number or IMEI, and it identifies the installation, not you. It exists so that the Profile page on the web can list every phone signed in to your account and let you sign any of them out.
• When the app starts, and about once a day while it is installed, it asks our server whether your package is still valid. That check carries no project data. If the phone is offline, the last answer is trusted for 14 days.
• Sign-in attempts are rate-limited by IP address and by account, to slow down password guessing.

Paying in the app

• Scanner packages bought in the app are sold through Google Play Billing: Google Play takes the payment under the Google Play Terms of Service and the Google Privacy Policy, and no card details pass through the app or our servers. Our server receives a purchase token from the app and confirms it with Google before the package is added to your account.
• What we hold for such a purchase is the package, its status and period, and the Google Play purchase, product and order identifiers. Invoices and refunds for in-app purchases are handled by Google Play. A package bought on the website is billed through Stripe as described in §3; either way it unlocks the same account on both the website and the app.

What stays on the phone, and how to delete it

• The full scan — camera path, point cloud and reconstructed geometry — is kept on the phone in the app’s private storage. Delete one project from the Projects screen, or everything at once with Settings → Delete all local data. Uninstalling the app deletes all of it.
• Signing out leaves the projects on the phone. Signing in with a different account on the same phone removes the previous account’s projects first, so one person’s scans are never shown to another.
• Removing a project from the cloud — “Remove from cloud” in the app, or deleting it from the web library — deletes it from our database at once; there is no recycle bin. That never touches the copy on the phone. The other direction is different: deleting a project from the Projects screen while signed in deletes its cloud copy too, so the web does not keep what you removed. “Delete all local data” is local only.
• Exports — PDF, PNG and DXF floor plans — leave the phone only through the Android share sheet, when you choose an app to send them to. From that point the file is in the hands of whatever you sent it to.
• The Diagnostics screen builds a plain-text report of the phone model, Android version and AR capability, for bug reports. It contains no scan or account data and goes nowhere unless you copy it and send it yourself.
• If your phone’s own backup is switched on, Android may include this app’s data in the backup of your Google account. That is a feature of your phone, under your control and Google’s policy, not something the app sends us.
• Deleting your account — Profile → Delete account in the app, or a request through our Support Center — deletes your cloud scans and the scans on that phone, and cancels any scanner package — whether it is billed through Stripe or through Google Play. The account is shared with Projments, so your Projments data goes with it: see Closing your account.

7. Who we share data with#

We do not sell personal data and we do not share it for advertising. Data is shared in four situations only.

Inside your workspace

Other members see what your role and the workspace’s permission settings allow them to see — your name and profile picture, your time entries, your messages, your tasks, and, where the workspace has enabled it, your screenshots and activity records.

Service providers (sub-processors)

These companies process data on our behalf, under contract, only to deliver the parts of the service we use them for:

Legal requirements

We disclose data when we are legally required to — a valid court order, a lawful request from an authority with jurisdiction over us — or where disclosure is necessary to protect the rights, safety or property of our users or ourselves. Where we are permitted to tell you about such a request, we will.

Business transfers

If the business is sold, merged or reorganised, data may transfer to the acquirer as part of it. We will tell you before your data becomes subject to a different privacy policy, and the protections in this one carry over until then.

8. International transfers#

Our providers operate globally, so your data may be stored or processed in countries other than your own. Where data leaves a jurisdiction that restricts transfers — for example the European Economic Area or the United Kingdom — we rely on the transfer mechanisms our providers offer, principally the European Commission’s Standard Contractual Clauses, together with the technical measures described below.

9. How we protect data#

• Passwords are stored as bcrypt hashes with a per-password salt. Sign-in takes the same amount of work whether or not the email exists, so the form cannot be used to discover who has an account.
• Sessions are signed tokens with a 30-day maximum lifetime. Changing a password invalidates every session issued before the change, across web, mobile and the desktop agent.
• Password reset links are single-use, short-lived, and stored only as a hash — a copy of our database yields no usable reset link.
• Traffic is encrypted in transit with TLS. Stored files are served through short-lived signed URLs rather than public links.
• Access to workspace data is checked on every API request against your role and permissions; administrative actions are written to an audit log.
• Sensitive operations are rate-limited to blunt brute-force and enumeration attempts.

No system is perfectly secure. If you believe you have found a vulnerability, please report it through our Support Center, marked as a security report, before disclosing it publicly, and give us a reasonable opportunity to fix it. We will not pursue researchers who act in good faith.

If a breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority and affected customers without undue delay, and give you what you need to notify your own people.

10. How long we keep data#

Retention differs sharply by category — a screenshot and a tax invoice have nothing in common. Every category, its period and what triggers deletion is set out in the Data Retention and Account Deletion Policy.

In summary: workspace content stays until you or your workspace owner deletes it or closes the account; billing records are kept for as long as tax law requires; security and audit records are kept while they remain useful for investigating abuse; and anything else is deleted when it is no longer needed for the purpose it was collected for.

11. Your rights#

Depending on where you live, you have some or all of the following rights over your personal data. We honour these requests regardless of jurisdiction where we reasonably can.

• Access — a copy of the personal data we hold about you.
• Rectification — correction of data that is wrong or incomplete. Most of it you can edit yourself in your profile and workspace settings.
• Erasure — deletion of your data, subject to records we are legally required to keep.
• Portability — a machine-readable export of data you provided. Reports export to Excel and PDF, and scans export as a data bundle, directly from the app.
• Restriction and objection — ask us to pause a use, or object to processing based on legitimate interests.
• Withdraw consent — where we relied on consent, withdraw it at any time; this does not affect processing already carried out.
• Complain — to your local data-protection authority, at any time.

To exercise any of these, raise a request from our Support Center while signed in to the account concerned. We answer within 30 days; if a request is complex we will tell you and may take up to 60. Raising it from the account is itself part of how we verify who is asking — we will not hand your data to someone who merely knows your email address.

12. Cookies and local storage#

Projments uses cookies to keep you signed in and local storage to remember preferences such as your theme and last workspace. We use no advertising cookies and no third-party behavioural analytics. Each cookie, what it does and how long it lasts is listed in the Cookie Policy.

13. Children#

Projments is a workplace tool and is not directed at children. We do not knowingly collect data from anyone under 16, and accounts may only be created by people old enough to enter a contract in their country. If you believe a child has given us data, write to us and we will delete it.

14. Changes to this policy#

We update this policy when the product or the law changes. The version and date at the top of this page always reflect the current text. For changes that materially affect your rights, we will give notice in the app or by email before they take effect, and we keep a record of what changed. This version is 1.3, effective 16 August 2026.

15. Contact us#

Privacy questions, data-rights requests, security reports and general help all go to the same place — our Support Center, where the thread stays attached to your account. Full company details are on the Legal Center page, and the Help Center answers most questions before you need to ask one.