Ditch Privacy Policy

Effective date: August 20, 2026

This Privacy Policy explains how Viacopia LLC (“Viacopia,” “we,” “us,” or “our”) collects, uses, discloses, and retains information in connection with Ditch.

This policy applies to the Ditch websites, web application, mobile applications, APIs, support channels, and related services, including services made available through ditch.pro and app.ditch.pro.

1. Our role

Ditch is designed primarily for businesses and teams that document jobsites and field work.

For account administration, subscriptions, security, support, product analytics, and operation of Ditch, Viacopia determines how information is processed.

For content submitted to a company or team workspace, the Customer organization generally controls who may access and use that content. Viacopia processes that information to provide Ditch to the Customer.

If you use Ditch through an employer, contractor, property owner, or other organization, that organization may control your account access and the Customer Content associated with its workspace.

2. Information we collect

Account and contact information

We may collect:

• name;
• email address;
• telephone number;
• company name;
• profile image;
• account identifiers;
• authentication-provider identifiers;
• role and permission information;
• login and account status; and
• communications preferences.

Organization and jobsite information

We may collect:

• workspace, team, and organization names;
• jobsite names, addresses, descriptions, and postal codes;
• jobsite coordinates;
• team and jobsite membership;
• invitations and access codes;
• user roles;
• subscription plan and usage limits; and
• information about who created, joined, or administered a workspace or jobsite.

Customer Content

We process content submitted to Ditch, including:

• photos and videos;
• thumbnails and normalized stored media;
• construction plans and other documents;
• notes, captions, tags, and comments;
• job reports;
• search queries and chat messages;
• support requests and feedback; and
• information generated from Customer Content.

Photo, device, and location information

Depending on device permissions and available metadata, Ditch may collect or derive:

• precise GPS coordinates;
• GPS accuracy, altitude, and heading;
• jobsite proximity;
• capture and upload timestamps;
• file name and size;
• content hashes;
• image dimensions;
• camera and device make and model;
• lens, exposure, orientation, and other camera metadata;
• device type and operating system;
• application version; and
• local upload-queue and synchronization status.

Ditch may extract structured metadata from a source image before storing a normalized version of that image.

Location permission is optional, but some mapping, nearby-jobsite, and location-based documentation features may not work without it.

AI-generated and inferred information

Ditch may generate or store:

• descriptions and summaries;
• visible subjects;
• work types;
• equipment and material labels;
• site-condition labels;
• possible safety observations;
• search embeddings;
• document classifications;
• extracted text;
• suggested questions;
• report content; and
• confidence or review indicators.

These outputs are generated from submitted content and may be inaccurate.

Usage, security, and diagnostic information

We may collect:

• IP address;
• browser and device information;
• user agent;
• session and application identifiers;
• login events;
• feature-use events;
• upload success or failure information;
• search and navigation activity;
• security and audit events;
• acceptance of legal documents;
• crash and performance information; and
• information needed to investigate misuse or technical problems.

We configure analytics and operational alerts not to intentionally include Customer Content, precise GPS, search queries, chat prompts, passwords, access tokens, complete support-message bodies, email addresses, or telephone numbers.

Billing information

Our payment providers collect payment-card and bank information directly.

Viacopia may receive:

• billing contact information;
• customer and subscription identifiers;
• plan and price information;
• transaction status;
• billing interval;
• invoice and receipt information;
• tax information;
• renewal and cancellation status; and
• limited payment-method details such as card brand and last four digits.

Viacopia does not store complete payment-card numbers.

3. Sources of information

We collect information:

• directly from you;
• from workspace owners or administrators;
• from your device;
• from files and metadata you submit;
• automatically when you use Ditch;
• from authentication, payment, mobile-platform, and other service providers;
• from people who invite you to a workspace or jobsite; and
• from AI and automated processing performed on Customer Content.

4. How we use information

We use information to:

• create and manage accounts;
• authenticate users;
• provide workspace and jobsite access;
• process and store uploads;
• organize, map, search, and display Customer Content;
• create albums, reports, and exports;
• provide AI-assisted features;
• synchronize mobile activity;
• process subscriptions and payments;
• communicate about accounts and the Service;
• provide support;
• monitor performance and reliability;
• detect and prevent abuse, fraud, and security incidents;
• enforce our agreements;
• comply with legal obligations; and
• improve Ditch’s functionality and user experience.

We do not use Customer Content for advertising or to train generalized AI models.

5. Organizations, administrators, and other users

Workspace owners and administrators may be able to:

• view and manage information associated with the workspace;
• access Customer Content;
• invite, remove, or change the roles of users;
• manage jobsites, albums, and access codes;
• view user attribution and activity;
• export workspace content; and
• manage subscriptions.

If your account is associated with a company or team workspace, that Customer may retain business records associated with your work after you leave or delete your individual account.

Jobsite-only crew members may receive access to specific jobsites without receiving access to the Customer’s entire workspace.

You should direct questions about an organization’s own use of your information to that organization.

6. Shared albums and user-directed disclosure

Albums may be accessible to anyone who has the active share link, even if the recipient does not have a Ditch account.

Shared albums may display:

• album and jobsite names;
• team or company name;
• dates and timestamps;
• jobsite location;
• precise photo location;
• the name of the person who shared or uploaded content; and
• downloadable records.

A Customer may choose optional password protection. Password protection reduces risk but does not guarantee confidentiality.

Recipients may copy, download, screenshot, save, or forward shared content. Viacopia cannot control information after a recipient has copied or distributed it outside Ditch.

Public album pages are configured not to be indexed by ordinary search engines, but this does not make them private.

Customers are responsible for selecting what to share and confirming they have authority to disclose it.

7. AI processing

We use commercial AI providers to deliver requested features such as:

• photo and document classification;
• tags and descriptions;
• search;
• summaries;
• question answering; and
• report generation.

Depending on the feature, providers may receive photos, document content, extracted text, captions, metadata, or user prompts.

Viacopia does not use Customer Content to train generalized AI models and does not opt Customer Content into provider training or data-sharing programs.

Providers may temporarily process or retain data as necessary to provide and secure their services, prevent abuse, troubleshoot problems, or comply with law under their commercial terms.

AI output may be inaccurate and should be reviewed by a qualified person before it is used for safety, engineering, legal, payment, compliance, or other consequential purposes.

8. How we disclose information

We may disclose information as follows.

At your or the Customer’s direction

We disclose information to:

• Authorized Users;
• invited users;
• jobsite crew;
• shared-album recipients;
• people receiving exports or reports; and
• integrations or services selected by the Customer.

Service providers

We use service providers for:

• cloud hosting and storage;
• databases;
• authentication;
• payment processing;
• email and communications;
• analytics and reliability;
• mobile development and distribution;
• maps and geocoding;
• customer support;
• security; and
• AI processing.

Providers may process information only to perform services for us or as otherwise permitted by their contracts and applicable law.

Legal, safety, and security purposes

We may disclose information when reasonably necessary to:

• comply with law, legal process, or government requests;
• protect the rights, safety, and security of Viacopia, Customers, users, or others;
• investigate fraud, abuse, or unauthorized access;
• enforce our agreements; or
• respond to an emergency.

Business transactions

Information may be disclosed as part of a merger, financing, acquisition, reorganization, bankruptcy, sale of assets, or similar transaction, subject to appropriate confidentiality protections.

Internal access

Access by Viacopia personnel is limited to designated personnel with a legitimate support, operational, security, legal, or service need.

Designated Ditch super-administrators may have cross-workspace access for those purposes. Internal access is subject to role controls and logging where supported.

9. Cookies, analytics, and tracking signals

Ditch uses cookies, local storage, mobile storage, and similar technologies for:

• authentication;
• session management;
• security;
• user preferences;
• application functionality;
• synchronization;
• analytics; and
• reliability.

We do not use third-party advertising networks or engage in cross-site behavioral advertising.

Do Not Track

Some browsers provide a “Do Not Track” setting. Because Ditch does not currently use third-party behavioral advertising or sell personal information, Ditch does not change its ordinary functionality in response to a Do Not Track signal.

Global Privacy Control

Where applicable law requires it, we treat a recognized Global Privacy Control signal as a request to opt out of the sale or sharing of personal information. Ditch does not currently sell personal information or share it for cross-context behavioral advertising.

Third-party providers may collect technical information through their services as described in their own privacy policies.

10. No sale or behavioral-advertising sharing

Viacopia does not:

• sell personal information;
• share personal information for cross-context behavioral advertising;
• run third-party advertising in Ditch;
• use Customer Content for advertising; or
• use Customer Content to train generalized AI models.

If these practices materially change, we will update this policy and provide any choices required by law before applying the change.

11. Retention

We retain information for as long as reasonably necessary for the purposes described in this policy.

Our general launch retention practices are:

• active account and Customer Content: while the account or workspace remains active;
• pending account-deletion requests: 30-day reversal period;
• deleted active-system account data: removed or minimized at the end of the deletion period;
• encrypted backups: allowed to age out through the normal backup cycle, generally within 90 days;
• limited security and audit records: generally 12 months;
• billing and tax records: up to seven years where reasonably required for accounting, tax, dispute, or legal purposes; and
• Customer Content: not retained merely for analytics.

Actual periods may be longer where required by law, legal hold, fraud prevention, security, dispute resolution, or a written customer agreement.

When we retain a limited record after deletion, we restrict it to the purpose supporting that retention.

12. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information.

These measures may include:

• authentication;
• role-based access;
• protected media delivery;
• access logging;
• encrypted network transmission;
• storage controls;
• deletion workflows;
• monitoring; and
• operational security procedures.

No method of storage or transmission is completely secure. We cannot guarantee that information will never be accessed, lost, altered, or disclosed without authorization.

We provide security and breach notifications where required by law or a written agreement.

13. Your choices and privacy requests

Depending on your relationship with Ditch and applicable law, you may request:

• access to personal information;
• correction of inaccurate account information;
• a practical export;
• deletion;
• information about how data is used or disclosed; or
• withdrawal of an optional device permission.

You may update certain account information through Ditch.

You may submit a privacy request through available in-product controls, the public account-deletion page, or by emailing [email protected].

We may verify your identity and authority before fulfilling a request.

We will not discriminate against you for exercising a legally protected privacy right.

Some requests may be limited where:

• the information belongs to a Customer organization;
• retention is required by law;
• information is needed for security, fraud prevention, accounting, or legal claims;
• deletion would affect another person’s rights; or
• another lawful exception applies.

If you use Ditch through an organization, we may refer the request to that organization or coordinate with it.

14. Account and workspace deletion

Account deletion, workspace deletion, member removal, subscription cancellation, project deletion, and album deletion are separate actions.

Individual account deletion

Requesting account deletion immediately disables ordinary account access and starts a 30-day reversal period.

Unless the request is canceled, we process deletion at the end of that period.

Company and team accounts

Deleting an individual account removes or minimizes personal account and contact information, but company-controlled workspace records may remain with the Customer.

Those records may retain necessary historical attribution, such as the name of the person who captured or uploaded a jobsite record.

Only an authorized workspace owner may request deletion of a company workspace.

Personal workspaces

Deleting an individual account also schedules the associated personal workspace and Customer Content for deletion.

Subscriptions

Deleting or canceling a subscription does not by itself delete Customer Content.

15. International processing

Ditch is currently focused on the United States.

Viacopia and our providers may process information in the United States and other countries where they operate. Those countries may have data-protection laws different from the laws where you live.

If a Customer requires special international-transfer, data-residency, or regional-processing terms, those terms must be agreed in writing.

16. Children and restricted information

Ditch accounts are intended for users who are at least 18 years old.

Ditch is not directed to children, and children should not create accounts.

Customer Content may incidentally include images or information about minors at a workplace or property. The Customer is responsible for having appropriate authority and complying with applicable law before submitting that information.

Ditch is not designed to store complete payment-card information, Social Security numbers, HIPAA-regulated protected health information, or other specially regulated information unless Viacopia agrees otherwise in writing.

17. Changes to this policy

We may update this Privacy Policy to reflect changes to the Service, law, providers, security practices, or business operations.

We will update the effective date and provide reasonable notice of material changes when practical.

A Privacy Policy is primarily a notice of our practices. We will request additional consent only where a specific processing activity or applicable law requires it.

18. Contact us

Privacy, security, access, correction, export, and deletion questions may be sent to:

Viacopia LLC 11260 Donner Pass Road, Suite C1, PMB 152 Truckee, CA 96161 Email: [email protected]