Privacy Policy

At a glance

01Who we are and what this covers

CoordBase is made and operated by AJRAX LLC (“AJRAX”, “we”, “us”), a New Jersey company. This policy covers:

• the CoordBase app for iPhone and iPad;
• CoordBase Cloud, which keeps your projects in sync and backed up;
• CoordBase on the web, at app.coordbase.com;
• Share Links, at share.coordbase.com; and
• this website, coordbase.com.

The AJRAX company website has its own privacy policy.

Our role depends on how CoordBase is used. For Personal accounts, and for the information we use to run CoordBase itself, such as account, security, support and billing information, AJRAX decides why and how it’s processed. For a Company workspace’s content, the company decides why its project information, including any personal information in it, is put in CoordBase and how its people use it, and AJRAX processes that content to provide CoordBase to the company. Where privacy law treats the company as the controller and AJRAX as its processor or service provider, we handle that information on the company’s behalf and under our agreement with it.

02Your account

You sign in to CoordBase with your email address. Each time you sign in, we email you a 6-digit code. There’s no password, and there’s no sign-in through other companies’ accounts.

• Two kinds of account. Each email address belongs to one CoordBase account, either a Personal account or a Company account, never both. A Personal account belongs to you, and you own its projects. A Company account belongs to a company’s workspace, and the company owns the projects in it. Accounts are never merged or converted, and projects never move between Personal and Company. If you want both, you use two email addresses, and the two accounts are completely separate.
• What we keep for your account: your email address, your name if you add one, an account ID, your account type, your plan or, for a Company account, your company and your role, and a list of the devices and browsers signed in to it, so you can see and remove them.
• On iPhone and iPad, one account is signed in at a time. A Personal account stays signed in until you sign out, remove the device or delete your account, and being offline never signs it out. A Company account works offline for up to 72 hours after its last access check, as explained below.
• In a web browser, you’re signed out when you close the browser, unless you tick “Keep me signed in on this computer for 90 days”, which is off by default.
• One person per account, on any number of their own devices.
• Your name. Adding a name is optional, and only you can change it. In CoordBase, it’s shown with what you create, issue and change, such as Created by and Last changed by. Until you add one, your email address is shown there instead. Your account’s email address is never printed on a PDF.
• Changing your email. In a Personal account, we send a code to your current address and then to the new one. The change happens only when both are confirmed, and we then send a security notice to the old address. Changing your email never changes your account type. A Company account’s email can’t be changed: a Manager invites your new address, you join with it, and the Manager then removes your old account.

03Company accounts

If you use a Company account, your company is our customer for it, and the company owns its projects, records, files and history. How we handle a company’s data on its behalf is set out in our Terms of Service.

• Who sees what. Managers can see every company project, the people in the company, their roles and which projects each person can open. Members see the projects they’ve been given access to. A company never sees anything in a Personal account, and a Company account, Managers included, can never see, import, delete or take over the personal work on a device.
• Your own saved list. Entries you type, such as companies, people, trades, areas and items, are saved to your own list so CoordBase can suggest them again. It’s kept with your account so it reaches your devices, and it’s private to you: Managers can’t read it, it’s in no company backup, and it’s deleted when your Company account closes. The company’s own lists are kept by its Managers.
• Your name on company records. Names such as Created by, Issued by, Revised by and Last changed by, and signatures, stay on the company’s records after you leave the company or your account closes. They’re part of the company’s business records.
• Invitations. A Manager’s invitation reaches you by email and opens the CoordBase app on an iPhone or iPad, or CoordBase on the web on a computer. It shows the company’s name and the name of the person who invited you. If the address is already used by another CoordBase account, we tell the Manager only that it can’t currently be added, and nothing about that account.
• Company data on your device. Your device keeps the company data you can open, up to the amount you choose in “Keep up to … on this device”, so you can work offline. It never downloads projects you can’t open. The company’s cloud copy is the authoritative one, so these device copies are left out of your iPhone’s iCloud or computer backup.
• Photos. Company photos, whoever took them, show in CoordBase for everyone who can open the project, and CoordBase never saves them to anyone’s photo library. If you turn on Save photos to phone, only the photos you take with CoordBase’s camera on that device are copied to your photo library, and those copies stay there after your Company account closes.
• Checking access. A device signed in to a Company account checks that your access is still active whenever it can. If it goes 72 hours without a successful check, the company data on it locks, without being deleted, until it can check again. To reach a device quickly when access ends, we may send it a silent, content-free “check access” message using a device token. It shows nothing, needs no permission, and is never used for activity or marketing.
• Signing out of a Company account finishes only after your company work has uploaded. Then the company data is removed from that device.
• Leaving the company. Your pending company work uploads first, from all your devices, and you can export your unfinished drafts as PDFs marked DRAFT. You confirm with a fresh code we email you at that moment. Then your Company account closes, its email address becomes free to use again, and the company data and any remaining drafts are removed from your devices and from CoordBase on the web.
• If a Manager removes you, your access ends at once. Your account closes, you’re signed out wherever your devices can be reached, and the company data on them, including unsent work and drafts, is removed, with no export. A device that’s offline acts on this when it next connects. We can’t erase an offline device immediately.

04Information on your device

Everything you create in CoordBase is stored in the app on your device first, so it works with no connection. Depending on how you use the app, that can include:

• your projects and their details, such as names, addresses and dates;
• the records you create, including the names, companies and contact details of the people you list in them, such as recipients, attendees and crew;
• documents you import, such as drawings, specifications, submittals and RFIs;
• photos you take or add, their captions and your markup;
• signatures drawn on the screen;
• voice recordings, such as Voice Confirmations and voice notes;
• dates, times and locations you add to records and photos, and weather conditions you fill in;
• your company profile and logo, which appear on your PDFs; and
• your app settings.

What happens to it depends on your account:

• Personal Local: your device holds the only copy, and we don’t receive your projects. Signing out never deletes them. They stay locked on the device, nobody who signs in there with another account can see, search, open or export them, and they come back when you sign in again. They’re included in your iPhone’s iCloud or computer backup.
• Personal Cloud: your devices keep a full copy, and the cloud holds the authoritative one. When you sign out, anything not yet sent uploads first, and then the device copy is removed; anything that can’t upload yet stays locked on the device until you sign in again. These copies are left out of your device’s own backup.
• Company: see Company accounts above.

The app creates random identifiers for your device and for each installation of the app. If you use Cloud or a Company account, they’re registered with your account so your devices can sync. They aren’t included in backups.

Apple Intelligence on your device

Some CoordBase features, including voice entry, summaries and suggestions, use Apple Intelligence on your device for AI processing. This happens on your iPhone or iPad: CoordBase doesn’t send your text, voice or projects to Apple’s servers or ours for these features. Voice entry may first need a one-time download of Apple’s on-device speech model, which comes from Apple; nothing from your projects is sent.

If you choose to use Apple’s Writing Tools in a text field, Apple handles that feature separately under Apple’s privacy terms and may process some requests using Private Cloud Compute. CoordBase doesn’t send your text to Writing Tools; you choose to use it. If you accept a change it suggests, the new text is saved in CoordBase like anything you type.

Information about other people

Your records may include other people’s names, contact details, photos, signatures or voices. You, or for a Company workspace your company, are responsible for having the rights and permissions needed to collect, record, upload and share that information, including getting consent where the law requires it, for example before recording someone’s voice.

05CoordBase Cloud and the web app

CoordBase Cloud comes with a Personal Cloud plan, the free trials and every Company account. When you use it, your projects are stored on our servers, so they’re on your devices and in CoordBase on the web. That includes your records, the documents you import, photos, markup, signatures and voice recordings.

We use Cloud content only to provide CoordBase: to sync and back it up, to show it in the web app, to make Share Links work, and to keep a copy after a plan ends. For a Company account, we do this for the company that owns it. We never use it for advertising or profiling, and never to train AI models.

In the web app

• Drafts you start on the web are saved to your account.
• You can sign records with a mouse, a trackpad or a finger on a touch screen. We don’t record which device or input you used.
• Voice recordings use your computer’s microphone, with your browser’s permission.
• When you import a drawing set or spec book, its pages are read on our servers to set up your import. Pages with a text layer are read directly. Scanned pages are read by a text-recognition service in our own AWS account, with AWS’s opt-out in place so Amazon doesn’t use them to improve its services. The text read from your pages is used only for your import.
• A download you ask us to prepare, such as a ZIP of PDFs or a backup, is kept for 7 days and then deleted. A backup holds the file CoordBase can restore and a readable copy of your PDFs and photos that anyone can open, so store it carefully. The email that says it’s ready links to sign-in, never straight to the file.

06Share Links

When you create a Share Link, anyone who has the link can open what you shared at share.coordbase.com, on any device, without signing in. A link is made only when you turn it on or copy it, and you choose how long it lasts and whether it shows a download button. You can turn a link off at any time, and that’s permanent: from then on, nobody can open what it shared, and anyone who tries sees that the link isn’t available. An expired link works the same way. To share again, you make a new link, which has a new address. Turning downloads off is different: it only hides the download button, so anyone who can view a PDF through a link that’s on can still save it, print it or take a screenshot. Copies people saved while a link was on stay with the people who saved them, and a PDF you already sent is never changed.

A voice recording is never made public just because a record was issued. Listening from a PDF stays off unless you turn it on. If your Cloud plan ends, your links stop opening until you renew. A Share Link on a company project belongs to the project: it keeps working after the person who made it leaves. The person who made it and the company’s Managers can change it or turn it off.

07Plans and purchases

The free trials need no card. Every plan is paid for at checkout. There’s no pay-later option. Company plans are bought on the website, with the company as the paying customer.

• Buying in the app. Apple handles the purchase through the App Store. We never receive your payment details.
• Buying on the web. Paddle.com, our reseller and merchant of record, handles the purchase at its own checkout. Paddle collects your name, email address, billing address and payment details, sends your receipt and invoice, and handles sales tax. Paddle’s privacy policy covers what it collects.
• Card details. Your full card number never reaches us. Paddle’s payment notices to our server include limited card details (type, last four digits, expiry, name on card), which we don’t store.
• What we keep: ordinary billing records. That means Paddle’s or Apple’s reference numbers for your purchases, your plan, where you bought it, its status and dates, the amounts where we need them, and your email address only where it’s needed to match a web purchase to your account.
• What we never store: your card number, security code or other card details, or the billing address, company name or tax ID you give Paddle at checkout. When you ask for an invoice, we fetch it from Paddle rather than keeping a copy.
• No one else in the loop. Paddle and Apple notify our own server when you pay. No other company handles your purchase history.

08Device permissions

CoordBase asks for a permission only when you first use a feature that needs it. You can change your choice at any time in your device’s Settings → CoordBase, or in your browser’s site settings for the web app. If you say no, the rest of CoordBase keeps working.

Adding photos you already have. You choose them with Apple’s photo picker, so the app receives only the photos you pick and doesn’t need access to your photo library.

Photo stamps. By default, each photo you take in CoordBase carries a visible stamp with the date and, when available, the location where it was taken. To get the location, the camera asks your device for a single location reading, and it first asks for your permission when you take your first photo. It doesn’t track you. You can turn either stamp off in the app under Settings → Photo Settings.

09Other times information leaves your device

When you share or export

When you share a PDF, photo or file by email, message, AirDrop, the Files app or another app, it goes to the people and services you choose. A PDF contains what’s in the record, which can include names, signatures, photos, locations and your company details.

When you make a backup

In a Personal account, Export Complete Backup creates a single file containing all your own projects, records, drafts, files, lists and settings, including photos, signatures and voice recordings. It also lists what you’ve permanently deleted (which item and when, never its content), so restoring it can’t bring deleted work back. Work CoordBase couldn’t sync and is holding for you to review isn’t included. The file isn’t password-protected, so store and send it carefully. A full backup of a company’s projects is for its Managers; anyone with access can still export the records and files they can open.

Your Apple device backups

If you use iCloud Backup, back up your device to a computer or move to a new device, iOS includes your Personal Local projects according to your settings. Copies of Cloud and company data are left out, because the cloud holds the authoritative copy. Apple handles these backups under its own privacy policy.

Saving photos to your library

If you turn on Save photos to phone (it’s off by default), copies of the photos you take in CoordBase are added to your photo library, where your Photos and iCloud Photos settings apply.

Getting the weather

When you tap Get Weather, the app sends an approximate location, rounded to about 1 kilometer, to the US National Weather Service (weather.gov), a free public service of the US government, to look up the current conditions. The request goes straight from your device, so the National Weather Service also sees your device’s IP address, as any website would. Nothing else about you is sent, and we don’t receive your location. Get Weather works for project sites in the United States.

Crash reports from Apple

If you’ve chosen to share analytics with app developers in your device settings, Apple may send us crash reports and usage statistics that don’t identify you. The app’s own technical logs stay on your device and contain no project content.

When you contact us

If you email us, we receive your email address and whatever you include in your message, and we use them to reply and help you.

10Companies that help us

• Amazon Web Services (AWS) runs CoordBase Cloud, the web app and Share Links: storage, databases and sign-in.
• Paddle sells plans on the web as our reseller and merchant of record, under its own privacy policy.
• Apple sells plans in the app, and handles device backups and crash reports under your settings and its own privacy policy.
• The US National Weather Service, a US government agency, provides the current conditions for Get Weather. Your device contacts it directly, as described above.
• An email delivery service sends our emails, such as sign-in codes.
• Our website host serves coordbase.com.

The companies that work for us may use your information only to provide their services to us.

11What we don’t do

• We don’t sell your personal information or share it for targeted advertising.
• We don’t show ads or use advertising tools, and we have no analytics tools of our own in our apps or on our websites.
• We don’t track you across other companies’ apps or websites.
• We don’t use your content to train AI models.
• We don’t use voice recordings or signatures to identify anyone.
• The app’s only third-party code is an open-source database library that runs on your device and sends nothing.

12Our websites and cookies

• coordbase.com sets no cookies and uses no analytics or tracking.
• app.coordbase.com uses only the cookies needed to keep you signed in. They’re set for app.coordbase.com alone, so no other site can read or change them. There are no analytics or advertising cookies.
• share.coordbase.com uses no analytics or advertising cookies.
• Checkout. Paddle’s checkout, and any cookies Paddle uses for payment and fraud prevention, are covered by Paddle’s privacy policy.
• Server and security logs. Like any online service, our servers and our website host record basic technical information, such as your IP address, browser type, the pages requested and the time. We use it to deliver our services, keep them secure and fix problems. Our servers keep these logs for at most 30 days, unless we need them longer to investigate a security incident or the law requires us to preserve them. Our website host keeps its own for a limited time. Logs never include your project content.
• Do Not Track. Some browsers send a “Do Not Track” signal. CoordBase doesn’t track you across other companies’ websites or online services, so the signal doesn’t change how CoordBase works. No other company collects information through CoordBase to target ads based on what you do across sites.
• Fonts. coordbase.com loads its fonts from Google Fonts, so your browser connects to Google’s servers, which receive your IP address.
• Early access. If you use the early-access form, it opens your email app with a message addressed to us, and we use your email address only to tell you when CoordBase launches.

13Emails we send

• sign-in codes;
• a notice when a download or backup you asked us to prepare is ready;
• a courtesy reminder 3 days before a free trial ends, saying clearly that you won’t be charged automatically (for a company, to its Managers);
• when your Cloud plan or trial ends, a notice with the date your Cloud data is scheduled to be deleted, then reminders 60, 30 and 7 days before that date (these also appear in CoordBase; for a company, they go to its Managers);
• codes to confirm important actions, such as deleting your account, leaving or closing a company, or changing your email, and a security notice to your old address after an email change;
• a notice if a renewal payment fails, with the date your plan would end and how to fix it, and a notice if a late payment restarts your plan;
• invitations to join a company;
• two emails when you delete your account: one when you delete it, and one when removal is complete; and
• important messages about your account or plan.

Paddle and Apple send their own receipts. We don’t send marketing emails. If we ever offer them, they’ll go only to people who choose to receive them, and you’ll be able to stop them at any time.

14Keeping and deleting information

• On your device: until you delete it. Deleted items move to Recently Deleted, where you can restore them until you delete them permanently. Personal Local projects are never deleted when you sign out. Deleting the app removes its data from that device.
• Your account: for as long as you have it.
• Cloud content: while you use Cloud. When a Cloud plan or the trial ends, or you move to Local, we keep your Cloud copy for at least 90 days, and, with a Personal account, you can download anything that’s only in the cloud to your device without a plan. We tell you when Cloud ends and remind you 60, 30 and 7 days before deletion, by email and in CoordBase (a banner in the app and on the web, and, if you allow notifications, a notification your device schedules itself), each time with the scheduled date. If we ever need to keep something longer to protect your data, the next reminder gives the new date.
• Company projects: while the company uses CoordBase. When a company’s plan or trial ends, or the company closes, its projects become read-only and are kept for at least 90 days, and its Managers can export the company backup. The notice and the reminders go to its Managers. Nothing passes to any individual. Names on company records stay with those records as the company’s business records.
• Prepared downloads: 7 days. They’re removed right away if you delete your account.
• Purchase records: while needed for your plan and for our legal, tax and accounting obligations. Paddle and Apple keep their own records.
• Emails you send us: as long as we need them to help you, keep reasonable business records or meet legal obligations.
• Delete Account: for a Company account, this means leaving the company, as described above. For a Personal account, it’s in the app (Settings → Cloud → Delete Account) or in the web app. It takes two steps on purpose. First it shows what will be deleted and offers to export a backup. Then you confirm with a code we email you and by typing DELETE. It deletes your account, your Cloud data, your web drafts, your Share Links and any prepared downloads. Copies on your devices stay there. Deletion takes effect for you at once: sign-in, Share Links and sync stop straight away. We finish removing your data from our active systems within 30 days, and copies in our backups expire on their normal schedule. We keep only records the law requires, such as billing, tax and security records. To send the email that confirms removal is complete, we keep only your email address, in a deletion record, for up to 30 days, and then delete it.
• Removing a device or browser signs it out and stops its sync. In a Personal account, nothing on it is erased: its files stay there, locked to your account. In a Company account, the company data on it is removed when the device next connects.

Step-by-step instructions are on Delete your data.

15Security

On your device, CoordBase data is kept in the app’s private storage and protected by the encryption built into iPhone and iPad. In CoordBase Cloud, data is encrypted in transit and at rest. Storage is private and reached only through short-lived links that our servers issue after checking your sign-in or, for a shared item, its Share Link, and our logs never include your content. On a shared device, a signed-out Personal Local account’s data stays locked and separate from any other account, and a Company account’s data locks after 72 hours without an access check. Protect your device with a passcode, keep your email account secure because it receives your sign-in codes, and keep backup files somewhere safe. No method of storage or transmission is completely secure, so we can’t guarantee absolute security.

16Age requirement

CoordBase is a professional tool for the construction industry, intended for adults. You must be at least 18, or the age of majority where you live if that’s higher, to create or use a CoordBase account. CoordBase isn’t directed to children, and we don’t knowingly collect their personal information. If you believe a child has given us personal information, contact us and we’ll delete it.

17Your privacy rights

Privacy rights depend on where you live and which laws apply, for example in California, New Jersey or another U.S. state. You may have the right to access your personal information, correct it, delete it, get a portable copy of it, object to or restrict some uses of it, withdraw your consent where we rely on it, appeal our decision on a request, and opt out of its sale, sharing, use for targeted advertising or profiling. Not every right applies everywhere.

• Do it yourself: you can view, correct and export your content in CoordBase at any time, make a complete backup, and delete your account in the app or the web app.
• Ask us: email us from your account’s email address. We may need to verify your identity, or your authority if you’re asking for someone else, before we act on a request. We’ll reply within the time the law requires and explain if there’s a reason we can’t fully meet it. If we decline, you can appeal by replying with “Privacy appeal” in the subject line.
• We don’t sell or share personal information or use it for targeted advertising, so there’s nothing to opt out of. Where the law requires, we’ll still honor browser privacy signals such as Global Privacy Control.
• We won’t treat you differently for exercising your rights.
• Information in a Company workspace. The company may decide how information about you in its workspace is used. If we process it on the company’s behalf, we may pass your request to the company or help it respond.

18Where information is processed

AJRAX is based in the United States, and CoordBase is offered in the United States. Our service providers process information in the United States and possibly other countries. Where the law requires, we use appropriate safeguards for transfers. We’ll update this policy before we offer CoordBase outside the United States.

19Changes to this policy

We’ll update this policy when our practices change, and we’ll change the “Last updated” date at the top. If a change is significant, we’ll tell you in CoordBase or by email before it takes effect.

20Contact us

Questions about this policy or your information? Contact AJRAX LLC, New Jersey, United States, at contact [at] ajrax.com. If your question is about information in a Company workspace, you may also need to contact the company that owns it, because it may decide how that information is used.