Effective October 14, 2026.

Privacy Policy

ScopeFlow is a software suite for businesses — Estimating, Project Management, Roof Report and the CRM — used on the web and in the ScopeFlow iPhone app, and operated by Total Cladding and Roofing LLC. This policy explains what personal information we collect and receive, what we do with it, who handles it for us, how long we keep it, and how to ask us about it.

• Who we are
• Two roles
• What we collect
• The iPhone app
• AI features
• Calls, recordings and the AI receptionist
• Texts and email
• The Sales tab
• Quote and subcontractor links
• Who handles it for us
• Cookies
• Where it is stored
• How long we keep it
• Your choices and rights
• Children
• Changes

Who we are

Total Cladding and Roofing LLC operates ScopeFlow. You can reach us by email at support@scopeflow.us, by phone on +1 (210) 775-0995, or by post at 5900 Balcones Dr Ste 100, Austin, TX 78731-4298, United States. Total Cladding and Roofing LLC publishes the ScopeFlow iPhone app through Apple and provides the service it connects to; this policy covers both.

Two roles

• For a company’s own records, we act for that company. Its contacts, conversations, emails, texts, calls and recordings, web-form submissions, leads, estimates, projects and documents belong to the company that uses ScopeFlow. The company decides what it collects and why, and we handle it on the company’s behalf, to provide the service. If you are a customer or contact of a company that uses ScopeFlow — you called it, texted it, emailed it or filled in its form — that company’s own privacy notice applies, and requests about your information should go to it first. We help it answer them; if you cannot reach it, write to us.
• For our own accounts and website, we decide. Your ScopeFlow account, our website and its walkthrough form, support requests and billing are ours, and this policy is our notice for them.

What we collect

• Accounts. Your name, work email, the company you belong to and your role; how you sign in (a password, which we never hold in readable form, or one-time links sent by email); and, if you choose, a phone number on your CRM profile for calls to ring.
• Estimating, Project Management and Roof Report. Your company’s rates, templates, projects, estimates, drawings and documents, takeoffs, programmes and reports, the addresses of the roofs it measures, the emails it sends from an estimate (recipients, subject and message), and your conversations with the assistant.
• The CRM. Your company’s contacts and companies, tickets and deals, notes and tasks, calendars and meetings, email from the mailboxes it connects, texts, call logs, recordings and voicemails, the AI receptionist’s transcripts, web-form submissions and their files, leads from Facebook, Instagram and services such as Zapier, opt-outs and consent records, and its automations and what they sent. A received email’s signature can fill in its sender’s blank contact details, and a person emailed from ScopeFlow for the first time becomes one of the company’s contacts. A company that switches on the Sales tab also holds the prospects it finds and the Sales email, texts and calls it makes to them (see The Sales tab). When a ticket or deal is pushed to Estimating, its files go into that project’s vault, together with one document of its whole record — its details, the people on it, notes, emails, texts, calls, tasks, meetings and history — kept up to date from the CRM.
• Connected accounts. When someone connects a Microsoft or Google mailbox or calendar, a Facebook Page, a WordPress site or another service, we keep the access it grants, encrypted, and never send it to a browser or the app. A personal mailbox is read only to match its mail to conversations the company already holds; anything else in it is not kept, and only its owner can see it, live, in ScopeFlow. If they file one of those emails on a ticket or deal, that email is kept there. If they forward one, it is fetched from their mailbox and its files are copied into a draft only they can open, until the draft is sent or discarded; sent about a ticket or deal, the forward is kept on that record like any email sent from ScopeFlow, and sent about nothing, ScopeFlow keeps no copy — their own Sent Items holds it. What we receive from a Microsoft or Google account is used only for the ScopeFlow features the person uses. ScopeFlow’s use and transfer of information received from Google APIs, including Gmail and Google Calendar, adheres to the Google API Services User Data Policy, including the Limited Use requirements.
• Usage and technical data. Sign-in events; a record of changes (who changed what, and when); how long each person is active in each part of Estimating, Project Management and Roof Report, counted in five-minute steps per day, which only our own staff can see; and technical logs of requests — the address of the page or search (including any words searched for), the IP address and browser, and the time.
• Our website. What you send with its walkthrough form: your name, email address and company.
• Support and billing. What you send us through the Support page or by email, and billing contact details. Payments are taken on Stripe’s own pages; card details never reach us.

The iPhone app

The app signs you in to your company’s ScopeFlow CRM. What it does with your information:

• Signing in. Your email and password go to our sign-in service. The app keeps you signed in with a token stored in the iPhone’s Keychain. If you turn on Require Face ID, Face ID is checked by your iPhone; nothing about it reaches us.
• Your work. What you open, write and change — tickets, deals, contacts, email, texts, notes, tasks and your calendar — goes to and from the CRM, as on the web. Files you open are kept in the app’s cache on your iPhone until you sign out. Words you type in a search box are sent to find the results; we keep no search history, though our request logs can include them (see How long we keep it).
• Calls. The app’s Call button calls through the CRM, over the internet, from one of your company’s ScopeFlow numbers — the one you pick when you have more than one. Your microphone’s sound goes to Twilio for the call, and the call is recorded and kept as any call on that number is (see Calls, recordings and the AI receptionist). The app asks for the microphone the first time you call and uses it only during a call. Your iPhone shows the call on its own call screen but does not add it to the Phone app’s Recents. (Versions before 1.3.0 handed the number to your iPhone’s own Phone app instead.)
• Your iPhone’s own data. The app never reads your iPhone’s contacts, location or photo library; it adds a picture or video to your Photos only when you choose to save one.
• Updates. The app checks Expo, our app-update service, for fixes. Each check carries a random install id, which is not linked to you.
• Notifications. When the app offers notifications and you allow them, it registers your iPhone with Apple’s push service through Expo, and we keep the push token it is given, encrypted, with your phone’s model and the app’s version, until you sign out of the app on that phone or remove it. A notification shows the notice’s title, as the notification bell in ScopeFlow does — which can name a customer, their phone number or email address, a company, a ticket or deal with its title or value, a task’s title, an email’s subject line, or the AI receptionist’s one-line summary of what a caller asked — with your company’s name and, for a new ticket, a second line with its title, and the app’s badge shows how many of your notifications are unread. It never carries the body of an email, a text, a note, a chat or a call’s transcript. Notifications can show on your iPhone’s lock screen: you can hide their previews, or turn notifications off, in your iPhone’s Settings, in the app (More → Settings), or in ScopeFlow’s Settings → Notifications on the web.
• AI. Nothing you write goes to an AI service from the app until you tap Allow, and you can turn it off at any time in More → Settings → AI (see AI features).
• No advertising, tracking, analytics or crash-reporting tools are in the app.

AI features

ScopeFlow uses an AI service to read documents, answer questions and draft writing. Unless your company’s admin chooses another, that service is Claude, made by Anthropic. What is sent, and when:

• Estimating: when you use the assistant — your messages, and what it needs from your company’s projects, estimates and rate library to answer, including a project’s reference and name — and any document it reads or extracts a quote, a scope or a price list from (for a very large drawing set, images of its pages). For a project pushed from a CRM ticket or deal, it is told that record’s reference and title, and reads the document of its whole record (above) when the question needs it. To find prices, products and specifications it may search the web and read the public pages it finds: Anthropic runs those searches through its own search provider, which receives the search words the assistant writes, and fetches the pages the assistant chooses to read.
• The CRM assistant: when you ask it something, what it needs to answer — a conversation’s recent messages, a record’s details, people’s names and addresses, your own tasks and calendar, and your company’s knowledge documents. Only when you ask about your email does it search or read your own mailbox, live, for that answer.
• Writing email: when you press Write with AI, what you have typed, who it is to and — for a ticket or deal you can open — its details and its last few emails. While you write an email about a ticket or deal, suggestions send what you have written so far, with that record’s details and the customer’s last email, a few times at most (switch them off in Settings → AI).
• Your daily digest: the facts of your own day — counts, the titles of your tasks and meetings, the tickets and deals you can open and the names of customers waiting on you — and your unread email’s senders and subjects only if you switch that on.
• The AI receptionist: each turn of a call it answers (see Calls).
• Bid invitations: when your company sets up an email connector, each email from the bid platforms it names — its sender, subject, when it arrived and its text — is read by the AI service to open a ticket for the invitation.
• Online presence: your company’s profile, keywords and knowledge documents, to write articles and outreach emails and to check whether AI assistants name your company.
• The Sales tab: prospect searches, call briefs, suggestions during a call, call summaries and scores, call scripts and Sales email writing (see The Sales tab).
• Project Management: an invoice, receipt or delivery note someone uploads or emails to a project, to read its supplier, number, dates, lines and amounts into a cost line a person then checks; a paper a subcontractor drops into the contractor portal, to read what it is, who issued it and when it expires, which they then confirm; a safety data sheet, to read its hazards; and, for the site-pack assistant, the conversation with it and the project facts it uses — the project’s name, reference, site address, dates, programme, materials and the names and trades of the firms on it — and the site’s details the company gives it (the site manager and their phone number, the first aiders, the people trained to rescue a worker at height, the assembly point and the nearest hospital), to draft risk assessments, method statements, permits and the other site forms a competent person then checks and signs.

What the AI service keeps. Anthropic deletes what it is sent, and its answers, within 30 days, except where it must keep them longer to enforce its usage policy — up to 2 years for content flagged as breaking it, and safety scores for up to 7 years — or where the law requires, as its own privacy notice explains. It does not use them to train its models. Some requests ask it to cache the part that stays the same from one request to the next — for example our instructions with your company’s name and the estimate being discussed, or, for the AI receptionist, the company’s instructions and knowledge documents and the caller’s number — so the next answer comes sooner; the cache is held in memory, in a processed form rather than as the words, for a few minutes after it was last used. We do not use its file-storage feature. If your company’s admin chooses another AI service, that service’s terms apply to your company’s AI use.

What we keep. A record that AI was used — which feature, which model, how long it took and what it cost — not what was sent. Where an AI answer is part of your work it is kept with that work: your assistant conversations, the drafts you keep, a receptionist call’s transcript on its ticket, and your digest.

People decide. In the CRM the assistant and the email writer suggest; a person checks and sends. Two things are different by design. When a company switches on the AI receptionist, it talks to callers itself, and what a caller tells it opens a ticket and fills that caller’s blank contact details. When a company sets up a bid-invitation email connector, each matching email is read by the AI service and opens a ticket without a person checking it first.

Calls, recordings and the AI receptionist

Calls to and from a company’s ScopeFlow numbers go through Twilio, on the company’s own Twilio account.

• Recording. Calls on a company’s numbers are recorded unless its admin switches recording off for that number. A recording notice plays before the two sides are connected, unless the company’s admin has removed it; the company is responsible for telling callers it records, as the law where it works requires. Recordings and voicemails are copied into our storage and kept with the call, where only that company’s people can play them. Twilio keeps its own copy too; we ask it to delete one only when a caller to the AI receptionist asks not to be recorded.
• The AI receptionist, only when a company switches it on. The caller hears the notice and a greeting. What they say is turned into text by Twilio’s speech recognition (for British English, Deepgram’s Nova-3 model, which Twilio runs, given words to expect such as the company’s name), and the receptionist’s replies are spoken by Twilio in a voice from Google or Amazon. Each turn, the conversation so far, the company’s instructions and up to five of its knowledge documents, the caller’s number, what they have given, and the company’s local time and opening hours go to the AI service to write the next sentence; if the caller is already a contact, it is also given their first name and whether they have an open job, and asks before using it. When the call is answered, the company’s instructions and the caller’s number are also sent once, before the caller speaks, so the first reply is quicker. The conversation is kept as text on the ticket it opens, and the call is recorded like any call on that number. A caller who asks not to be recorded is not: recording stops at once, nothing is copied to us, and Twilio is asked to delete its copy. A card number a caller reads out is removed from the words we keep, show on the ticket or send to the AI. The call’s recording, which we and Twilio keep like any recording, still holds what was said, so callers should never read out card details. The raw request from Twilio that carried the words is deleted after 90 days.
• Your own phone. If you give a phone number on your CRM profile and choose to take calls on it, or a company lets the receptionist put callers through to you, the company’s Twilio account rings that phone, which is shown the caller’s number and, before it connects, hears who the call is for — from the receptionist, the caller’s first name and what the call is about.

Texts and email

• Texts go through the company’s own Twilio account. Replying STOP puts the number on the company’s opt-out list, and the company’s texts to it stop. We keep a record of consent and opt-outs — what was agreed, when and how, and for a web form the visitor’s IP address — and keep it even after a person’s other details are erased, when only a fingerprint of the number or address remains, so the opt-out keeps working. If a company switches on Twilio Lookup, a number is checked before an automated text, to learn whether it can take one; the answer is saved with the number and asked again only when it is more than 90 days old. We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes.
• Email is sent from a mailbox the company or the person connected, through Microsoft or Google, when a person presses Send, at the time they scheduled, or by an automation the company published. Unless the company switches it off, an email a person sends to someone outside the company carries read receipts, as most sales email tools do: a tiny invisible picture, and links that pass through ScopeFlow on their way to the page they name. When the recipient’s mail app loads the picture (some, such as Apple Mail, load it before the email is read) or the recipient follows a link, we record that it happened, when, which link, and the name of the mail app or browser, so the sender can see the email was opened and, if they chose to be, be told. We never keep the reader’s IP address or work out where they are; a scrambled form of the address is held for up to an hour, only to stop floods of requests. On the web a sender can leave read receipts off any email, and they are never added to an email between colleagues, to an automation’s email, or to a forward sent from a person’s own mailbox that ScopeFlow keeps no copy of. Pictures in a received email are held back until the reader chooses to show them. Marketing email from an automation carries an unsubscribe link, and using it stops that company’s email to that person. A forward that is not about a ticket or deal stays in the company’s shared inbox for its team when it is sent from a shared mailbox; sent from a person’s own mailbox, ScopeFlow keeps no copy, and for an email ScopeFlow already held it records only that it was forwarded, when, by whom, from which of their mailboxes, which email and to how many people — never its words, and each address only as a one-way fingerprint with its domain.
• Our own email — sign-in links, invitations, announcements, notifications and digests — goes to your own address through Resend. A notification email carries the notice’s title, which can name a person, their phone number or email address, a company, a ticket or an email’s subject line, and a link; never the message under it. You can switch notification emails off in Settings → Notifications.

The Sales tab

The CRM’s Sales tab finds new customers and contacts them by email, text and phone. It is off until a company’s admin switches it on, and nothing in this section happens for a company with it off.

• Finding prospects. With the company’s own Apollo account (its key, which we keep encrypted), ScopeFlow sends Apollo the searches a person makes, the people and companies to look up or import and, for an AI prospect search, each company’s web domain and the job titles wanted. Apollo answers with business contact details — names, job titles, work email addresses, LinkedIn pages, locations and whether an address is valid — which are kept as the company’s contacts and companies. An AI prospect search sends the AI service what was typed, with the company’s country and time zone; the AI service searches the web and reads companies’ public pages itself (our servers do not), and what it finds is kept with the page it came from. Finding someone never contacts them.
• Sales email goes through Resend, in the rep’s name, from a sending subdomain of the company’s own domain. Resend receives the recipient’s address, the email, the address replies go to and our own reference numbers, and tells us whether each email was delivered, bounced, failed or was marked as spam, which we record; what it tells us about any other email is not kept. Every Sales email carries the company’s postal address and an unsubscribe link, and using it stops that company’s marketing email to that person at once. Sales email carries read receipts, recorded as Texts and email describes; the opens and clicks of a bulk campaign are counted, and nobody is told of them as they happen. Pictures in a designed email are fetched from our storage when the reader’s mail app shows them.
• Who may be contacted. Nobody on the company’s opt-out list. In the United Kingdom, marketing email goes to people at companies, at business addresses; to a sole trader, a partnership or a personal address (such as Gmail or Hotmail) only with recorded consent. Sales texts go only to people whose consent to marketing texts is recorded, in either country, and say how to stop them. A UK number the company has marked as registered with the Telephone Preference Service is called only with consent.
• Sales calls go through the company’s own Twilio account. The other person hears the company’s recording notice as they answer; the call is then recorded, both sides, and written down as it happens by Twilio’s speech recognition, under Twilio’s terms for its AI features. If they ask, the rep stops the recording and the writing down. The recording and the transcript are kept with the call. Before a call, the AI service is sent the contact’s and their company’s details (never their email address or phone number), the tickets and deals the rep may open and the last few contacts with them, to brief the rep; during it, the last lines of the conversation and the call’s script, every few seconds, to suggest what to say; after it, the whole transcript and the rep’s notes, to write a summary, suggest next steps and score the call, which the rep checks before any of it is added to the customer’s records. A call that went well may be read again to draft a general answer to an objection, with names, numbers and addresses taken out, for a manager to approve. A rep can leave a message they recorded on the other person’s voicemail, and a manager can listen in to coach the rep.
• Writing. Write with AI in the Sales email composer and designer, and the call-script writer, send the AI service what the person typed, the company’s own guidance and, for an email to one person, that person’s name, job, company and city and their last few emails, as Writing email above describes.
• What we keep. Each Sales email and text sent (the address, the subject and what happened to it), its opens and clicks (when, which link, and the mail app or browser — never an IP address), each contact’s engagement score, lists, sequences, campaigns and designs, call recordings, transcripts, summaries and scores, and prospect searches and their results, with the company’s other records. Erasing a contact deletes every Sales record about them.

Quote and subcontractor links

A company using the CRM can send a client a quote, and a subcontractor a package of work, as an email with a link of their own. The link needs no account: whoever has it can open it, so it is long and impossible to guess, we keep only a scrambled form of it, and the company can withdraw it.

• What the person sees. A client sees the quote, its specification and the company’s documents (an insurance certificate marked with the client’s name and the date), and the name, job title, office number and work email of the person dealing with them. A subcontractor sees the scope of the work, the questions and answers, their own prices, papers, order and payments — never another subcontractor’s name or price.
• What they give us. A client may type their name, position and company, a reference and a note, and tick a statement shown word for word to accept the quote, or ask for changes or a question. A subcontractor may send prices, quotes, questions, compliance documents with their expiry dates, invoices, receipts, a lien waiver and bank details. We keep what they typed or sent, when, and the name of their browser; with link-only access this records who typed what, not proof of who they are. Bank details are kept encrypted, shown to the company only as the account name and the last four digits, and are not used until the company has checked them by phone.
• What we record of a visit. When a client’s page opens in a browser, how long it stays open, and which documents are opened or downloaded, with a random cookie that names nobody (so a forwarded link shows as a new viewer) and the name of the browser — so the company’s salesperson is told the quote was opened. We never keep the visitor’s IP address or work out where they are; a scrambled form of the address is held for up to an hour, only to stop floods of requests. Visits by link-checking robots and by the company’s own staff are not counted.
• Site photos. A company that connects its CompanyCam account can show its own staff the photos of a job beside a payment they approve. Clients and subcontractors never see them.

The contractor portal (Project Management). A company using Project Management can invite subcontractors — or let them apply from a link on its website — to keep their own profile: company and contact details, trades, where they work (an address and the area they cover, shown to the company on a map) and their insurance, tax and trade papers with expiry dates. They sign in with a link and a six-digit code we email them; we keep a scrambled form of each, single use, for 20 minutes. An invitation is an email from the company with the message its team wrote, the firm’s name and the name of the person invited, and replies go to the team member who sent it; its link signs them in once, within 14 days, and we keep only a scrambled form of it. The company sees what they give and its CRM directory keeps the same details and papers. The company can also set where a subcontractor in its directory works — a base address and the area it covers — so it shows on the same map. We email them before a paper expires and when it has, and once a year to check their details are current. A client may also be sent a read-only link to a project’s programme, which needs no account and can be withdrawn.

Who handles it for us

We choose these providers to run ScopeFlow. Each receives only what its part of the service needs, uses it only to provide that service — except as its own terms described on this page allow (Twilio’s speech features; what Anthropic keeps for safety) — and is bound by its agreement with us to protect it with the same or equal care this policy describes.

• Supabase — Our databases, sign-in and file storage, in Oregon in the United States. Receives: Everything kept in ScopeFlow: accounts, your company’s records, messages, recordings and files.
• Vercel — Hosting: it runs the web app and the connection the iPhone app uses, and serves our website. Receives: Each request to the web app or the app’s connection, with what it carries, and technical logs of those requests, including IP addresses and browsers.
• Anthropic (Claude) — Our AI service, unless a company’s admin chooses another (see AI features). Receives: What each AI feature needs, for that request, and — when the assistant or a Sales prospect search uses the web — the search words it writes, which Anthropic runs through its own search provider, and the public pages it reads. It deletes what it is sent within 30 days, except as AI features explains, and does not train on it.
• Twilio — Phone numbers, calls, texts, call recordings and voicemail, through each company’s own Twilio account under ours; speech recognition and voices for the AI receptionist, which Twilio provides with Deepgram, Google and Amazon; and the live transcription of Sales calls. Receives: The numbers, what is said and texted, recordings, a number’s recording notice and what the receptionist says; for UK numbers, the business and representative details Twilio’s checks need; for Twilio Lookup, when a company switches it on, the number. Twilio keeps its own copy of call recordings.
• Google — Address search in the CRM and in Project Management (its contractor portal, and the company’s own contractor profiles), finding the nearest hospital with an emergency department to a project’s site for its site pack, Roof Report’s maps and solar data, the contractor map in Project Management, company icons, and the fonts on our website and on some web forms. Receives: For address search, what you typed and the address you picked. For the nearest hospital, the site’s address or its position on the map. For the contractor map, your browser loads the map itself from Google. For Roof Report, the ZIP code, the address and the map pin; your browser loads the map itself from Google. For company icons, the company’s web domain. For fonts, what a browser sends when it loads them.
• Resend — Sends our own email — sign-in links, invitations, announcements, notifications, daily digests, and Project Management’s contractor portal invitations, sign-in codes and paper-expiry reminders — and, for a company that switches on the Sales tab, its Sales email; and receives email sent to our support address, which it passes to us. Receives: Your email address and the email. A notification’s title can name a person, their phone number or email address, a company, a ticket or an email’s subject line; never the message under it. For Sales email: the recipient’s address, the email, the address replies go to and our own reference numbers.
• Microsoft 365 — Our support mailbox. Receives: What you send through the Support page or to our support address.
• Stripe — Payments for subscriptions and Roof Reports. Receives: Billing contact details, and the card details you type on Stripe’s own page. Card details never reach us.
• Expo (650 Industries, Inc., United States) — Delivers updates to the iPhone app and, when you allow notifications, passes them on to Apple. Receives: A random install id with each update check. For notifications: your phone’s push token, the notification’s title and second line, your company’s name, which screen to open and the ids needed to open it, and your unread count. Expo keeps push tokens and does not store what a notification says.
• Apple — The App Store, and Apple’s push notification service, which delivers notifications to your iPhone. Receives: For notifications, what Expo passes on. Face ID and the app’s saved sign-in stay on your iPhone; nothing about them reaches us.

These are services a company or a person chooses to connect. They handle that information under the company’s or person’s own agreement with them.

• Microsoft — Outlook mailboxes and calendars that a person or company connects, the email sent from them, and Teams meetings. Receives: Mail and calendar events to and from that account, an email’s recipients and content when it is sent, and what you type when looking up people you have emailed.
• Google — Gmail, Google Calendar and Google Meet that a person or company connects, and a company’s own Google Ads or Analytics tags on its direct-link web forms, if it adds them. Receives: For mailboxes and calendars, as for Microsoft. The tags send Google the visit and the conversion, under the company’s own Google account.
• Meta (Facebook and Instagram) — Leads from a company’s Facebook and Instagram lead forms, once the company connects its Pages, and a company’s own Meta pixel on its direct-link web forms, if it adds one. Receives: Access to the Pages the company chose (Meta sends us their leads). The pixel sends Meta the visit and the lead, under the company’s own Meta account.
• Apollo.io — Business contact data for a company’s Sales tab, with the company’s own Apollo key. Receives: The searches a person makes, the people and companies to look up or import and, for an AI prospect search, each company’s web domain and the job titles wanted.
• Intuit (QuickBooks Online) or Xero — Accounting for a company that connects its own QuickBooks Online or Xero account to Project Management, so bills are entered once. Receives: Approved cost lines as bills — the supplier, its reference, date, lines and amounts, and the project’s tracking reference — and, back from it, the bills for the projects the company links.
• CompanyCam — Site photos and videos for a company that connects its own CompanyCam account, shown to its own staff on a job and beside a payment they approve. Receives: The company’s access token, the words a person types to find a project, project ids and date ranges. The photos are shown from CompanyCam, not kept by us.
• Google (Gemini), OpenAI, OpenRouter or another AI service — Only for a company whose admin chose one, with the company’s own key, in place of Anthropic. Receives: What Anthropic would otherwise get, under that service’s own terms.
• Places a company sends to — A company’s own WordPress site and webhook addresses, the websites its Online presence tools check, and bid platforms’ APIs a company connects with its own credentials. Receives: Articles the company publishes; for webhook steps, ids, never names or messages; an ordinary page request to the sites it checks; for a bid platform, the company’s credentials, to fetch its invitations.

We share information with authorities only where the law requires it. We do not sell personal information, we do not use it for advertising, and we do not use your company’s content to train AI models.

Cookies

The web app uses cookies and your browser’s storage only to keep you signed in and to remember your choices: your company, layouts, filters, and the microphone and speaker you use for calls. It uses no advertising or analytics cookies, and our website sets none. A company’s web form, opened at its own direct link, may load that company’s Google or Meta tags, which the company controls; placed on the company’s own website, our form loads none. Do Not Track: the web app and our website do no cross-site tracking, whether or not your browser sends that signal. A company’s own Google or Meta tags on its direct-link forms can collect a visitor’s activity across sites, under that company’s settings. A quote or subcontractor link sets one cookie of its own, a random id that names nobody, kept for a year, so a return visit is counted as the same viewer.

Where it is stored

Our databases and file storage are in Oregon, in the United States, and our servers run in the United States. Some providers handle information elsewhere as part of their service — our hosting provider’s network serves pages from the location nearest you, and Twilio connects calls through its own network. If you are outside the United States, your information is transferred to and stored in the United States.

How long we keep it

• Your company’s records and files: kept while your company has an account. When an account closes, we keep its data for a reasonable period so it can be exported, then delete it; a company can ask us to delete it sooner.
• Projects, estimates and takeoff work deleted in Estimating or Project Management: can be put back for 30 days.
• What Twilio, Resend, web forms and lead sources send us: the contents of each delivery are deleted after 90 days (what it became — a contact, a ticket, a message — stays with the record).
• Automations: finished runs and their step logs are deleted after 18 months, and handled events after 90 days, unless the company changes these.
• Files uploaded to a web form, or through a subcontractor’s link, that were never sent: deleted within a day.
• A draft forwarding an email from a person’s own mailbox, with the files copied into it: deleted when it is discarded, when it is sent about no ticket or deal, or after 30 days left unsent.
• Consent records and opt-outs: kept, so an opt-out keeps working; after an erasure only a fingerprint of the number or address remains.
• Usage statistics: up to 400 days.
• A phone’s push token: until you sign out of the app on that phone or remove it.
• Request logs: our own copy is deleted after 14 days; the copy our hosting provider keeps is deleted within 30 days.
• Your account: while your company has an account, until you ask us to delete it. Removing your seat ends your access but keeps your name on the work you did.

Your choices and rights

Depending on where you live, you may have the right to a copy of your personal information, to have it corrected or deleted, to object to or restrict how it is used, and to take it elsewhere.

• Ask us by email at support@scopeflow.us, or by phone or post (see Who we are). We reply within one month. If your information is held for a company that uses ScopeFlow, we pass your request to that company, or help it answer.
• Your company’s admin can act directly: change or remove a user and sign them out everywhere (Settings → Users), and on a CRM contact’s page, under Their data, export everything held about that person or erase them.
• Deleting your account: email us to delete your account. Your company’s admin can remove your access at any time, but only we can delete an account. Within one month we delete your sign-in and the personal details in your account, except what we must keep for security, legal or opt-out reasons; your company’s records may keep your name on the work you did.
• Connected accounts: disconnect a mailbox or calendar in ScopeFlow’s Settings, or remove ScopeFlow’s access from your Microsoft or Google account.
• Facebook and Instagram: to have us delete what we received from them, email us; an admin can also disconnect a Page in Settings → Lead sources.
• In the iPhone app: turn AI help off in More → Settings → AI, and notifications off in your iPhone’s Settings.
• Texts and email: reply STOP to a text; use the unsubscribe link in a marketing email.
• Complaints: you can complain to a data-protection authority — in the United Kingdom, the Information Commissioner’s Office (ICO).

Children

ScopeFlow is a tool for businesses. It is not meant for children, and we do not knowingly collect information about anyone under 16.

Changes

Each of our policies shows the date it took effect. When we change this policy we update that date, and we tell administrators about material changes by email and in the app. See also our Data Protection Policy and Terms and Conditions.

ScopeFlow is operated by Total Cladding and Roofing LLC. Post: 5900 Balcones Dr Ste 100, Austin, TX 78731-4298, United States Phone: +1 (210) 775-0995 Email: support@scopeflow.us