Cable Ledger is field-operations software for utility and line-construction companies. This policy explains what personal information Spile Technology, LLC, a Delaware limited liability company and the company that makes and operates Cable Ledger (“Spile,” “we,” “us”), collects through the service and our website, why we collect it, who we share it with, and what you can ask us to do about it.
We do not sell personal information, and we never have. We do not share it for cross-context behavioral advertising. We run no advertising network and no tracking pixels on our product; the error monitoring and the aggregate, cookieless page-view count we do run are described in sections 2 and 9.
1. Who controls your data
Cable Ledger is sold to companies, and most of the personal information in it is about someone other than the person who typed it in. Two different relationships follow from that, and your rights depend on which one you are in.
When your employer subscribes to Cable Ledger, your employer is the controller of the data in their account and we are their processor. Crew rosters, daily reports, timekeeping, compensation records, certifications and job photos are entered by your employer for their purposes, under their instructions. We process that information to provide, secure and improve the service, and for nothing else. If you are a crew member or an emergency contact and you want your information corrected or removed, ask your employer first. They control it, and they can do it themselves inside the product. If you come to us instead, we will refer you to them, and we will help them act on your request.
We are the controller of the account itself: the name and email address of the person who signs up, the organization name, billing records, support correspondence, and the security logs that tell us who signed in and when. For that information the rights in section 8 apply to us directly.
2. What we collect
We collect the following categories of personal information. This list is exhaustive as of the effective date.
Account and identity
- Name, email address and password. Passwords are stored only as a salted hash by our authentication provider; nobody at Spile can read yours.
- Organization name and your role within it, plus which permissions that role carries.
- A mobile number and your text-message consent, only if you give us one and opt in to texts under section 11 of the Terms of Service. Replying STOP withdraws it.
Workforce records, entered by your employer
- Roster details: names, job titles, phone numbers, email addresses, employment status, hire dates and reporting relationships for everyone your employer tracks, including crew who never sign in.
- Emergency contacts: the name, relationship and phone number of a person nominated by a crew member. This is personal information about somebody who is not our user and may not know we hold it; it is restricted inside the product to administrators.
- Compensation: pay rates and classification history.
- Licenses and certifications, entered by your employer: the type, number, issuer, issue and expiry dates, and any copy of the card they choose to attach.
Field and job records
- Daily reports: work performed, quantities, hours, crew assignments, equipment used, and notes.
- Where work was done. When a photo is attached to a daily report, or a pin is dropped on a drawing, we may record where that work was so it can be found again. There are two ways we get that, and they are different enough to describe separately.
From the photo itself. We read the metadata your camera embedded in the file: the time it was taken and, if the camera recorded them, the GPS coordinates. This is passive: the coordinates were already in the file you chose to upload.
From your device, unless you switch it off. Phones do not put GPS into a photo captured through a web page, so the app also asks your browser for your current position when you start a pin on a drawing to mark where work is, and when you take a photo with the in-app camera button.
This is controlled by a switch labeled “Record where I am”, and it is on unless you turn it off. With it on, the app asks your browser for your position at those two moments, and your browser will ask your own permission, which you can refuse. The photo or pin saves normally with no location attached, nothing else changes, and we will not ask again; the app tells you on screen that nothing is being recorded, and where to change it if you later want to. Turning the switch off stops the app asking at all, and clears the position recorded on the pin in front of you. The switch is on every pin form and in the photo dialog, and what you choose is remembered on that device.
We changed this default deliberately, and it is worth saying why. The switch used to be off until you turned it on. That produced work logged from the top of a pole with no location on it, in a product whose purpose is finding that work again, by a person who had never seen the switch. Turning it on by default changes only whether we may ask; it cannot answer for you, and your browser's own permission still stands between the app and your position.
We only ever do this for something you are creating right now. Choosing an existing photo from your library never triggers it, because where you are now says nothing about where an older photo was taken.
A position recorded this way describes where the person was standing, not where the pole or the asset is. The app labels it “Logged from” for that reason, and shows it to you beside the pin or photo it belongs to.
What we never do: track your location in the background, record it when you are not taking a photo, or follow your movements between photos. There is no continuous or passive location tracking in Cable Ledger, and no location is collected when the app is not open and in use.
Precise geolocation is treated as sensitive personal information under some state laws; see section 8. You can strip metadata before uploading, turn the “Record where I am” switch off, decline the browser permission, or turn off location tagging in your camera settings, and the rest of the product works unchanged. Coordinates we hold are shown to you in the app, beside the pin or photo they belong to. - Customer and contract records: client contacts, contract documents, rate sheets and billing estimates uploaded or entered by your employer.
Billing
- Subscription state, seat counts and invoices. We never see or store your card number. Payment details are collected directly by Stripe on their own pages and stay with them; we hold only an identifier for your customer record and the status of your subscription.
Technical and security
- Sign-in and access logs: IP address, timestamp, browser type and the result of the attempt. These exist to detect account compromise and to answer “who changed this record.”
- Error diagnostics when something breaks, which may incidentally include the URL you were on, your IP address and browser type. For a sample of sessions (about one in ten, and every session in which an error occurs) our error-monitoring provider also records a masked session replay: the structure of the page and where you clicked, with every piece of text hidden and every image and video blocked before it leaves your browser, so the replay shows that a form was filled in but never what was typed into it.
- Aggregate page-view counts from our hosting provider’s analytics, which sets no cookie, stores no identifier on your device, and tells us how many times a page was viewed, not who viewed it.
- Bug reports you file from inside the product: your email address, your organization’s name, the page you were on and what you wrote, kept in a private issue tracker our team uses to fix them.
We do not collect: government identification numbers, Social Security numbers, bank account details, biometric identifiers, health information, or any special-category data as defined by GDPR. If a customer types such information into a free-text field anyway, it is their data under section 1 and we ask that they do not.
3. How we use it
We use personal information only for these purposes:
- To provide the product, which is to say, to show your company its own records back to it.
- To authenticate you and keep accounts separated from one another.
- To bill for the subscription and to tell you about changes to it.
- To send transactional email: invitations, password resets, and notices about your account.
- To send the text messages you opted in to under section 11 of the Terms of Service, about your request, your account, onboarding, support and product updates, until you reply STOP.
- To provide support when you ask for it.
- To detect, investigate and prevent fraud, abuse and security incidents.
- To operate and improve the product: how it is used and how it performs, in aggregate or de-identified form, never to build a profile of a person and never to train a model (section 4).
- To comply with law, and to establish or defend legal claims.
We do not use customer content to train artificial-intelligence models, not ours, and not anyone else’s. See section 4.
We do not send marketing email to people who were added to a roster by their employer. Someone who signs up themselves may receive occasional product email and can unsubscribe from it at any time; that has no effect on transactional email, which you cannot unsubscribe from while you have an account, because it is how we tell you your password changed.
If you asked for beta access on our website, we keep the name, company, email address and note you submitted so we can answer you, and we add your address to our announcement list. We use it to tell you when beta access opens and to send occasional product news, and for nothing else. Every one of those emails carries an unsubscribe link; unsubscribing removes you from the list. We do not sell or share the address, and you can have it deleted at any time by writing to privacy@cableledger.com. The list is held by our email provider (section 5).
Where GDPR applies, our legal bases are: performance of a contract for providing and billing the service; legitimate interests for security, fraud prevention and product email, balanced against your rights; legal obligation for tax and accounting records; and consent where we ask for it, which you may withdraw at any time.
4. Artificial intelligence
Cable Ledger uses AI in one narrow place: reading documents you upload so you do not have to retype them. There is one such feature today.
- Rate sheets. Upload a scanned rate card as a PDF and we extract the line items and prices.
How it works, precisely. When you use that feature, our servers give a third-party AI document-reading service a short-lived, expiring link to the file you uploaded; the service reads the document and returns the extracted rows. The file is read for that request and that request only. We do this on our server, not in your browser, so your file is never handed to a third party by your device directly.
What the provider does not do with it. Under the provider’s data-handling terms, documents processed by the service are not used to train their models.
What we do not do. We do not use your documents, photographs, reports or any other customer content to train, fine-tune or evaluate any model. We do not build profiles about individuals. No AI feature in Cable Ledger makes a decision about a person: extraction results are always shown to a human on a review screen before anything is saved, and every field can be corrected. There is no automated decision-making producing legal or similarly significant effects within the meaning of GDPR Article 22.
The feature is optional. The screen that offers extraction also accepts the same information typed in by hand. If you would rather no document of yours left our infrastructure, enter it manually and none will.
Cable Ledger contains no chatbot, assistant or conversational AI, and no feature that generates advice, recommendations or free-form text for a person to act on. The models here read documents and return structured fields. We mention this because it defines the boundary of the previous paragraphs: if we ever add a conversational feature, this section will be rewritten before it ships.
5. Who we share it with
We share personal information with service providers who process it on our behalf, under contract, for the purposes we specify and no others. They are not permitted to use it for their own purposes. If you would like the current list of providers, what each one receives and where it is processed, write to privacy@cableledger.com and we will send it.
In summary, we use providers for: hosting and databases, payment processing, transactional email, error monitoring, bug tracking, and the AI extraction described in section 4.
Services your organization connects itself. An administrator can connect your organization’s own Dropbox account, in which case we copy that organization’s own job files (documents, prints, photographs, completion packages) into a folder in that account, and its own QuickBooks Online company, in which case we send the invoices and client records an administrator chooses to push. In both cases the data goes to an account your organization controls, under its agreement with that provider, and disconnecting stops it. We read nothing back from either.
Links to other websites. Cable Ledger and our website link to sites and services we do not operate. This policy covers only information we collect; once you follow a link, the other site’s own privacy policy applies, and we encourage you to read it.
Beyond those providers, we disclose personal information only:
- To your own organization. Other members of your company’s account see what their permissions allow. Administrators can see more than field crew, including compensation and emergency contacts.
- When the law requires it: in response to a valid subpoena, warrant or court order. Where we are legally permitted to, we will tell the affected customer before we produce anything, so they have the chance to object.
- To enforce our terms and keep the service secure: where reasonably necessary to investigate fraud, abuse or a security incident, or a suspected breach of our Terms of Service, disclosing no more than that requires.
- To protect people: where disclosure is necessary to prevent imminent physical harm or serious financial loss.
- In a business transfer: if Spile or Cable Ledger is acquired or merged, account data would transfer to the acquirer, who would remain bound by this policy until you are given notice of any change. If that ever happens, you will be told before your data moves.
6. Retention and deletion
We keep personal information only as long as it is needed for the purpose it was collected for.
While your account is open
Records stay until someone deletes them. Anything you upload (a photo, a contract, a rate card, a certification image) can be deleted from inside the product by anyone with permission to manage it, and doing so removes the underlying file from our storage, not merely the link to it.
Some records are deactivated rather than deleted, deliberately. Removing a crew member sets them inactive; it does not erase them, because the daily reports they signed and the approvals they gave reference them, and destroying those would falsify your company’s own operational and payroll history. This is a records- integrity decision, not a technical limitation. A deletion request under section 8 is handled differently. See below.
When your subscription ends
- Your data remains available to you for 30 days after cancellation, so you can export it or change your mind.
- After 30 days, we delete or irreversibly anonymize your organization’s data from our production systems within a further 60 days.
- Encrypted backups roll off on their own schedule and are fully expired within 90 days of deletion from production. We do not restore individual records from backups to satisfy a deletion request; we let the backups expire.
- We keep invoices and payment records for as long as tax and accounting law requires, typically seven years. These contain billing contact details, not field data.
Deleting everything, on request
An account owner can ask us to delete their organization’s entire account and all data in it, without waiting for the schedule above, by emailing privacy@cableledger.com from the address on the account. We verify the request, and complete it within 30 days. This is irreversible.
An individual whose information was entered by an employer should contact that employer, per section 1. If you cannot reach them, write to us and we will act as processor to help: we will contact the controller and, where the law places the obligation on us directly, act on it ourselves.
7. How we protect it
- Encryption in transit (TLS) and at rest for databases, file storage and backups.
- Tenant isolation enforced by the database, not just the application. Every organization-scoped table carries row-level security keyed to your organization, so a request for another company’s records fails at the database even if it were to get past the application.
- Least privilege. Roles are defined per organization and enforced on each request. Sensitive tables (compensation, emergency contacts) are restricted to administrators.
- Private file storage. Documents, job photos, certification images and contracts are stored in a private bucket and are reachable only through short-lived links issued to an authorized, signed-in user.
- Two exceptions, stated plainly: profile pictures and organization logos are stored in public buckets, meaning anyone holding the file’s URL can view it without signing in. The URLs are not published or guessable, but they are not secret either. Upload only images you would be comfortable being seen; nothing else in the product is stored this way.
- Payment isolation. Card data never touches our servers.
No system is perfectly secure, and we will not claim otherwise. If a breach affects your personal information we will notify you and the relevant regulators within the deadlines the law sets: 72 hours under GDPR, and without unreasonable delay under US state breach laws.
8. Your rights and choices
Wherever you live, you may ask us to:
- Know what personal information we hold about you and why.
- Access a copy of it, in a portable format.
- Correct anything inaccurate.
- Delete it, subject to the records we must keep by law.
- Object to or restrict processing based on legitimate interests.
- Withdraw consent where we relied on it.
Email privacy@cableledger.com. We respond within 45 days (extendable once by a further 45 where the law allows) and within 30 days under GDPR. We will verify your identity first, using the account email address, and we will not ask you for more information than is necessary to do so.
We will never charge you, degrade your service or retaliate for exercising any of these rights.
If you are in California
You have the rights above under the CCPA as amended by the CPRA, plus the right to opt out of sale or sharing, which does not arise here, because we do neither. We have not sold or shared personal information in the preceding twelve months, and we do not sell or share the personal information of minors.
Sensitive personal information: the only category we handle is precise geolocation attached to photographs, either read from the photo or, for a photo taken in the app, requested from your browser with your permission (section 2). We use it solely to record where work was performed, a purpose permitted without a right to limit under §7027(m), and never to infer characteristics about anyone or to track movement. You may decline the browser permission outright, and you may still ask us to delete coordinates we already hold.
You may use an authorized agent, who must provide written proof of authority.
If you are in the EU, EEA, UK or Switzerland
You have the rights above under GDPR, and you may lodge a complaint with your national supervisory authority. We would prefer you told us first, at privacy@cableledger.com, so we can put it right.
If you are elsewhere in the United States
Comparable rights exist under the Virginia, Colorado, Connecticut, Utah, Texas and other state privacy statutes. We extend the rights in this section to every user regardless of residence, so there is no need to determine whether a particular statute covers you.
9. Cookies and local storage
We use no advertising cookies, no analytics cookies and no cross-site trackers. The page-view count in section 2 sets no cookie and stores nothing on your device, and the error monitoring sets no cookie either. There is nothing to consent to, which is why you are not being shown a cookie banner.
The cookies we do set are strictly necessary:
- Session cookies that keep you signed in. Without these the product cannot work.
- Preference cookies remembering whether your sidebar is collapsed and which project you were last looking at.
Do Not Track and Global Privacy Control. Because we do no cross-site tracking and do not sell or share personal information, there is nothing for these browser signals to switch off; we honor them by default. A Global Privacy Control signal is treated as a valid opt-out request wherever the law requires it.
Cable Ledger also stores data in your browser so that field crews can keep working without a signal: job records you have opened are cached locally on your device and synchronized when you reconnect. That data lives on your device, not with a third party. Signing out and clearing your browser storage removes it.
10. Children
Cable Ledger is a workplace tool sold to businesses and is not directed at children. We do not knowingly collect personal information from anyone under 18, and the Terms of Service do not allow anyone under 18 to use it. If you believe a minor’s information has reached us, write to privacy@cableledger.com and we will delete it.
11. Where data is processed
Cable Ledger is operated from the United States and personal information is stored and processed there. If you would like to know exactly where a particular kind of data is stored, or where our service providers process it, write to privacy@cableledger.com and we will tell you.
If you are in the EEA, UK or Switzerland, transfers to the United States are made under the European Commission’s Standard Contractual Clauses, together with the UK Addendum where applicable. A copy of the clauses we rely on is available on request.
12. Changes to this policy
When we change this policy we update the effective date at the top. For material changes (a new category of data, a new purpose, a new class of recipient) we will give notice by email to account owners, or in the product, at least 30 days before the change takes effect, so there is time to object or to leave. Continuing to use Cable Ledger after that date means the revised policy applies to you.
We will not apply a materially different policy retroactively to information already collected without asking you first.
13. Contact us
For any privacy question, or to exercise a right under section 8:
Spile Technology, LLC
privacy@cableledger.com
This policy is governed by the laws of the State of Delaware, without regard to conflict-of-laws principles. See also our Terms of Service.