Privacy policy

UtiliFolio turns water service field measurements and property photos into organized, registry-linked tie cards. This policy explains what information each part of UtiliFolio uses, why, and how it is handled. UtiliFolio is operated for authorized municipal utility projects. It is not an advertising or data-broker service. Some parts of the software still show the earlier name, UtiliVault.

This website

This website is informational. It has no accounts or forms, sets no cookies of its own, and includes no analytics or advertising scripts. The sketch demonstration runs entirely in your browser and does not send, save or upload anything. Like any website, our hosting provider (Cloudflare Pages) processes standard technical request data such as IP address and browser type to deliver and protect the site. The website does not connect to a visitor’s Google Drive and does not receive Google OAuth tokens.

Windows application (local mode)

In its default local mode, the Windows application saves records, photos, sketch edits and history in a records folder on that Windows account, and renders cards on the computer. It does not need an internet connection. It does not automatically connect to Google Drive, upload records, synchronize with a phone, or send photos to an AI provider. We do not receive these records. Keep backups and follow your workplace rules for storing utility information.

Connected server workflows

Separate, optional tools (an online phone workspace and a Google Drive intake workflow) run on an authorized host computer. They keep their own records and are not synchronized with the Windows application. The sections below apply to these connected workflows.

Google user data we access

When an authorized operator connects a Google account, UtiliFolio requests Google Drive and Google Docs permissions. The software is designed to work inside configured UtiliFolio project folders and their associated street documents. Depending on the workflow, it may:

• List and read configured Drive folders, field photographs, and tie-card files.
• Read registry numbers, addresses, service materials, and field measurements from configured Google Docs.
• Create, upload, replace, organize, or archive completed tie cards and related project files.
• Update picture status, measurement fields, and completion status in configured street documents.

How information is used

Google user data and field information are used only to operate the requested tie-card workflow: identify the correct property record, populate card fields, render the card and sketch, file the output, track its photograph, and maintain the project’s completion status. UtiliFolio does not use Google user data for advertising, audience profiling, or unrelated product development.

AI-assisted image processing

AI-assisted processing is optional and is used only in connected server workflows where an operator has enabled it. Selected field photographs and limited task instructions may then be sent to the configured AI processing provider to read an address, service note, or measurement needed to create a tie card. Only the information needed for that step is submitted. Typed field entries, and everything in the Windows application’s local mode, are rendered without AI image analysis.

Sharing and sale of data

UtiliFolio does not sell Google user data or field records. Information is not shared for advertising. Data is disclosed only to the authorized project operator and the infrastructure or processing providers needed to deliver the workflow, subject to their applicable security and privacy obligations, or when required by law.

Storage, security, and retention

OAuth credentials are stored on the authorized UtiliFolio host and are not embedded in the public website. Project source files and generated tie cards remain in the authorized Google Drive account and, where configured, on the controlled host computer. Access is limited to the operator and systems needed to run the project. Records remain until the authorized operator deletes them or the applicable municipal retention process requires their removal.

Your choices and deletion

The Google account owner may revoke UtiliFolio’s access at any time from the Google Account third-party connections page. Revocation stops future Drive and Docs access but does not automatically delete tie cards already created in the account. The account owner can delete those files directly in Google Drive or request assistance through the support contact displayed on the UtiliFolio Google authorization screen.

Google API Services User Data Policy

UtiliFolio’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

Contact and changes

Privacy and authorization questions can be directed to the support email shown on the UtiliFolio Google OAuth consent screen. You can also email [email protected]. Material changes to this policy will be posted on this page with a revised effective date.