Privacy Policy

Account information includes your name, email, a password hash, the company name, and the role of each person on the workspace. We store session records so you can stay signed in. We do not store the password itself.

Workspace information includes what you type or upload: customer names, emails, phone numbers, addresses, job notes, estimates, invoices, appointment times, photos, PDFs, and message logs. Custom fields and imported spreadsheets are included.

When a homeowner signs a proposal, we store the typed or drawn signature, the option they picked, the time, the IP address, the browser user agent, and a PDF of the signed proposal.

Billing information from Square includes customer and subscription identifiers, plan, and payment status. Card numbers are entered on Square's page and are not stored by TradePlaybook. Invoice payments store the amount, status, and Square payment identifiers.

If you connect QuickBooks, we store the tokens needed to keep that connection and the QuickBooks ids of customers, invoices, and payments we create. If texting is connected, the message log stores the phone number, direction, body, and delivery status.

We use the information to run the workspace, send the emails and texts you turn on, show a proposal or invoice to the person with the link, take payment, sync QuickBooks when you connect it, remind people of appointments, keep the service secure, and answer support email. We do not sell personal information. We do not use customer job files to train a model.

Subscriptions for TradePlaybook are charged by Square to TradePlaybook's own Square account. Homeowner invoice payments, including deposits, currently charge that same platform Square account. They are not yet charged to a Square account that belongs to the contractor. Square receives the payer's card details, name, and email when a receipt needs one. Square's own privacy notice describes what Square does with that payment data. We receive the result of the payment, not the card number.

Transactional email is sent with Resend from TradePlaybook <notifications@tradeplaybook.app>. That includes proposal links, signed-proposal notices, invoice links, appointment reminders, password resets, invites, and stage automations you enable. The message can include merge fields such as the customer name, job name, and dates. Resend processes the recipient address and the message so it can be delivered.

SMS is sent with Twilio only when a Twilio account is connected. If it is not connected, no text is sent. The contractor must have the consent required by the Telephone Consumer Protection Act and applicable 10DLC and state rules before a text is sent, including prior express written consent for marketing texts. TradePlaybook does not collect that consent form itself. The contractor is responsible for registering the brand and campaign on the sending number.

Customer texts include “Reply STOP to opt out.” If the customer replies STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, or QUIT, we mark that contact as opted out and do not send more texts. START, YES, or UNSTOP turns texts back on. How often a message arrives depends on the automations the contractor enables. Message and data rates may apply. The job keeps a log of the texts and emails on that job.

When AI is configured, text you submit to the assistant, report questions, and related playbook or job text is sent to xAI at api.x.ai so the Grok model can answer. We do not create embeddings, and we do not build a vector store of your jobs. Do not include passwords, card numbers, or API keys in those prompts. xAI processes the prompt to return the answer under its own terms. If AI is not configured, production does not send the prompt to a model.

Photos and PDFs you upload are stored in a private object-storage bucket hosted with the app. The bucket is not public. Opening a file uses a short-lived link after the app checks that you belong to the workspace, or that the file was marked visible on that proposal. A file appears on the homeowner proposal only when someone on the workspace chooses that. You can remove a file from the job.

The sign-in cookie is httpOnly. In production it is also Secure and SameSite=Lax. A second cookie remembers which workspace you last opened, and it is used only if you are a member of that workspace. A platform admin who is viewing another user's workspace has a separate cookie for that view. That view is read-only. We use these cookies to run the account, not to advertise.

We share information with the services that run TradePlaybook:

• Railway, for hosting, the Postgres database, and the private file bucket.
• Square, for subscription billing and homeowner invoice payments.
• Resend, for email delivery.
• Twilio, for SMS, only when texting is connected.
• xAI, for AI answers, only when AI is configured.
• Intuit QuickBooks Online, only for a workspace that connects QuickBooks, and only for the customers, invoices, and payments that sync pushes.

People you invite to the workspace can see the records their role allows. A homeowner with a proposal or invoice link can see that proposal or invoice, and the photos marked for it. We can also disclose information if the law requires it, or to protect the service and its users from abuse.

We keep account and workspace records while the account is open. You can delete your user from Settings. If you are the only owner, that deletion also deletes the workspace from the live database, including customers, jobs, estimates, invoices, message logs, appointments, signatures, and signed PDFs.

Photos and documents are deleted from the bucket when you remove them on the job. When the only owner deletes the workspace, we also delete those stored files if the bucket is reachable at that moment. A file can remain in the bucket if storage cannot be reached during deletion. Database backups, including point-in-time recovery, are kept by the host for its backup window and are not used to operate the product. A deleted record can remain inside a backup until that backup expires.

QuickBooks copies that were already pushed stay in the contractor's QuickBooks company after a disconnect or a deletion. Square keeps its own payment records under Square's policy. Email and SMS providers keep delivery logs under their own policies.

You can update workspace records in the app, turn automations off, disconnect QuickBooks, and delete the account from Settings. A customer can stop texts by replying STOP. Email admin@tradeplaybook.app to ask for a copy of account information we hold or for help deleting a workspace. We may need to confirm you control the email on the account before we do that.

TradePlaybook is a business tool. It is not directed to children under 13, and accounts are for people 18 or older. Do not enter a child's personal information except where a job record requires an adult customer's household details.

Passwords are hashed. Sessions are httpOnly cookies. Workspaces are separated so one company does not read another company's jobs. Public proposal and invoice links use unguessable tokens. File links expire. No method of storage or transmission is perfectly secure.

We can update this policy by posting a new version on this page and changing the effective date. If a change is material, we will email the workspace owner when email delivery is working. The Terms of Service explain the contract for using the product.

TradePlaybook, a sole proprietorship owned by Jakeob O'Very, Grand Junction, Colorado. Email admin@tradeplaybook.app.