Last Updated: October 27, 2026
1. Introduction
Talona keeps one record of what happens on a construction site. Crews keep texting the way they do now and the office sees every change, issue and photo in one place. Doing that means handling personal data. This Privacy Policy explains how.
Talona is built for construction businesses, not for personal or household use. In this policy Talona, Inc. ("Talona" or "we") means Talona, Inc. and "you" means the person whose data it is.
Questions about this policy or how we handle data can go to kacper@talona.ai. See Section 15 for our contact details.
2. Scope of this Privacy Policy
This policy covers personal data we handle as a controller. That means data from our websites, the rework estimator, Field Notes, sales conversations and the accounts we run for customers.
When a customer connects Talona to a site group we read what is shared there on that customer's behalf. For that content we are a processor and the customer is the controller. Our contract with the customer governs it. If you're in one of those groups and have a question about your data, ask the builder who added Talona. We'll help them answer you.
This policy doesn't cover services from other companies that you use alongside Talona, such as WhatsApp. Their own privacy policies apply.
3. Personal Data We Process
What we process depends on who you are and how you use Talona. The table gives an overview. Not every row applies to everyone. Sections 4 to 6 have the detail.
| Person or interaction | Products or context | Personal data we process | Main purposes (see Section 5) |
|---|---|---|---|
| Website visitors | talona.ai and the cookie banner | IP address; browser and device; pages visited; approximate country from your IP address; your cookie choices | Run and secure the website; decide whether to ask for cookie consent; remember your choices |
| People who use the rework estimator | The rework estimator | The website address you enter; numbers you type; public information on that website; public building permit records for the company | Produce your estimate; prevent abuse; fix and improve the estimator |
| Field Notes subscribers and people who contact us | Field Notes; demo requests; the contact form; calls with our team | Work email; name; company, role and size; phone number if you give it; what you tell us | Send Field Notes; reply to you; arrange and hold demos and calls |
| Customer administrators and users | The Talona service | Name; work email and phone number; company and role; login and usage data | Provide and support the service; keep accounts secure; billing |
| People in site groups a customer connects | WhatsApp groups and other site channels | Name or display name; phone number; messages; photos; voice notes and their transcripts; documents | Processed for the customer to keep the job record and flag changes (see Section 2) |
4. Sources of Personal Data We Collect
A. Personal Data You Provide to Us
You give us data when you enter your email, sign up for Field Notes, request a demo, set up an account or contact us. You also give us data when you type numbers into the estimator.
B. Personal Data Collected through the Services
When a customer connects a site group Talona receives the messages, photos, voice notes and documents shared there. We also log how the service is used so we can run and secure it.
C. Personal Data Collected When You Visit our Websites
Our hosting provider records your IP address, browser and the pages you visit. We use your IP address to work out your country so we know whether to ask about cookies. The estimator also uses it to limit how often it runs.
D. Personal Data from Third Parties and Public Sources
When you use the estimator we read public pages of the website you enter. If we can't load them ourselves Exa reads them for us. We also look up public building permit records published by cities and counties.
5. How We Use Personal Data
We use personal data to:
- run the estimator and show you the result
- send Field Notes and the updates you asked for
- reply when you contact us and arrange calls
- provide, support and bill for the Talona service
- keep our services secure and prevent abuse
- fix problems and improve our products
- meet our legal obligations
We don't sell personal data.
6. Disclosure of Personal Data
We share personal data with service providers that help us run Talona. They may use it only to do work for us.
- Vercel hosts our website and keeps server logs.
- OpenRouter passes estimator requests to AI model providers. Those providers read the text of your website to produce the estimate.
- Exa reads public web pages when we can't load them ourselves.
- Substack runs Field Notes. When you sign up your email goes to Substack and its own privacy policy also applies.
- Resend delivers email from our website to our team, such as demo requests and contact messages.
- Email and messaging providers carry messages for the Talona service.
We may also disclose data when the law requires it or to protect our rights, our users or the public. If Talona is sold or merged personal data may pass to the new owner and stay covered by this policy.
7. Your Rights and Choices
A. Access, Correction, Deletion and Objection
Depending on where you live you can ask us to:
- give you a copy of your personal data
- correct it
- delete it
- limit how we use it or object to our use of it
- send it to you or another company in a common format
- stop using it where you gave consent
Email kacper@talona.ai to make a request. We may need to confirm who you are first and will reply within one month.
B. Communication Preferences
Every Field Notes email has an unsubscribe link from Substack. You can also email us to stop receiving them.
C. Cookies and Similar Technologies
We keep a little information in your browser so the site works. It remembers your cookie choice and whether you closed the announcement bar. This is always on.
Optional analytics and marketing cookies load only if you agree. We ask visitors in the EU, the EEA, the UK and Switzerland before setting any. You can change your choice at any time with Cookie settings at the bottom of every page.
8. International Data Transfers
Some of our service providers are in the United States. When personal data leaves the EU, the EEA, the UK or Switzerland we rely on an adequacy decision such as the EU-US Data Privacy Framework or on the EU Standard Contractual Clauses.
9. Lawful Basis for Processing Personal Data
Where EU or UK data protection law applies we rely on these lawful bases:
- Consent for Field Notes and optional cookies. You can withdraw it at any time.
- Contract to provide the Talona service to our customers and their users.
- Legitimate interests to run the estimator, reply to enquiries, secure our services and improve our products. You can object to these uses (see Section 7).
- Legal obligation where the law requires us to keep or disclose data.
10. Automated Decision-Making and Artificial Intelligence
Talona uses AI models to read site messages, transcribe voice notes, describe photos and draft answers and alerts. The estimator uses AI to read the website you enter.
These outputs help people do their work. We don't make decisions with legal or similarly significant effects about anyone based only on automated processing. AI can be wrong, so the people using Talona review anything important before acting on it.
11. Security
We encrypt data in transit, limit who can access it and choose providers with strong security programs. No system is perfectly secure. If a breach puts your data at risk we'll tell you and the authorities as the law requires.
12. Use by Minors
Talona isn't meant for anyone under 16 and we don't knowingly collect their personal data.
13. Retention
We keep personal data only as long as we need it for the purposes in this policy or as the law requires.
| Record category | Retention period or criteria |
|---|---|
| Field Notes sign-ups | Until you unsubscribe |
| Estimator requests | Only in our server logs |
| Server logs | For the limited time our hosting provider keeps them |
| Cookie choices | 12 months. Then we ask again |
| Customer account data | For the length of the contract and afterwards as long as the law requires |
| Service content from site groups | As set out in the customer's contract. Then deleted |
14. Changes to this Privacy Policy
We'll update this page when our practices change and change the date at the top. If a change is significant we'll tell you by email or on the site before it applies.
15. Contact Us; Data Controller
Talona, Inc. is the controller of the personal data described in this policy, except for service content as explained in Section 2.
- Talona, Inc., 131 Continental Dr, Suite 305, Newark, DE 19713, USA
- Email: kacper@talona.ai
- Contact form: talona.ai/contact
16. Additional Information for California Residents
If you live in California you have the right to know what personal data we collect, use and disclose. You can also ask us to correct or delete it. The categories we collect and why are set out in Section 3.
We don't sell personal data or share it for cross-context behavioral advertising. We don't use sensitive personal data to infer characteristics about you. You can make a request yourself or through an authorized agent and we won't treat you differently for doing so.
17. Additional Information for EU, EEA, UK and Swiss Residents
You have the rights in Section 7. If you're unhappy with how we handle your data you can complain to the data protection authority where you live or work. We'd like the chance to help first, so please contact us.