Privacy Policy

1 Scope of This Policy

This Policy applies to:

• Roofing company owners, administrators, and field staff ("Account Users") who subscribe to our platform.
• End customers (homeowners or property owners) whose information is entered into the platform by Account Users.
• Visitors to our marketing website and anyone who contacts us for information.

This Policy does not apply to third-party websites or services linked to or integrated with our Services. Those third parties operate under their own privacy policies.

2 Information We Collect

2.1 Information You Provide Directly

• Account registration data: company name, owner name, email address, phone number, and billing address.
• Payment information: processed securely through our third-party payment processor. We do not store full card numbers.
• Customer (End User) data entered by Account Users, such as homeowner names, addresses, phone numbers, email addresses, and project notes.
• Photos and documents uploaded to the CRM, including roof images, insurance documents, and contracts.
• Canvassing data: addresses marked as knocked, visited, or closed, along with notes and status tags.
• Roof measurement inputs and outputs, including property address coordinates and measurement reports.
• Estimate and proposal data, including line items, pricing, and customer-facing documents.
• Communications you send us via email, support tickets, or in-app chat.

2.2 Information Collected Automatically

• Log data: IP address, browser type, operating system, referring URLs, and pages visited.
• Device identifiers and mobile device information.
• Usage data: features accessed, actions taken, session duration, and click patterns.
• Geolocation data: GPS coordinates from field users via the Canvassing App (only while the app is active and with device permission).
• Cookies and similar tracking technologies (see Section 7).

2.3 Information from Third Parties

• Mapping and geospatial data providers (Google Maps, Geocoding, and Solar API) to support measurement, canvassing, and Funnel Page features.
• AI processing results from artificial intelligence model providers (Anthropic's Claude models) used to analyze imagery and other data for AI-assisted measurement, roof diagram, and rental-screening features — see Section 14 for detail.
• Public search-result data from search aggregation providers (Serper.dev) used for the Rental Check feature — see Section 14.
• Payment processors confirming transaction status.
• Your company's authorized administrators when they invite additional users.

3 How We Use Your Information

3.1 Providing and Operating the Services

• Creating and managing your company account and user profiles.
• Processing payments and sending billing communications.
• Storing and organizing customer records, photos, and documents in the CRM.
• Powering the Customer Portal so homeowners can view their project status and documents.
• Enabling GPS-based territory marking in the Canvassing App.
• Generating roof measurements and estimates, including AI-assisted measurements, roof diagrams, and rental/occupancy screening — see Section 14 for how these features use artificial intelligence.

3.2 Improving Our Services

• Analyzing usage patterns to improve platform performance and develop new features.
• Conducting internal research, testing, and quality assurance.

3.3 Communication and Support

• Responding to support requests and customer service inquiries.
• Sending transactional and marketing emails. You may opt out of marketing emails at any time.

3.4 Analytics and Advertising

We use third-party analytics and advertising tools — including Google Analytics, Google Ads, and Google Firebase — to understand how our website and platform are used and to promote our Services. See Section 4.2 for full details.

4 How We Share Your Information

4.1 No Sale of Personal Information for Money

We do not sell your personal information to third parties for monetary compensation.

4.2 Third-Party Analytics and Advertising Partners

We use third-party analytics, performance, and advertising services that may receive certain data (such as IP addresses, device identifiers, cookie identifiers, and usage behavior) when you visit our website or use our Services. These services include, but are not limited to, the following — and we may add, change, or remove such services from time to time:

• Google Analytics — analyzes website traffic and user behavior. Opt out at: tools.google.com/dlpage/gaoptout.
• Google Ads — measures advertising campaign effectiveness and serves ads about our Services.
• Google Firebase — app analytics, crash reporting, and performance monitoring.
• Other similar analytics, advertising, or performance monitoring services we may deploy, all subject to contractual restrictions consistent with this Policy.

4.3 Service Providers

We work with trusted third-party vendors — including cloud hosting providers, payment processors, email delivery services, and customer support tools — who process data on our behalf under contracts restricting use to service-delivery purposes.

4.4 Account Owner Control

Roofing companies (Account Owners) control the data they enter about their customers. The Roofing Toolbox processes that data as a service provider on the Account Owner's behalf. Homeowners should contact the roofing company that entered their information with privacy questions.

4.5 Business Transfers

If The Roofing Toolbox is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.

4.6 Legal Requirements

We may disclose your information if required by law, legal process, or governmental request, or when necessary to protect our rights or the safety of our users.

5 Platform-Specific Data Practices

5.1 CRM — Photos & Document Storage

Files you upload are stored in our secure cloud infrastructure. Only authorized users within your company account and homeowners through the Customer Portal (if enabled) can access files associated with a given project.

5.2 Customer Portal

When you invite a homeowner to the Customer Portal, we send them a portal access link. We collect the homeowner's email address and portal activity for this purpose. Homeowners do not hold a broader platform account; their data is controlled by the roofing company.

5.3 Canvassing App

The Canvassing App collects real-time GPS location data from field users to enable territory mapping and house tracking. Location data is only collected while the app is open and in active use. Location data is associated with your company account and shared only as necessary for mapping services. Users can disable location permissions in device settings.

5.4 Roof Measurement App

Measurement reports are generated using property address data and aerial imagery from third-party providers, including AI-assisted measurements and roof diagrams generated using artificial intelligence models — see Section 14 for detail on this processing. Outputs are stored in your account and may be included in estimates and proposals shared with homeowners.

5.5 Roofing Estimator

Estimate data is stored in your account and shared with homeowners only when you choose to send or present it.

5.6 Funnel Builder and Lead Generation Pages

When a prospect submits their address and contact information through an Account User's public Funnel Page, we collect that information (and any AI-generated measurement or pricing data associated with it) on behalf of the Account User who owns the page. This data is not used by us for our own marketing and is controlled by the Account Owner who published the page.

5.7 Flyers and Direct Mail

The Flyer/Direct Mail Designer auto-fills a property's name, address, satellite imagery, and AI-generated roof diagram into materials created by the Account User. This data is sourced from your account's existing customer/lead records and the AI processing described in Section 14, and is not shared with any party beyond the Account User creating the material.

6 Data Retention

We retain your account data for as long as your subscription is active and for a reasonable period thereafter. Upon termination of your subscription, you may request a data export. We will delete or anonymize your data within 90 days of account closure, except where retention is required by law.

7 Cookies and Tracking Technologies

Our website and platform use cookies, pixels, and similar technologies to keep you logged in, analyze interactions, and support our advertising campaigns. You can manage cookie preferences through your browser settings or our cookie consent banner. We honor the Global Privacy Control (GPC) signal as a valid opt-out for California residents.

8 Data Security

• Encryption of data in transit (TLS/SSL) and at rest.
• Role-based access controls limiting employee access to customer data.
• Regular security assessments and vulnerability monitoring.
• Secure cloud infrastructure with reputable hosting providers.

No method of transmission over the internet is 100% secure. In the event of a data breach, we will notify affected users as required by applicable law.

9 California Privacy Rights (CCPA / CPRA)

This section applies to California residents and reflects requirements of the CCPA/CPRA as amended effective January 1, 2026.

9.1 Categories of Personal Information Collected

• Identifiers (name, email, IP address, device ID, account credentials).
• Commercial information (subscription details, billing records).
• Internet or network activity (browsing behavior, app usage data).
• Geolocation data (field user GPS coordinates; IP-based location via analytics).
• Professional or employment-related information (job title, company name).
• Inferences drawn from the above (user preferences, engagement patterns).

9.2 Your California Privacy Rights

• Right to Know — request disclosure of categories and specific pieces of personal information collected.
• Right to Delete — request deletion of personal information, subject to certain exceptions.
• Right to Correct — request correction of inaccurate personal information.
• Right to Opt Out of Sharing — opt out of the sharing of your personal information for cross-context behavioral advertising.
• Right to Non-Discrimination — we will not discriminate against you for exercising these rights.

9.3 How to Opt Out (Do Not Sell or Share My Personal Information)

• Click the "Your Privacy Choices" link in the footer of our website.
• Enable the Global Privacy Control (GPC) in your browser.
• Email privacy@theroofingtoolbox.com with subject line "Do Not Share My Personal Information."

9.4 Submitting a Privacy Rights Request

Email privacy@theroofingtoolbox.com with subject line "California Privacy Rights Request." We will respond within 45 days.

10 Other U.S. State Privacy Rights

Residents of Virginia, Colorado, Connecticut, Texas, and other states with comprehensive privacy laws have similar rights to access, correct, delete, and opt out of certain processing, including profiling in furtherance of decisions that produce legal or similarly significant effects. See Section 14 for how our AI-assisted features process data. Contact us at privacy@theroofingtoolbox.com to submit a request.

11 DMCA Policy

The Roofing Toolbox respects intellectual property rights. In accordance with the DMCA (17 U.S.C. § 512), we respond expeditiously to valid claims of copyright infringement.

11.1 Filing a DMCA Takedown Notice

To report copyright infringement, send a written notice to dmca@theroofingtoolbox.com containing: (1) your signature; (2) identification of the copyrighted work; (3) identification of the infringing material; (4) your contact information; (5) a good faith belief statement; and (6) a statement of accuracy under penalty of perjury.

11.2 Counter-Notification

If you believe your content was removed in error, you may submit a counter-notification to dmca@theroofingtoolbox.com. Repeat infringers' accounts will be terminated.

12 Children's Privacy

Our Services are not directed to individuals under 18. We do not knowingly collect personal information from minors. If we learn we have collected information from a minor, we will promptly delete it.

13 Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the Effective Date and notify Account Users by email or in-platform notice. Your continued use of the Services after changes take effect constitutes acceptance.

14 AI Processing and Automated Features

14.1 What This Section Covers

Certain features — AI Measurement, AI-generated roof diagrams, Diagram Enrichment, and Rental Check — use artificial intelligence and machine learning models, including models operated by third parties, to process property and search data. This section explains that processing specifically, in addition to the general third-party disclosures in Sections 2.3 and 4.

14.2 AI and Automated-Processing Providers

• Anthropic (Claude AI models) — processes satellite/aerial imagery, roof geometry data, and public search-result snippets to generate roof diagrams, identify possible roof obstructions (e.g., skylights, vents, chimneys), and assess quality of AI-generated measurements. See Anthropic's privacy policy.
• Google (Solar API, Maps, Geocoding) — supplies the underlying satellite imagery, address geocoding, and building/roof data used as the raw input to AI Measurement and roof diagram generation.
• Serper.dev — returns public Google Search results for a given property address, which are then analyzed by Claude to produce an advisory rental/occupancy signal for the Rental Check feature.

Data sent to these providers is limited to what is necessary to generate the requested output (typically a property address, its geographic coordinates, associated imagery, or public search snippets about that address) and is processed under each provider's own data-handling terms. We do not permit these providers to use this data to train their models on our customers' behalf, except to the extent a provider's standard commercial terms otherwise apply.

14.3 Purpose and Nature of the Processing

This AI processing is used only to generate outputs displayed back to the Account User within the Services (a measurement, a diagram, a rental-likelihood flag, a pricing estimate) so they can evaluate a property or prospect. It is not used to make an automatic decision about a homeowner or prospect that we carry out on our own — any resulting action (contacting a prospect, sending marketing, pricing a job) is taken by the Account User, not by us or by the AI system itself.

14.4 Accuracy and Limitations

AI-generated outputs are estimates derived from available imagery and public data, which may be outdated, incomplete, or inaccurate, and are not a substitute for a physical inspection or professional judgment. See the Terms of Service, Section 3.5, for the full disclaimer governing these outputs.

14.5 Your Choices

If you are a homeowner or prospect and want to know whether an Account User's use of these features involved your address or information, contact that roofing company directly — per Section 4.4, they control the data and our processing is on their behalf. Account Owners control whether AI-assisted features are used on their account, and may disable optional AI steps (such as the Rental Check toggle) within the Services. Residents of states with a right to opt out of profiling or automated decision-making (see Section 10) may also contact us at privacy@theroofingtoolbox.com.

15 Contact Us