Privacy Policy

Two kinds of data, and why the difference matters

There are two very different sets of information in Galaxy Unit, and they are treated differently throughout this page.

• Your data. Your name, your email address, your business details. You gave these to us directly, and we decide how they are used.
• Your customers’ data. The contacts, jobs, quotes, invoices, photos and notes you keep in your workspace. These are yours, not ours. We store and process them on your instructions so the software works. You decide what goes in, how long it stays, and when it is deleted. If one of your customers asks what you hold about them, that question is for you — we will help you answer it.

What we collect

When you sign up

Your name, email address and password. The password is handled by our authentication provider and is never visible to the application or to us.

When you set up your business

Business name, logo, phone, email, website, address, tax registration number, e-transfer email, tax rate, currency, timezone and language. This is the information that appears on the quotes and invoices you send.

What you put into the product

Contacts and their phone numbers, email and billing addresses; jobs; quotes and invoices, including a frozen copy of both parties’ details on each document you send; expenses and receipt photos; job photos; team members and their hours.

What is recorded without you typing it

• Crashes. When something breaks in your browser we record the error, the page it happened on, and your device type, browser and screen size. This is how we find faults that only happen on some phones.
• Activity history. Changes to records in your workspace are logged with who made them and what changed, so you can see the history.
• Copilot use. If you use the AI assistant, we store the text of your question (up to 1000 characters) and which action it took, so we can find out why it answered badly. We do not store its answers.
• Voice. Length and cost of a voice conversation. No audio and no transcript are stored by us.
• Enquiries from your website, if you connect it: the details the person filled in, which page they came from, and their IP address. The IP is attached to the enquiry so you can tell a real person from a script; it is never shown in the browser and is not used to build a profile.
• Visit counts, if you connect your website: totals only, grouped by day, page, source and device. No IP address is read or stored, and the small identifier used to avoid counting one person twice stays in that visitor’s own browser and is never sent to us.

Artificial intelligence — said plainly

Our providers today are Anthropic (text and photos) and OpenAI (voice and speech). Both are in the United States. If you supply your own provider key in settings, your requests go to your own account with that provider instead.

We do not train any model on your data, and no such capability exists in the product. Copilot never writes to your workspace on its own: it proposes an action and waits for you to confirm it.

If you would rather nothing left for an AI provider, do not use Copilot. The rest of the product works without it. The full picture — what the AI cannot promise and what stays your decision — is the AI & Data Use Notice.

Who else handles your data

• Supabase — database, sign-in and file storage.
• Vercel — runs the application.
• Anthropic and OpenAI — the AI features described above.
• Resend — sends email, such as a support reply or a team invitation.

These companies process data on our behalf so the product can run; the full list, with regions and what each one sees, is on the Subprocessors page. We do not sell your data, and there are no advertising or analytics trackers inside the application — your customers, jobs and money are never shown to an ad network. The public website is different; the next section explains it.

Cookies on the public website

On galaxyunit.app (the marketing pages, sign-up and the setup wizard — not the product itself) we use cookies in three groups. The banner you see on your first visit lets you accept all, keep only the necessary ones, or choose. Declining is one tap, the same as accepting. The complete inventory, and a button to change your choice, is the Cookie Notice.

• Necessary — always on. Signing in, security, remembering your cookie choice, and a small note of where your first visit came from (the referring site's name, any utm_ campaign tags in the link, and the first page you opened). If you later create an account, that note is stored with your business so we know which channel brought you. It is not shared with anyone.
• Analytics. Loaded through Google Tag Manager: Google Analytics and Microsoft Clarity — which pages are read, how far people scroll, where they get stuck (heatmaps and anonymised session recordings). IP addresses are anonymised in Google Analytics. We also use Vercel Web Analytics, which sets no cookies and identifies no one.
• Marketing. Advertising pixels loaded through Google Tag Manager (Meta Pixel for Facebook and Instagram, and Google Ads) — they tell the ad network whether an advertisement of ours led to a visit or a sign-up, so we can stop paying for ads that do not. Only loaded if you accept this group.

To change your choice, delete the gu_consent cookie in your browser and the banner will ask again. Cookies in the analytics and marketing groups are never loaded before you accept them.

Our providers operate in the United States and elsewhere, so your information may be stored or processed outside Canada, where local authorities may be able to access it under their own laws.

How long we keep it

Your workspace and everything in it is kept for as long as your account exists. Deleting a record inside the product hides it from your workspace; it is fully erased when the account is erased.

Diagnostic information — crash reports, Copilot question text, enquiry IP addresses — is kept while we investigate faults, and we are in the process of setting fixed limits on each. Until those limits are in place we do not want to state a period we are not yet enforcing.

Getting your data out, and having it deleted

You can export your contacts and other records from the product at any time. If you need something the interface does not export yet, email us and we will send it.

To delete your account, use Delete account in settings. What happens then, exactly:

• Your workspace is closed immediately and nobody can sign in to it.
• The data is held for 30 days so that a deletion made by mistake can be undone. Email us within that window and we will restore it.
• After that it is erased — contacts, jobs, quotes, invoices, payments, photos, receipts, logs. Not archived. Erased.
• Two things we cannot undo: content already sent to an AI provider or to our email provider is outside our systems, and copies inside routine encrypted backups age out on their own schedule rather than instantly.

You can also ask us what we hold about you, ask for a correction, or complain about how we have handled your information. Use the contact form and we will answer within 30 days. If you are in California, you additionally have the rights to know, delete, correct and opt out of sale or sharing — we do not sell or share personal information, and exercising any of these rights will never degrade your service.

Security, honestly

Data is encrypted in transit and at rest. Each workspace is isolated at the database level, and every action checks the role you hold in that workspace. Access by us to a customer workspace is restricted and logged.

Galaxy Unit is a young product under active development. We find and fix faults in our own security regularly, and we would rather say so than imply a guarantee no software can make. If we ever discover that personal information has been exposed in a way that creates a real risk to someone, we will tell the people affected and the relevant authority.

Children

Galaxy Unit is business software and is not intended for anyone under 18. We do not knowingly collect information from children. If you believe a child has created an account, tell us and we will remove it.

Changes to this page

When something material changes we will update the date at the top and, if the change affects how your data is handled, tell you in the product before it takes effect. Continuing to use Galaxy Unit after that means the updated page applies.

See also our Terms of Service.