RoofCaptain AI — Privacy Policy
DRAFT — NOT LEGAL ADVICE. Have an attorney review before use.
Last updated: [DATE]
Effective: [DATE]
1. Who We Are and What This Covers
[LEGAL ENTITY NAME] ("RoofCaptain," "we," "us") provides software that roofing contractors embed on their websites to generate roof estimates and capture customer inquiries.
This Policy covers:
- Contractors — businesses with RoofCaptain accounts
- Homeowners — people who use a contractor's estimator widget or landing page
- Visitors to roofcaptainai.com
Two different roles. For contractor account data, we act as the business/controller — we decide how it's used. For homeowner information submitted through a contractor's widget, we act as a service provider/processor on that contractor's behalf: we process it under their instructions, and the contractor is responsible for their own privacy notices and consents. If you submitted an estimate request and want your information deleted, contact the contractor whose site you used, or contact us and we will assist.
2. Information We Collect
2.1 From Contractors
- Account: name, business name, email, password (hashed — we never store it in readable form)
- Business profile: phone, address, license number, logos, badges, service details
- Configuration: pricing parameters, package contents, page copy
- Billing: processed by our payment processor. We do not store full payment card numbers.
- Usage: log-ins, feature use, dashboard activity
2.2 From Homeowners Using a Contractor's Estimator
- Contact: name, email address, phone number
- Property: the address entered and its approximate coordinates
- Roof details: measurements derived from satellite data (area, pitch), selected roof type, and for repair requests the reported problem and any notes provided
- Technical: IP address, browser type, timestamps, and the page where the widget was used
We collect this only when a homeowner voluntarily submits it. We do not knowingly collect information from anyone under 18.
2.3 Automatically
Standard server logs, and limited local browser storage necessary for the tool to function. We do not use advertising or cross-site tracking cookies in the estimator widget.
3. How We Use Information
Contractor data: to provide and maintain accounts, process payments, send service and billing communications, provide support, and improve the Service.
Homeowner data: to generate the requested estimate, deliver it by email if enabled, notify the contractor of the inquiry, and transmit it to the contractor's dashboard and any integration they have configured. We use it to provide the Service to the contractor — not for our own marketing.
Both: to detect abuse, enforce rate limits, maintain security, comply with law, and analyze aggregate, de-identified usage to improve the product.
4. We Do Not Sell Your Information
We do not sell personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined under the California Consumer Privacy Act. We have not done so in the preceding twelve months.
We disclose information only:
- To the contractor whose estimator was used — this is the purpose of the Service
- To service providers who process data on our behalf under contract, including hosting and database infrastructure, mapping and satellite data providers, email delivery, and payment processing
- To integrations you configure — if a contractor connects a CRM or webhook, Lead data is transmitted there at their direction and becomes subject to that provider's practices
- For legal reasons — to comply with law, respond to lawful requests, enforce our Terms, or protect rights and safety
- In a business transfer — in a merger, acquisition, or sale of assets, with notice
5. Third-Party Services
The Service uses third parties whose own privacy practices apply to data they process, including mapping and satellite imagery providers, cloud hosting and database infrastructure, transactional email delivery, and payment processing. Property addresses and coordinates are transmitted to mapping and satellite providers to generate measurements.
6. Data Retention
- Contractor accounts: for as long as the account is active
- Lead/homeowner data: while the contractor's account is active, then ninety (90) days after cancellation to allow export or reactivation, after which it is deleted or de-identified
- Billing records: as required by tax and accounting law
- Logs: for a limited period for security and troubleshooting
Earlier deletion may be requested — see Section 8.
7. Security
We use encryption in transit, row-level database access controls that isolate each contractor's data, hashed credentials, rate limiting, and restricted internal access. No system is perfectly secure, and we cannot guarantee absolute security. If a breach affects your information, we will notify you as required by law.
8. Your Rights
8.1 California Residents (CCPA/CPRA)
You have the right to know what personal information is collected and how it's used and disclosed; to access a copy; to correct inaccuracies; to delete; to opt out of sale or sharing (we do not sell or share); to limit use of sensitive personal information (we do not collect sensitive personal information as defined by the CPRA); and to non-discrimination for exercising these rights.
To exercise a right, contact info@roofcaptainai.com. We will verify your identity before responding and will respond within the timeframes required by law. An authorized agent may submit a request with proof of authorization.
If your information was submitted through a contractor's website, that contractor is the business responsible for it. Contact them directly, or contact us and we will forward your request.
8.2 Other Jurisdictions
Residents of states with comparable privacy laws may have similar rights; contact us and we will honor them where applicable.
8.3 Email
Service and transactional messages are necessary to operate an account. Any marketing email includes an unsubscribe link.
9. Children
The Service is for businesses and adult homeowners. We do not knowingly collect information from anyone under 18. If we learn we have, we will delete it.
10. Changes
We may update this Policy. Material changes will be posted here with an updated date and, for contractors, communicated by email or in-product notice.
11. Contact
[LEGAL ENTITY NAME]
[MAILING ADDRESS]
info@roofcaptainai.com
For privacy requests, include enough information for us to locate your records and verify your identity.