Privacy Policy — Sky5 Toolkit
Effective: 29 July 2026 · Last updated: 29 July 2026
Sky5 Toolkit ("the App") is business-management software published by
Sky5 Labs ("we", "us"). It is used by cleaning and home-services
businesses to schedule work, record employee time and location, manage customers and
invoices, track materials, and handle accounting.
This policy explains what the App collects, why, who it is shared with, and how to
get it removed.
Two groups of people appear in this App.
- Employees of a business that licenses the App — they log in and use it.
- Customers of that business — their details are entered by the business; they do not log in.
Where the rules differ for each group, this policy says so.
1. Who controls your data
Each business that licenses the App is the controller of the data in its
own account — it decides what to collect and why. Sky5 Labs is the
processor: we host and operate the software on that business's behalf.
In practice: if you are an employee or a customer and you want your data corrected or
deleted, contact the business you work for or buy from first. They can act
immediately. We will assist them, and we will act directly if they cannot.
2. What the App collects
From employees
| Data | Why |
|---|
| Name, username, password (stored hashed), role | Signing in and controlling what each person can see |
| Phone, email, home address, emergency contact | Contacting staff; mileage calculation from the home address |
| Location (precise) — see section 3 | Recording where a shift started and ended |
| Clock in/out times, hours, timecard approvals | Payroll and time records |
| Pay rate | Payroll. Visible only to the employee themselves and to owners/administrators |
| Mileage and route distances | Reimbursement |
| Employment documents and signatures | Policy acknowledgement and HR records |
| Messages sent in the App | Team communication |
| Materials signed out, returned or used | Equipment accountability |
| Language preference | Showing the App in English or Spanish |
About customers of the business
| Data | Why |
|---|
| Name, phone, email, service address | Scheduling and contacting them |
| Property details, cleaning history, notes | Delivering the service |
| Estimates, invoices, payments, balances | Billing |
| How they were acquired (referral, campaign) | Marketing measurement |
Business records
Expense receipts, bank statements, supplier invoices and financial reports uploaded or
generated by the business. These may contain financial account information — see section 4.
3. Location — what is and is not collected
The App does not track employees continuously. Location is captured only
at the moment an employee taps Clock in or Clock out. It is not collected
while the App is closed or in the background, and it is not collected on days off.
When an employee clocks in or out, the App records the device's latitude and longitude at
that moment and uses it to:
- confirm they are at the customer property they were scheduled to clean;
- identify which customer property they are at, if nothing was scheduled;
- where no customer property is nearby, record a readable description of the place
(for example a street or business name) so the time entry is not blank;
- flag for a manager's review when a shift starts unusually far from the property,
or with no location shared at all.
An employee's home address is converted to coordinates once, only if the
business has enabled mileage tracking for that person, so commute distance can be calculated.
Mileage tracking is off by default for every employee.
Employees may decline. The App works if location permission is refused —
the shift is still recorded, and the entry is simply marked as having no location for the
manager to follow up.
Location is shared with OpenStreetMap (Nominatim) and
Mapbox solely to convert coordinates into place names and to calculate driving
distances. Only coordinates are sent — never a name, employee ID or any other identifier.
Planned change. A future version may offer automatic clock-in when an
employee arrives at a scheduled property, which would require background location. That is
not in the App today. If it is added, this policy will be updated first,
the change will be described plainly, and it will require separate, explicit consent.
4. Automated processing (AI)
To save manual typing, the App can send certain content to Anthropic PBC
(the Claude API) for automated reading and translation:
- Receipt images — to extract vendor, date, amounts and line items.
- Bank statements — to extract transactions for reconciliation. These
contain financial information; the business chooses whether to use this feature.
- Message text — to draft replies and translate between English and Spanish.
Anthropic processes this content to return a result and, under its commercial terms, does
not use it to train its models. If the business does not configure an AI key, none of these
features operate and nothing is sent.
5. Who else we share with
| Recipient | What they receive | Why |
|---|
| Railway (hosting) | All application data, stored and processed | Running the servers and database |
| Anthropic PBC | Receipts, bank statements, message text — see section 4 | Automated reading and translation |
| OpenStreetMap / Nominatim | Coordinates only | Turning coordinates into place names |
| Mapbox | Coordinates only | Driving distance for mileage |
We do not sell personal information. We do not share it for advertising. There is
no advertising, tracking or analytics SDK in the App.
We may disclose information if required by law, or to protect the rights and safety of
people involved.
6. Security
- All traffic is encrypted in transit (HTTPS).
- Passwords are stored hashed, never in readable form.
- Each business's data is separated by account, and every request is checked against the
signed-in user's business and role.
- Sensitive fields — pay rate, personal notes, employment documents — are restricted to
the employee themselves and to owners/administrators.
No system is perfectly secure. If a breach affects your information, we will notify the
affected business promptly and support their notifications to affected people.
7. How long data is kept
Data is retained while the business's account is active, and afterwards only as long as
needed for legal, tax and employment record-keeping — commonly several years for payroll,
time and financial records. When a business closes its account it may request full deletion,
subject to those obligations.
8. Your choices and rights
- Location: decline the permission on your device, or turn it off later in
your device settings. The App continues to work.
- Access or correction: ask the business that holds your record; most
fields can be corrected in the App immediately.
- Deletion: ask the business. Where employment or tax law requires a record
to be kept, that record is retained and the rest removed.
- Depending on where you live (including Texas and other US states with
privacy statutes), you may have additional rights to access, correct, delete, or obtain a
copy of your information, and to appeal a refusal. Contact us and we will route the
request to the responsible business and assist.
9. Children
The App is a workplace tool. It is not directed at children, and we do not knowingly collect
information from anyone under 16.
10. Changes to this policy
If we change how information is used in a way that materially affects you — in particular any
change to location collection — we will update this page and change the "Last updated" date
before the change takes effect.
11. Contact
Sky5 Labs
940 W. FM 544, Suite 1722
Wylie, TX 75098
United States
Email: support@sky5toolkit.com
If you are an employee or a customer, contacting the business you work for or buy from will
usually be fastest — they control the data directly.