Draft for legal review. This updated policy names the company that runs Aerie and adds voice transcription and payments. Until it's approved, the commitments of the October 25, 2026 policy still apply.

Privacy policy

Last updated November 2, 2026

Hawk Aerie (“Aerie”) is a work app for property care and trade companies and their crews. It’s run by Porter Solutions LLC, an Idaho company (“we”, “us”). This policy explains what information Aerie keeps, how it’s used, who else handles it, and the choices you have. It covers the Hawk Aerie iPhone app, the Aerie web app and the website at hawkaerie.app.

Companies use Aerie for their own teams. A company’s admins add its people. If you use Aerie through your company, your company decides what goes into it, and we handle that information on your company’s behalf, under our agreement with it (see the data processing addendum).

Information we keep

• Your account: your name, work email, phone number if added, your role, and the company you belong to.
• Your company’s account: the company’s name, address and contact, and, if it pays for Aerie, its billing details (see Payments below).
• Your work: tasks, comments, checklists, notes, logs, routes, and time clock entries (when you clock in and out, breaks and notes). Aerie also records who changed what, and when, in an activity log your company’s admins can read.
• Documents your company files for a client, such as contracts, insurance papers and reports.
• Photos and videos taken or added in Aerie, with when and where they were taken and the property they belong to. Videos can include sound.
• Voice notes and recordings, if your company uses Aerie Notes: the audio you record, its written transcript, and the summary and suggested tasks made from it. See Recordings below.
• Questions you ask Ask Aerie, if your company turns it on, and its answers. The conversations are kept with your account until you delete them.
• Your company’s clients and properties: names, phone numbers, email and street addresses, and access notes such as gate or door codes, as your company enters them.
• Location, while you use Aerie: to suggest the property you’re at and file photos there.
• Location on the time clock: unless your company’s admin turns it off (Settings → Time clock), Aerie records where you are when you clock in, switch jobs and clock out. It’s kept with that time entry for as long as your company keeps its time records, it can be seen by people in your company (the time clock’s screens show it to those who manage time), and it’s included in time exports. Aerie doesn’t follow you between those moments.
• Arrival alerts, if you turn them on: your iPhone notices when you reach a stop on today’s route, even with Aerie closed, and shows a notification. Arrivals are kept only on your phone.
• A notification token, if you allow notifications, so Aerie can send them to your device.
• Technical information: our service providers keep basic logs, such as IP address, device and app version, and the time of each request, for security and to fix problems.
• On your device: Aerie stores your sign-in and a copy of your company’s upcoming work on your phone or browser, so it works without signal. On the web it also sets one cookie, which says only that someone is signed in on that browser so hawkaerie.app opens the app. Aerie uses no advertising or tracking cookies.

How we use it

• To run Aerie for your company: showing tasks and properties, filing photos, planning routes, sending notifications (assignments, urgent tasks, mentions and reports), writing out recordings, making photo reports and invoice drafts, and keeping time records for payroll.
• To bill your company for Aerie, if it pays for it.
• To keep Aerie secure, prevent misuse, and fix problems.
• To answer you when you contact us, and to tell your company’s admins about changes to Aerie or to this policy.

We don’t sell personal information or share it for advertising, and one company’s information is never used for another company.

Recordings

• Aerie records only when you start a recording, and shows that it’s recording until you stop.
• When you record a conversation, Aerie first asks you to tell everyone they’re being recorded, and keeps that announcement at the start of the recording. Some states require everyone’s consent to record a conversation; your company is responsible for following the law where its crews work.
• Unless your company turns the AI helpers off, and once you’ve allowed AI help (Aerie asks before your first recording), the audio is sent to Cloudflare to be written out, and the transcript to Anthropic to be summarised and turned into suggested tasks (see below). For an AI Video, small still frames from the video also go to Anthropic so it can pick the photos. With the AI helpers off, the audio is kept without a transcript, or written out on your iPhone itself where it can.
• A recording is private to the person who made it. They can share it with people on their team, who then see its transcript, summary and suggested tasks. Only the person who made it can play its audio, or an AI Video’s video: no one else in Aerie can, including the people it’s shared with, your company’s admins and Aerie support. Photos from an AI Video join the team’s photos when its maker adds them.
• The audio is deleted 30 days after it’s recorded. The transcript and summary are kept with your company’s records until it deletes them. Your company’s data export includes transcripts but not the audio or videos.
• Aerie doesn’t identify people by their voice.

Who we share it with

• People in your company, according to their role. Your company’s admins can see and manage its team, its work and its records.
• Your company’s clients see a photo report only when your company shares one with them by link.
• Apps you connect yourself. If your company allows it and you connect your own Claude or ChatGPT account to Aerie, that app can read and change what your company lets it, as you. What it reads goes to that app’s maker and is kept with your own account there, under its terms, not this policy. You can disconnect it any time in Settings → Connected apps.
• Your calendar app, if you add your Aerie calendar link to it (Google, Apple, Outlook or another). Your calendar’s provider then receives your tasks’ and routes’ titles, times, notes, addresses and the people on them, and keeps them under its own terms.
• Service providers that run parts of Aerie for us. Each gets only what its part needs, may use it only to provide that part, and must protect it. The full list, with where each one is, is on our subprocessors page:
  • Supabase: the database and sign-in
  • Cloudflare: the website, storage for photos, videos, recordings and backups, and writing out voice notes and recordings (speech to text, with Deepgram’s Nova-3 or OpenAI’s open Whisper model run on Cloudflare’s own servers), if your company has the AI helpers on. For that it receives the audio and the names of your company’s properties, clients and team so it spells them right; it doesn’t use it to train AI and doesn’t keep it.
  • Resend: the emails with your sign-in code
  • Apple and Expo: notifications to iPhones, and app updates
  • Apple Maps, OpenFreeMap, the US Geological Survey, komoot’s Photon and the US Census Bureau: maps and address lookups (they receive addresses, search words and map areas, not your account)
  • Apple WeatherKit and the US National Weather Service: forecasts for the day’s work (they receive the locations of the properties, not your account)
  • Anthropic: the AI helpers (Write with AI, Read with AI, Link with AI, tasks from a log, summaries of recordings, photos picked from an AI Video’s still frames) and Ask Aerie, if your company uses them. Aerie asks your permission before your first use and keeps your answer (you can withdraw it any time in Settings → Your profile), then asks before each use, saying what it will send: the text you’re working on and the records it needs, which can include tasks, notes, logs, transcripts, property and client names and addresses, client contacts, house notes, team names and, for those who manage time, time records. Gate and alarm codes are never sent. Anthropic doesn’t use it to train its AI. It deletes it within 30 days, or keeps it up to 2 years if it’s flagged in a safety review.
  • Stripe: payments, for companies that pay by card or bank account. Stripe receives the company’s billing name, email and address and its payment details; we never see full card numbers.
  • Intuit QuickBooks: invoice drafts and time entries, only if your company connects QuickBooks
  • CompanyCam: only if your company brings its CompanyCam photos and projects into Aerie
  A company’s admin can turn the AI helpers, Ask Aerie and connected apps off. More in AI in Aerie.
• For legal reasons: when the law requires it, or to protect someone’s safety or the security of Aerie.
• If Aerie changes hands: if Aerie, or the business that runs it, is sold or transferred, its information may go with it, and this policy keeps applying to it.

Payments

When a company pays for Aerie, Stripe handles the payment. We keep the company’s plan, the number of people, its billing contact and address, its tax ID if given, and its invoices and payment history (for example “paid by Visa ending 4242”). Employees never pay for Aerie, and the iPhone app takes no payments.

Where it’s kept

Aerie is run from the United States. Its database is in the United States (Oregon), and photos, videos, recordings and backups are stored in North America. Some service providers may process information in other countries under their own safeguards (see the subprocessors page).

How long we keep it

As long as your company uses Aerie, or until your company deletes it.

• Most deleted items (properties, projects, tasks, photos, clients and their documents) go to the Trash for 30 days and are then deleted for good. Some things are deleted at once, such as comments.
• Recording audio is deleted after 30 days; transcripts stay with the company’s records.
• Time records are kept with your company’s records: employers must keep time and pay records for 2 to 3 years.
• The activity log keeps each change for a year, including what a deleted item said, so a company can see what happened to its records.
• When someone is removed from a team, their access ends at once; after 30 days their email, phone number and sign-in are erased, and their name stays on the work they did, as part of the company’s records.
• Backups: a company can keep its 8 latest backups inside Aerie, and encrypted copies are kept off-site for up to a year, so information deleted from Aerie can remain in those copies until they expire.
• If your company stops using Aerie, it can download its information for 30 days; after that we delete it (backups expire as above).

Your choices

• Location, camera, microphone, photos and notifications can be turned off any time in your iPhone’s Settings → Hawk Aerie, or in your browser’s settings. Aerie still works; it just asks you instead.
• Deleting your account: in Aerie, open your profile (Menu → your name) and choose Delete my account. You’re signed out at once, and your sign-in, email, phone, Ask Aerie chats, calendar links and voice-note recordings (their audio and transcripts) are erased within 7 days. Your company keeps your time records (the law requires it) and the work you did for it, with your name on them.
• To see or correct your information, ask your company’s admin, or email us. For information your company controls, we’ll work with your company to answer your request.

Security

Information travels over encrypted connections and is stored encrypted, with access controls. Each company’s information is kept apart from every other company’s. Door and gate codes are shown only to people who need them, and each view is logged. No system is perfectly secure, but we work to protect your information, and we’ll tell affected companies promptly if their information is compromised.

Children

Aerie is a work app for businesses and isn’t directed to children under 13. We don’t knowingly collect information from them.

Do Not Track

Aerie doesn’t track you across other apps or websites, so it works the same whether or not your browser sends a Do Not Track signal.

Changes to this policy

If this policy changes, the new version will be posted here with its date. If a change is significant, we’ll also let the companies that use Aerie know before it takes effect.

Contact

Questions or requests: privacy@hawkaerie.app. Porter Solutions LLC, Idaho.