SortScape privacy policy
If you have questions about deleting or correcting your personal data please contact us at privacy@sortscape.com.
SortScape Pty Ltd operates the SortScape service located at https://app.sortscape.com/ (the “Website”). It is SortScape’s policy to respect your privacy regarding any information we may collect while operating the Website.
Website visitors
Like most website operators, SortScape collects non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. SortScape’s purpose in collecting non-personally identifying information is to better understand how SortScape’s visitors use its Website. From time to time, SortScape may release non-personally-identifying information in the aggregate, e.g., by publishing a report on trends in the usage of its Website.
SortScape also collects potentially personally-identifying information like Internet Protocol (IP) addresses for logged in users. SortScape only discloses logged in user IP addresses under the same circumstances that it uses and discloses personally-identifying information as described below.
Gathering of personally-identifying information
Certain visitors to the Website choose to interact with SortScape in ways that require SortScape to gather personally-identifying information. In each case, SortScape collects such information only insofar as is necessary or appropriate to fulfil the purpose of the visitor’s interaction with SortScape. SortScape does not disclose personally-identifying information other than as described below. And visitors can always refuse to supply personally-identifying information, with the caveat that it may prevent them from engaging in certain website-related activities.
Location in the SortScape app
The SortScape app can use your device’s location for two optional features. SortScape only asks for it when you use one of them, and you can refuse or turn it off in your device’s settings at any time. Everything else keeps working.
On my way texts. When you tap to text a customer that you’re on the way, the app (or your web browser) takes one reading of your location while it is open. It goes securely to SortScape’s servers, which ask our mapping provider, HERE, for the drive time so the text can say when you’ll arrive. HERE processes it on SortScape’s behalf as a service provider. SortScape doesn’t save this location to your account or use it for analytics or advertising, though it may stay in our server logs, which we keep for a limited time for troubleshooting and security. Without location, the drive time is worked out from the address of the job you just finished.
Automatic job timers. If your business turns this on and you allow location in the iPhone app, the app notices when you arrive at and leave today’s jobs and starts or stops the job timer. It doesn’t track where you go in between. The location at the moment a timer starts or stops is saved with that time entry, so your business can see where it was recorded.
Connected apps and AI assistants
You can connect SortScape to other apps, such as Zapier, your accounting software, or an AI assistant like Claude or ChatGPT. When you connect one, SortScape sends that app the information it asks for on your behalf, and only what you yourself can see in SortScape. What the app does with that information is covered by its own terms and privacy policy, not this one. For AI assistants, that includes your conversation with the assistant, which goes to the company that runs it (for example Anthropic for Claude or OpenAI for ChatGPT) and never to SortScape.
An AI assistant connects through a sign-in and consent screen on SortScape, so it can only act as the person who allowed it. You can disconnect an app at any time, and it then receives nothing more from SortScape.
When an AI assistant uses SortScape, we record which features it used, when, for which person and app, and the short reason the assistant gives for each request. Before a reason is saved we remove the names, addresses, email addresses and phone numbers we can recognise in it. We use this record to fix problems and decide what to build next. We delete the reasons after 90 days and the rest of the record after 13 months.
AI features
Some SortScape features use AI models from OpenAI, such as the AI receptionist, reading enquiry emails, drafting quote text and filtering spam. When you use these features, the information they need (for example a caller’s message or an enquiry email) is sent to OpenAI to process on SortScape’s behalf. OpenAI does not use information sent through its API to train its models. OpenAI may process it outside Australia, including in the United States.
Aggregated statistics
SortScape may collect statistics about the behaviour of visitors the Website. For instance, SortScape may monitor the total number of jobs completed per day across the all customers. SortScape may display this information publicly or provide it to others. However, SortScape does not disclose personally-identifying information other than as described below.
Protection of certain personally-identifying information
SortScape discloses potentially personally-identifying and personally-identifying information only to those of its employees and contractors that (i) need to know that information in order to process it on SortScape’s behalf or to provide services available at SortScape’s websites, and (ii) that have agreed not to disclose it to others. Some of those employees and contractors may be located outside of your home country; by using SortScape’s websites, you consent to the transfer of such information to them. SortScape will not rent or sell potentially personally-identifying and personally-identifying information to anyone. Other than to its employees and contractors, as described above, SortScape discloses potentially personally-identifying and personally-identifying information only in response to a subpoena, court order or other governmental request, or when SortScape believes in good faith that disclosure is reasonably necessary to protect the property or rights of SortScape, third parties or the public at large. If you are a registered user of a SortScape website and have supplied your email address, SortScape may occasionally send you an email to tell you about new features, solicit your feedback, or just keep you up to date with what’s going on with SortScape and our products. SortScape takes all measures reasonably necessary to protect against the unauthorized access, use, alteration or destruction of potentially personally-identifying and personally-identifying information.
Cookies
A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. SortScape uses cookies to help SortScape identify and track visitors, their usage of SortScape website, and their website access preferences. SortScape visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using SortScape’s websites, with the drawback that certain features of SortScape’s websites may not function properly without the aid of cookies.
Analytics and session recordings
SortScape uses third-party tools to understand how people use its websites and to measure its advertising. These tools set cookies, collect the kind of non-personally-identifying information described above, and store what they collect on their own servers, which may be outside your home country (including the United States).
Microsoft Clarity records how visitors interact with sortscape.com.au, such as pages viewed, clicks, scrolling and mouse movement, and lets SortScape replay those sessions to find where the site is confusing. Clarity masks the text you type into forms by default, and SortScape does not use it to identify you. Microsoft processes this information on SortScape’s behalf under the Microsoft Privacy Statement. SortScape also uses Clarity inside the SortScape app, where recordings are linked to your account so that SortScape can help with support questions and improve the product.
Meta Pixel lets SortScape measure whether its advertising on Facebook and Instagram leads to visits and signups, and to show SortScape ads to people who have visited its website. Meta may combine this with information it already holds about you; see the Meta Privacy Policy and Meta’s advertising settings to control this.
You can stop these tools setting cookies by blocking cookies in your browser (see Cookies above). Most browsers also offer private or tracking-protection modes that prevent them from loading.
Artificial intelligence features
Some SortScape features use artificial intelligence (AI) to read or write text and images for you. SortScape sends the information those features need to a third-party AI service, which processes it on SortScape’s behalf and returns the result. Nothing is sent unless you, or someone at your business, uses one of these features.
What the features do. Reading spreadsheets you upload when importing customers and jobs, so the columns land in the right fields. Drafting and rewriting text, such as the work required on a quote or the wording of a message. Recognising whether a job photo shows a worksite, so the date stamp is only added to real photos. Reading enquiry emails sent to your business and turning them into requests. Screening messages you send through SortScape for spam. Writing the commentary in your weekly summary email. New features that use AI are added to this list when they are released.
Who processes it. Text and images are processed by OpenAI through its business API, on servers in the United States. Under OpenAI’s API terms, OpenAI does not use this information to train its models and keeps it only briefly to monitor for abuse. Calls answered by the AI receptionist are handled by Vapi, with speech recognised by Deepgram. Those calls are recorded and transcribed so you can read and listen to them in SortScape.
SortScape sends only what a feature needs and checks what comes back before using it. An import never changes a name or address that was not in your file, and a spam check returns only a yes or a no. Where a feature reads a file you upload, SortScape deletes the file once it has been read.
Your customers’ information in these features belongs to your business. SortScape processes it to provide the service to you and for no other purpose. SortScape does not sell it and does not use it to train AI models of its own. These features only run when you start them, so if you would rather not use AI for a task, use the manual option instead. Questions go to privacy@sortscape.com.
Business transfers
If SortScape, or substantially all of its assets, were acquired, or in the unlikely event that SortScape goes out of business or enters bankruptcy, user information would be one of the assets that is transferred or acquired by a third party. You acknowledge that such transfers may occur, and that any acquirer of SortScape may continue to use your personal information as set forth in this policy.
Ads
Ads appearing on any of our websites may be delivered to users by advertising partners, who may set cookies. These cookies allow the ad server to recognize your computer each time they send you an online advertisement to compile information about you or others who use your computer. This information allows ad networks to, among other things, deliver targeted advertisements that they believe will be of most interest to you. This Privacy Policy covers the use of cookies by SortScape and does not cover the use of cookies by any advertisers.
Privacy policy changes
Although most changes are likely to be minor, SortScape may change its Privacy Policy from time to time, and in SortScape’s sole discretion. SortScape encourages visitors to frequently check this page for any changes to its Privacy Policy. Your continued use of this site after any change in this Privacy Policy will constitute your acceptance of such change.