Privacy Policy

You, the business owner or team member using JobFlow, and your customers, whose details you put into it. For your data we are the controller. For your customers’ data you are the controller and we are your processor — we hold it to provide the service to you, and we do not use it for anything else.

Your name, email address, phone number and business details; a bcrypt hash of your password, never the password itself; and the technical records that come with using any website, such as IP addresses and timestamps. Payment card details go straight to Stripe and never reach our servers.

We set one cookie, to keep you signed in. There are no advertising or analytics trackers on this site.

Names, addresses, phone numbers, email addresses, property details, job photos, quotes, jobs, and the texts and emails you exchange with them. You decide what to enter. Please enter only what you need to do the work, and tell your customers you use software to manage it.

If you use clock-in, each crew member’s phone records where it was when they clocked in to a job and when they clocked out. Those two points are kept on the job’s time sheet. Their phone can also share its current position while they are clocked in. Only the latest point is kept — never a trail — and it is deleted when they clock out. Crew members can see on their own screen when their position is being shared, and the owner and admins see it on the route screen. Nothing is collected while someone is not clocked in.

Each of these providers receives only what its job needs:

• Our database host and Vercel, which runs the app, hold or pass through everything described on this page.
• An S3-compatible storage provider holds job photos, if you upload any.
• Stripe takes payments, and receives your email address and card details.
• Twilio sends and receives texts, and so receives your customers’ phone numbers and the text of those messages.
• Resend sends email, and receives the recipient’s address and the message.
• Google Maps looks up addresses and measures driving distance, and receives the addresses involved.
• OpenAI powers the AI features — see below.

Each provider is used only when it is switched on for this service. Twilio and Resend keep their own records of messages they delivered, under their own policies.

When the AI features are switched on for this service, a lead added in the app is scored automatically, and you can ask for any lead to be scored. To do that, the lead’s name, the service they asked for, their description of the job, their address and where the lead came from are sent to OpenAI, which returns a score, a summary and a draft reply. Texts your customers send you are not sent to OpenAI. The AI features are on or off for the whole service; there is not yet a switch to turn them off for one business.

Your data is kept for as long as your workspace exists. A live crew position is deleted when that person clocks out. Demo workspaces are deleted automatically within a few days.

When the owner deletes a workspace, everything in it is deleted at once: customers, properties, leads, quotes, jobs, messages, time sheets, photos and the audit log. The subscription is cancelled, and the sign-in accounts of everyone who belonged to that workspace and to no other are deleted too. Copies in our database host’s recovery backups expire on that host’s schedule. Stripe keeps its own records of payments and invoices, as payment law requires.

The owner of a workspace can download everything in it at any time, from Settings, as spreadsheets. Details can be corrected in the app by anyone with permission to edit them. The owner can delete the workspace from Settings; it cannot be undone.

If a team member wants their own account deleted, or one of your customers asks you to erase them, email us: the app does not yet have a button that removes one person and everything that mentions them, so we do it for you. If you are in the UK or EU you also have the right to object to processing and to complain to your data protection authority.

Data is encrypted in transit. Passwords are hashed with bcrypt. Every business’s records are kept apart by a tenant boundary enforced in the data layer, and the database itself refuses to link one business’s records to another’s. Resetting your password signs you out on every device. No system is perfect; if we ever have a breach affecting your data, we will tell you.

Questions about any of this, and requests to delete an account or a customer, go to support@jobflow.ai.