Privacy Policy

Information you give us

• Account and business details: your name, email address, phone number, password (stored only as a secure hash), company name, address, logo and brand settings.
• Customer and job records you enter: your customers' names, phone numbers, email and mailing addresses, job and project details, notes, proposals, change orders, invoices, signatures and messages.
• Photos and files you upload, for example job photos, product photos and documents.
• Audio you choose to record or speak into the app (for example voice notes, Talk2bid and the voice assistant), and the text transcribed from that audio.
• Calls and texts made through a Busyless business phone number, including AI-assisted calls: phone numbers, call and message times, message content, and call transcripts and summaries. We do not keep audio recordings of these calls.
• Messages you send us, for example support requests.

Information collected automatically

• Device and usage information: IP address, device type and model, operating system, app version, browser type, language, and pages or screens used, kept in our server logs to run, secure and fix the Services.
• Identifiers: user, company and device identifiers, and, if you allow notifications, a push notification token for your device.
• Email activity for emails you send through Busyless, such as whether an email was delivered and opened, so you can see whether a customer received a proposal or invoice.

Location

If you allow location access and use route planning in the mobile app, your device's current location is used to calculate the driving order for that day's jobs. The location is read only when you ask for a route and is not tracked in the background. It is sent with that request to calculate the route and is not saved to your account. Job and customer addresses you enter are stored as part of your records. You can turn location access off in your device settings; route planning then starts from your company address.

Information from others

• Sign in with Apple or Google: if you use these, we receive your name and email address from that provider.
• Payment providers: Stripe tells us whether a payment or subscription succeeded, the amount, and limited card details such as the card brand and last four digits.
• Your customers: when a customer fills in a form, signs a proposal or pays an invoice, that information is added to your account.

• To provide the Services: create and run your account, store your records, generate proposals, invoices and documents, send emails and texts you ask us to send, and process payments.
• To provide the AI features described in section 3.
• To support you and to communicate with you about your account, billing, security and changes to the Services.
• To keep the Services safe: prevent fraud and abuse, enforce limits and fix errors.
• To understand and improve the Services, using usage information.
• To comply with law and enforce our terms.

We do not sell your personal information, and we do not use the customer records you enter to market to your customers.

Busyless uses OpenAI to power its AI features. Depending on the feature you use, we send OpenAI only the information that feature needs:

• Transcription: audio you record is sent to OpenAI to convert it into text.
• Voice assistant and AI calls: audio from a live conversation with the Busyless assistant, or a call answered or made by the Busyless AI agent, is processed in real time by OpenAI.
• Proposal and content generation: transcripts, job details and relevant items from your company's job library are sent to OpenAI to draft proposals, follow-ups, marketing posts and similar content.
• Suggestions and checks: proposal and customer details may be sent to OpenAI to suggest add-ons, check a proposal for missing items, or list questions a customer asked that the AI could not answer.

OpenAI processes this information to provide the service to us. OpenAI states that, by default, it does not use data sent through its API to train its models. OpenAI may keep some data for a limited time, for some services up to 30 days, to monitor for abuse; how long depends on the service used. AI output can be wrong, so please review drafts before you send them.

We share information only as described here:

• Service providers that run parts of the Services for us: Amazon Web Services (hosting, databases, file storage and email infrastructure), OpenAI (AI features), Stripe (subscription billing and customer invoice payments), Twilio (phone numbers, calls and text messages), Postmark (email delivery), PDFShift (creating PDF documents), Google and Apple (sign-in, maps and push notifications), Expo (app updates and push notifications), Sentry (error reports), Amplitude (product usage analytics) and Cloudflare (image delivery).
• With the people you choose: for example when you send a proposal, invoice or text to a customer, or invite a team member.
• With your company: information in a company account is visible to that company's team members according to their permissions.
• For legal reasons: to comply with law, a court order or other legal process, or to protect the rights, property or safety of Busyless, our users or others.
• In a business transfer: if Busyless is involved in a merger, acquisition or sale of assets, information may be transferred as part of that deal.

Payment card numbers are entered directly with Stripe. Busyless does not receive or store full card numbers.

The Busyless app does not show ads and does not use third-party advertising trackers. The marketing website busyless.com may use cookies and similar tools, including the Meta Pixel and Google tools, to measure visits and the effectiveness of our ads.

When a business that signed up on our website starts a paid subscription, we may tell Meta that a purchase happened, using a hashed email address and phone number, so we can measure our advertising. We do not send this for accounts created or used in the mobile app, and we never share the customer records you enter. To opt out, email us at support@busyless.com; you can also block cookies in your browser.

• Account and business records (customers, proposals, invoices, jobs, photos, transcripts and messages) are kept while your company's account is active, so you can keep using them.
• When the account owner deletes the company account in the app, we delete the company's records from our active databases and cancel the subscription.
• Database backups are kept for up to 35 days, after which deleted records are gone from them too.
• Server logs are kept for a limited period for security and troubleshooting and then deleted.
• We may keep limited records longer when the law requires it, for example payment and tax records, or to resolve disputes.
• Copies held by service providers follow their own retention rules, described in section 3 for OpenAI.

To ask us to delete specific information, email support@busyless.com.

• Access and update: you can view and change your account and company information in Settings.
• Delete: team members can delete their own account in Settings; the account owner can delete the whole company account. You can also email us to ask for deletion.
• Permissions: you can turn off microphone, camera, photo, location and notification access in your device settings at any time. Features that need them will stop working until you turn them back on.
• Marketing emails: you can unsubscribe using the link in any marketing email.

Depending on where you live, including several US states, you may have the right to know what personal information we hold about you, to get a copy, to correct it, to delete it, and to opt out of the sale or sharing of personal information or targeted advertising. To use these rights, email support@busyless.com. We will verify your request and reply within the time the law requires, and we will not treat you differently for using your rights. If we decline your request, you can appeal by replying to our response. If you are a contractor's customer, we may pass your request to the business that entered your information.

We use reasonable technical and organisational measures to protect information, including encrypted connections (HTTPS), access controls and secure hosting with Amazon Web Services. No system is completely secure, so we cannot guarantee absolute security. Please keep your password private and let us know at support@busyless.com if you suspect unauthorised access.

The Services are for businesses and are not intended for anyone under 18. We do not knowingly collect personal information from children. If you believe a child has given us information, contact us and we will delete it.

Busyless is based in the United States and stores information in the United States. If you use the Services from outside the US, your information is transferred to and processed in the US.

We may update this policy. We will change the effective date above and, for significant changes, tell you in the app or by email before they take effect.

Questions or requests about privacy: email support@busyless.com or write to Opinor Group LLC, 4026 Humphrey Rd., Richfield, OH 44286, United States.