Legal

Privacy Policy

Version 2026-10-16 · Last updated October 16, 2026

Draft for legal review. This policy is a plain-language draft and has not yet been reviewed by an attorney. Items in [brackets] are to be completed.

This policy explains how [TradesPilot legal entity name] ("TradesPilot", "we") handles information on tradespilot.org and in the TradesPilot app. Each contractor company using TradesPilot also has its own privacy policy for its customers; when we handle a contractor's customer information, we do so on that contractor's behalf and under its instructions.

Information we collect

Account information: the names, email addresses and roles of the people at each contractor company, and company details such as name, address, phone, licenses and logo.
Billing information: your plan and payment status. Card details are entered on Stripe's secure page and stored by Stripe, not by us.
Information contractors put into TradesPilot: their customers' names and contact details, addresses, job and equipment details, quotes, permit information, messages, and photos and videos of equipment and installations.
Information customers send through a contractor's link: answers to questions, photos and videos, and text-messaging consent choices.
Technical information: basic logs such as IP address, browser type and times of access, used for security and to keep the service working.

How we use it

To provide TradesPilot: sign-in, storing and showing your data, sending the texts and emails you ask us to send, preparing permit documents and running the features you use.
To bill your subscription and send account notices.
To keep TradesPilot secure, prevent abuse and fix problems.
To support you when you ask for help.

We don't sell personal information, and we don't use a contractor's customer information to market to those customers or for anyone else's purposes.

AI features

When you use AI features (for example, checking install photos), the relevant photos and job details are sent to our AI provider to produce the result. [Confirm the provider's data-use and retention terms and describe them here.]

Who we share it with

Only with service providers that help us run TradesPilot, under contracts that limit their use of the data: Google (sign-in, hosting, database and file storage), Stripe (payments), Twilio (text messages), Resend (email) and Anthropic (AI features). We may also disclose information if the law requires it, to protect the rights and safety of people or our service, or as part of a sale or reorganization of our business under the same protections.

Keeping companies separate

Each contractor company's data is kept separate. Only people that company adds to its team can see its customers, jobs, photos and permits. Customers who use a contractor's link see only their own information and never see inside the contractor's account.

How long we keep it

We keep a company's data while its account is active. After an account is cancelled, the company can ask for an export for [30] days; after that we delete or anonymize it within [90] days, except where we must keep records (for example billing records) by law. Contractors decide how long to keep their own customers' records while their account is active.

Security

Data is encrypted in transit and at rest by our hosting provider, access is limited by sign-in and per-company rules, and we review access to the systems that hold it. No system is perfectly secure; if a breach affects your information, we will notify you as the law requires.

Your choices and rights

Contractors can view, correct, export and delete their company's information, or ask us to.
If you are a customer of a contractor that uses TradesPilot, please contact that contractor first; we will help them respond to your request.
You can opt out of text messages by replying STOP, and out of marketing emails with the unsubscribe link.
Depending on where you live, you may have additional rights under state privacy laws. [Attorney to review applicable state laws.]

Children

TradesPilot is for businesses and isn't directed to children under 13. We don't knowingly collect their information.

Changes

We may update this policy and will post the new version here with its date. If a change is material, we will email company owners before it takes effect.

Contact

Privacy questions or requests: [contact email]. Mailing address: [mailing address].