Privacy Policy

Effective date: September 25, 2026

This policy covers champentra.com; app.champentra.com, including business workspaces, the customer portal, and the request pages ChampEntra hosts for businesses; and the ChampEntra apps for iPhone and Android. ChampEntra provides these services to service businesses, such as contractors and wellness practices, and to their staff and their customers or clients. Each business controls the records in its own workspace.

Information submitted through the public website

Project-request forms may collect a name, business or organization name, email address, phone number, requested service, service area, city or town, planning range, preferred contact method, veteran-owned or veteran-operated status when selected, and project details. ChampEntra uses this information to review the request, communicate with the requester, prepare project discussions, and maintain business records.

Client requests sent to a business

A business that uses ChampEntra can receive requests from people who want its services. A request reaches the business’s workspace from the business’s request page at app.champentra.com, or from the business’s own website form, booking tool, or form service (such as Zapier or Make) that the business connects to its workspace with a private key. A request can include a name, email address, phone number, and address. A request from a connected tool can also include the service requested, a preferred time, and notes. The request page also records the web page and campaign links the visitor arrived from and their browser details, uses a Cloudflare Turnstile security check to block automated submissions, and lets the visitor choose to receive text messages about the request from that business, as described under Text messages and mobile information below.

Only the business’s owners and administrators, and ChampEntra IT support, can see its requests, and only after signing in with two-step verification. A request from a connected tool also sends the business’s owners and administrators a notification that does not include the request’s details. The business decides whether to follow up, and it can add the person as a customer or client in its workspace.

Information inside business workspaces

Depending on the business and the features it uses, a workspace may contain account details; customer or client records; client requests; schedules and appointments; time-clock records and other work activity; shift location information; notes, reports, photos, receipts, and documents; bids, contracts, and e-signatures; invoices, expenses, and payment records; team messages; and other operational information supplied by the business or its authorized users.

A wellness practice’s workspace can also hold client preferences, session notes, and session concerns. These can include comfort or health details that a client shares with the practice, such as focus areas or pressure preferences. The practice decides what it records.

When someone signs a document electronically, ChampEntra records the name they sign with, the time, and their IP address and browser details as evidence of the signature. ChampEntra IT support can access workspace information to operate and support the service.

How information is used

Information is used to provide and support the requested website or application, authenticate users, operate company workflows, troubleshoot problems, protect accounts, maintain audit records, and comply with applicable business or legal obligations.

Sign-in history, app activity, and feedback

For staff accounts, ChampEntra records each sign-in with its time and the device’s browser details, and keeps an activity log of actions taken and workspace screens opened. A workspace’s owners and administrators can review their own workspace’s recent sign-ins and activity. The ChampEntra team can review this history for every workspace and uses summaries of it, such as how many people were active and which screens were used most, to support businesses and understand how the apps are used. The ChampEntra apps do not show ads and contain no advertising or third-party analytics software, although the Google Maps SDK described below collects its own usage and diagnostic data for Google.

Staff can send feedback, such as praise, ideas, or problems, to the ChampEntra team from their workspace. It goes to ChampEntra, not to the company’s managers. Feedback sent with a name keeps the sender’s name and role. If the sender chooses Send anonymously, no name, role, or account link is saved with it, and it does not appear in the sender’s own list of feedback.

Your device and the apps

The ChampEntra apps keep your sign-in in the phone’s secure storage. Face ID, Touch ID, or fingerprint unlock is optional and is checked by your phone; ChampEntra never receives biometric data. On the web, if Keep me signed in on this browser is on when you sign in, app.champentra.com keeps your sign-in in an encrypted cookie that page scripts cannot read; turn it off on a shared or public computer. The apps can keep an encrypted copy of your workspace or portal information on the phone so it stays available without a signal.

The apps ask for camera or photo-library access only when you choose a feature that needs it, and they do not request access to your contacts or microphone. If you allow notifications, ChampEntra stores your device’s notification token and sends notifications through Apple’s or Google’s push service, or your web browser’s.

Text messages and mobile information

When you choose to receive text messages from ChampEntra or from a business using ChampEntra, we may collect your mobile number, consent record, message preferences, and delivery status. Messages may include appointment updates, estimate and bid notifications, invoice or payment reminders, contract status, and customer support responses. Message frequency varies by activity. Message and data rates may apply. Reply STOP to opt out or HELP for help.

ChampEntra does not sell or share mobile phone numbers, SMS consent records, or text-message opt-in data with third parties or affiliates for their own marketing or promotional purposes. We may share this information with communication providers only as needed to deliver the requested messages, protect the service, or comply with law. You can withdraw SMS consent at any time by replying STOP or contacting us.

When you agree to text messages on a web form, the consent record also keeps the consent wording you agreed to, the page and time, and your IP address and browser details.

Location and work-activity information

Work-activity information, such as clock-in, clock-out, and break times, and job or session notes, reports, and photos, is collected when an authorized user records it in a workspace. ChampEntra reads a device’s location only for the optional shift GPS described below. The business is responsible for communicating its workplace policies to its staff.

Optional shift GPS for staff

Shift GPS is optional and is only for staff who use a company’s ChampEntra time clock. Customer accounts never use it. It stays off until the employee reads the in-app disclosure, checks the box to agree, and allows location access. In the ChampEntra apps for iPhone and Android, the employee must also allow location access Always (on Android, Allow all the time) with precise location on, because ChampEntra then records precise location in the background: whenever the employee is clocked in and not on a break, even when the app is closed, not in use, or the screen is locked. While it runs, Android shows a persistent “ChampEntra shift tracking” notification and iPhone shows its location indicator. The phone’s motion sensors are used only to detect movement and save battery during tracking; motion data is not uploaded. In a web browser, shift GPS works only while ChampEntra is open on screen.

Each location point holds the coordinates, the phone’s accuracy estimate, the time, and whether the phone reported the location as simulated, and it is linked to the employee and the shift. Location is used only for employee timekeeping and shift coverage. ChampEntra does not use, sell, or share location for advertising, marketing, analytics, or cross-app tracking.

Who can see it. Only that company’s workspace owners and administrators, ChampEntra IT support, and foremen or supervisors (in a practice, lead therapists or coordinators) the company has given team-location access can see an employee’s shift location, and only after signing in with two-step verification. Customers and other employees cannot see it.

When it stops. Collection pauses when the employee starts a break and stops when they clock out, sign out, or turn off shift GPS. Turning shift GPS off also deletes any points still waiting on the phone to upload.

How long it is kept. Without a signal, unsent points wait in the app’s private storage on the phone for up to 7 days (no more than 20,000 points) and upload when service returns. Points stored on ChampEntra’s servers expire 90 days after they were captured and are then deleted by an automatic job that runs every 15 minutes. Missing or late points show as coverage gaps, not as proof that someone stayed in one place.

Optional Google map sharing

Sharing shift location with Google is a separate choice. It is off until the employee turns on Google map sharing in the app; turning on shift GPS does not turn it on. Only eligible points captured after that choice can be used, and no point goes to Google until a workspace owner or administrator, or ChampEntra IT support, chooses to load the team map or look up an address.

Live team map. When one of them chooses Load live team map, ChampEntra’s server works out the area that covers up to 50 current, accurate, on-clock points and requests a road map image of that area from the Google Maps Static API. The request carries only the map’s center point and zoom level, not worker names or pins; when only one person is on the map, that center point is their location. ChampEntra draws the pins itself. While the map is on screen, the pins update from ChampEntra’s servers about every 5 seconds, and a new map image is requested when the area shown needs to change, and otherwise about once a minute. The map then opens with the Team screen for that viewer until they choose Stop live map. To keep the map current, ChampEntra’s server holds each person’s newest eligible point apart from their location history, and removes it when they start a break, clock out, sign out, or turn off shift GPS or Google map sharing. In the iPhone and Android apps, Open live map shows the same points on an interactive map drawn with the Google Maps SDK. The SDK loads map imagery for the area shown from Google and also collects device identifiers and usage and diagnostic data for Google.

Nearest address. Show nearest address sends one current point to the Google Geocoding API, and only when the phone reports an accuracy of 50 meters or better. The result is labeled as the nearest mapped address, not proof of a specific property.

The employee can turn off Google map sharing at any time, and turning off shift GPS turns it off too. Google’s handling of this information is described in the Google Privacy Policy.

Maps for customer addresses

For businesses that work at their customers’ properties, a customer record without an uploaded photo shows a Google Street View image of the property. To get it, ChampEntra’s server sends the property address to the Google Street View Static API and keeps the image in its web cache for up to one day. Choosing Directions opens the address in Apple Maps on an iPhone or iPad, or in Google Maps on other devices.

Optional AI phone receptionist

A company can choose to turn on an AI phone receptionist for its business phone number. The greeting tells callers that they are speaking with an AI assistant, that the call is transcribed so the assistant can respond, and that they can say “person” at any time to request a callback from a human. If the company saves transcripts, the greeting also says that a text transcript may be saved.

Twilio processes the call audio and transcription. ChampEntra sends the conversation text the assistant needs to respond to its AI provider, OpenAI. If the company allows scheduling, the assistant can check that company’s ChampEntra schedule for open times and, after the caller confirms, book an estimate appointment in the company’s workspace with the caller’s name, phone number, property address, and email if given. If a caller asks for a person, or the assistant cannot help, it records a callback request with a short note for the company.

ChampEntra keeps a record of each call in the company’s workspace: the caller’s and the business’s phone numbers, the call’s status and times, and any callback request. ChampEntra does not record call audio, and the working copy of the conversation used during the call is deleted when the call ends. A text transcript is saved in the company’s workspace only if the company turns on transcript saving, which is off by default; the company then chooses to keep transcripts for 1 to 365 days, and a daily job removes them after that. Call information is not used for advertising. Callers should not give payment-card or other highly sensitive information to the AI receptionist.

Service providers and security

ChampEntra uses service providers to run the website, apps, and workspaces: Supabase (database, sign-in, and file storage), Cloudflare (web hosting and the Turnstile security check on public forms), Twilio (text messages and phone calls), Resend (email), Stripe (online payments and subscriptions), Apple’s, Google’s, and web browsers’ push services (notifications), Google Maps Platform (maps, addresses, and Street View images), and OpenAI (the optional AI phone receptionist). When a business offers online payment of an invoice, you pay on a checkout page hosted by Stripe; ChampEntra records the payment’s amount, status, and Stripe reference, not card or bank account numbers. Some pages of champentra.com use Google Analytics to measure visits, with Google signals and ad personalization turned off.

A business can also connect QuickBooks Online or Google Calendar. QuickBooks then receives the business’s customer or client records, invoices, and settled payments. Google Calendar receives the business’s appointments, with their titles, times, addresses, and notes, and ChampEntra copies that calendar’s events into the workspace. Nothing is sent to either service until the business connects it.

Reasonable safeguards are used, but no online system can be guaranteed completely secure.

Data sharing and advertising

ChampEntra does not use private workspace information or SMS consent data for third-party advertising. Information may be shared with service providers necessary to operate the system, when directed by the business, or when required by law.

Retention and requests

Information may be retained while needed to provide services, support the client relationship, maintain business records, resolve disputes, or meet legal obligations. Requests to review, correct, or discuss information can be sent to support@champentra.com or (931) 691-5685. To delete an account, see Delete your ChampEntra account.

Delete your ChampEntra account

You can delete your own ChampEntra account in the ChampEntra app, or ask ChampEntra to delete it by email. Deletion is permanent and cannot be undone.

Customer portal accounts

If a business invited you to its ChampEntra customer portal, sign in to the portal, open Account & privacy, select Delete customer account, and confirm. This immediately removes your login, portal memberships, device registrations, notification preferences, portal notifications, and portal messages.

Staff and owner accounts

Sign in to your company workspace in the ChampEntra app, open Settings, then Your account, select Delete account, type DELETE, and select Delete my account. This immediately and permanently removes your login and clears the personal details on your profile: name, email, phone, employee number, hire date, emergency contact, and any pay, payroll, or bank details. Deleting the account also signs you out, which stops shift GPS on that device. If the phone still holds work saved offline, the app asks you to let it sync first so timesheets are not lost. A workspace’s last active administrator must first add another Owner or Admin, or email support@champentra.com to close the workspace and that account.

Request deletion without the app

Customers, staff, and owners who cannot sign in, or would rather not use the app, can email support@champentra.com from the email address on the account and ask for their ChampEntra account to be deleted. Say whether it is a customer portal account or a staff or owner account, and name the business it is connected to. ChampEntra will verify the request, delete the account as described on this page, and confirm when it is complete.

What is kept after deletion

For a staff or owner account, the work records the account created stay with the business because it needs them for payroll, billing, disputes, and legal obligations. They include timesheets, schedules, time-off requests, job or session notes and photos, team messages, and location-consent records, and they are attributed to a de-identified “Deleted account” entry. Some records keep a name exactly as it was given at the time: the name typed on an e-signature, and the name and role on feedback sent to the ChampEntra team without choosing Send anonymously. ChampEntra’s audit log keeps its entries about the account, such as when it was invited, changed, or deleted, with the name or email recorded at the time; the deletion entry records the account’s name, email, and role, so there is a record of which account was deleted and when. Shift-location points already on ChampEntra’s servers are not deleted early; they are removed automatically when they reach 90 days.

For a customer portal account, the business keeps its own records, such as project, bid, invoice, payment, appointment, document, and audit records, when they are needed for the customer relationship, business records, dispute resolution, or legal obligations.

Records kept with a business remain for as long as that business keeps its business records in ChampEntra or the law requires. Questions about them can be sent to support@champentra.com.

Changes

This policy may be updated as ChampEntra services and legal requirements change. The current version will be posted on this page.