Privacy Policy

Last updated: September 9, 2026

1. Who operates this app

The TerraKeep mobile app, the TerraKeep web admin your organization uses, and this website (terrakeep.io) are operated by TerraKeep LLC (“we,” “us”). This policy explains what we collect, why, and your choices. Questions or requests: hello@terrakeep.io.

Each organization that uses TerraKeep runs its own instance. Your organization's instance publishes this same policy at its web admin's /privacy address, naming your organization and its contact. If the two ever differ, the copy your organization publishes governs for that organization's records.

2. What this policy covers

The TerraKeep mobile app, the web admin, the backend services behind them, and this website. It does not cover Apple's or Google's handling of your app download, or any third-party site we link to.

3. Browsing without an account

Where your organization enables public content, such as species and a trail map, or amenities, events, and announcements, you can browse it without an account. We do not require you to sign in or collect personal information to browse. Where an organization enables none of that, the app's features require a staff account.

4. Information we collect

Account information (staff and managers): your name, email address, and role. Passwords are handled by our authentication provider and stored only in hashed form; we never see your password. If you enable two-factor authentication, we store the factor needed to verify it.

Field reports and check-ins (staff): when you submit a condition report, damage report, or check-in, we collect what you enter, including notes, the photos you attach, and, if you allow location access, the precise GPS coordinates of where the report or check-in is made. This location is stored with the record and associated with your account.

Camera: used to scan QR codes at signs and to take photos you choose to attach to reports. We collect photos only when you take or select them.

Location on the trail map: when you view a trail map, your device location is used to show your position. Location is also recorded when you submit field reports or check-ins, as described above.

Diagnostic information: we use an error-monitoring service to find and fix problems. In the mobile app it records crash and error reports (the error, device model and operating system version, app version, and a short trail of the recent screens, taps, and server requests leading up to the error) and limited performance timings, associated with your account ID when you are signed in. On the web admin site it also records, when an error occurs, a replay of the on-screen session; text content is masked by default, and no session replay is recorded in the mobile app.

Automatic technical data: IP address, device or browser type, and timestamps, collected by our servers and (on the web) the diagnostic service. Authentication tokens are stored on your device (secure storage on mobile; browser storage on the web).

This website: if you leave your email address to hear about TerraKeep, we store it together with your browser's user-agent string, and use it only to send you that update. Email us to be removed at any time.

5. How we use information

To operate the app; authenticate you; record and attribute field work, reports, and check-ins; display map positions; communicate with you about the service; diagnose and fix errors; and keep the service secure. We do not sell your personal information, and we do not use it for advertising or cross-app tracking.

6. Who we share information with

We use service providers that process data on our behalf: Supabase (database, authentication, and photo/file storage), Sentry (crash and error monitoring, plus session replay on the web admin), and Expo / EAS (mobile app delivery and updates). Our websites are served through Cloudflare. These providers process information only on our behalf, under agreements that require them to protect it and use it solely to provide their services to us. The app is distributed through the Apple App Store and Google Play, whose own privacy terms cover the download. We may also disclose information if required by law. We do not sell personal information.

7. Data retention

We keep account information for as long as your account is active and as needed to operate the service and meet legal or operational obligations. Field reports and check-ins, including any photos and location coordinates attached to them, are retained as operational records of your organization. Diagnostic data, including session replays, is retained on a short, rolling basis by our monitoring provider.

8. Your choices and rights

You can ask us to access, correct, or delete your personal information by emailing hello@terrakeep.io; when we delete your account, records you created are retained but de-identified from you. You can revoke camera or location access at any time in your device settings (some features won't work without them). Depending on where you live, you may have additional rights under applicable state privacy law; contact us to exercise them.

9. Children

The app's staff features require an account and are intended for adults. Public browsing collects no personal information. We do not knowingly collect personal information from children under 13; if you believe a child has provided us personal information, contact us and we will delete it.

10. Security

Data is encrypted in transit and at rest by our managed providers, and authentication tokens are kept in your device's secure storage. No system is perfectly secure, but we work to protect your information.

11. Visitors outside the United States

The app is operated from and intended for use in the United States. If you access it from elsewhere, you do so on your own initiative and are responsible for local law.

12. Changes to this policy

We may update this policy. We will revise the “Last updated” date above and, for material changes, provide notice in the app.

13. Contact

TerraKeep LLC · hello@terrakeep.io