Privacy Policy

1. Who We Are

Roofclaims, LLC ("Company," "we," "us," or "our") operates the Roof Claims CRM platform — a business-to-business software-as-a-service ("SaaS") product available via web application at roofclaimscrm.com and via mobile application on iOS and Android. Our principal place of business is Houston, Texas. For privacy inquiries, contact us at admin@roofclaimscrm.com.

2. Scope — B2B Platform

This platform is sold exclusively to business customers ("Tenants") — roofing contractors, restoration companies, and their authorized team members. We are not a consumer product and do not knowingly collect data from individuals under 18 years of age. If a Tenant's account includes users under 18, the Tenant is solely responsible for obtaining any required parental consent.

Each Tenant's data is logically isolated in our multi-tenant database architecture. A Tenant's employees, leads, documents, and communications are accessible only to users within that Tenant's account, except as required by law or as described in this Policy.

3. Data We Collect

3.1 Account & Identity Data

• Name, email address, and profile photo (provided at sign-up or via Clerk OAuth)
• Company name, business address, phone number
• Role within your organization (sales rep, manager, admin)

3.2 Business Data (Tenant-Owned)

• Lead/homeowner records: names, property addresses, damage descriptions, contact info
• Job documents: estimates, contracts, proposals, insurance claims, inspection reports
• Financial records: invoices, payments, expenses, P&L data entered by the Tenant
• Photographs and file uploads associated with jobs
• Team communications: channel messages, direct messages, task notes
• Calendar events, scheduled appointments, and task lists

3.3 Usage & Technical Data

• IP addresses, device type, browser/OS version, app version
• Pages visited, features used, timestamps of activity
• Error logs and crash reports for platform stability
• Session tokens and authentication state (managed by Clerk)

3.4 Location Data

The mobile app requests device location permission to plot leads on the map and pre-fill property addresses. Location data is used solely to provide in-app features and is never sold or shared with advertisers.

3.5 CRM Import & Migrated Data

If you import existing customer or lead records into the platform via CSV upload or third-party integration (such as RoofLink), that imported data is stored as Tenant data under your account and is subject to the same privacy protections as data you enter manually. By importing data you represent that you have the legal right to store and process it. We do not independently verify the provenance of imported records.

3.6 RoofLink API Key

If you connect your RoofLink account, your API key is stored server-side in encrypted storage and is never displayed in plain text in the browser after initial entry. We transmit your API key only to the RoofLink service to fulfill measurement and data retrieval requests on your behalf. We do not share your RoofLink API key with any other party.

3.7 AI Phone Add-On Records

If the optional Megan AI Phone add-on is activated, the platform may store call recordings, transcripts, call summaries, AI-generated outcome notes, and SMS message records associated with leads in your account. These records are stored as part of your Tenant data and are subject to all retention and deletion policies in Section 7. You are responsible for notifying call recipients as required by law (e.g., two-party consent states) and for maintaining your own communications compliance records.

4. How We Use Your Data

• Provide the Service — store, display, and process your business data so the platform functions as intended
• Authentication — verify your identity and maintain session security
• Notifications — send push notifications (mobile), email alerts, and in-app messages about your account activity
• Platform Improvement — analyze aggregate, anonymized usage patterns to improve features
• Billing & Account Management — track subscription status, send invoices, manage payment failures
• Security & Fraud Prevention — detect unauthorized access attempts and protect your account
• Legal Compliance — respond to lawful requests from courts or government authorities

We do not sell your personal data. We do not use your business data to train AI models or share it with third parties for advertising purposes.

5. Third-Party Service Providers

To operate the platform, we share data with the following processors. Each is contractually bound to use your data only to provide services to us on your behalf:

6. Data Ownership

You own your Tenant data. All lead records, documents, financial data, photos, and communications created by your organization belong to you. By using the platform, you grant Roof Claims CRM, LLC a limited, non-exclusive license to host, store, transmit, and process that data solely for the purpose of providing the Service to you. We claim no intellectual property rights over your business data.

7. Data Retention & Deletion

Our data retention schedule is as follows:

We will send email notice to the Tenant's registered owner email at 60 days, 30 days, 14 days, and 7 days before permanent deletion occurs due to non-payment. It is the Tenant's responsibility to maintain a valid email address and to export their data during the available window.

8. Your Rights

As a Tenant administrator, you may request the following at any time by emailing admin@roofclaimscrm.com:

• Access: A copy of the data we hold for your account
• Correction: Correction of inaccurate data in our system records
• Export: A full data export in JSON or CSV format
• Deletion: Permanent deletion of your account and all associated data
• Objection: Objection to any specific data processing use case

California Residents (CCPA)

California residents have the right to know what personal information is collected, to request deletion, and to opt out of any sale of personal information. We do not sell personal information. To exercise your rights, contact us at admin@roofclaimscrm.com. We will respond within 45 days.

9. Security

We implement industry-standard safeguards including TLS encryption in transit, encrypted database storage at rest, access control by tenant isolation, and session management through Clerk's authentication infrastructure. No system is 100% secure. In the event of a data breach affecting your account, we will notify you by email within 72 hours of becoming aware of the breach.

10. Cookies

We use session-only cookies and local storage tokens required for authentication and to maintain your logged-in state. We do not use third-party advertising cookies or tracking pixels. You may disable cookies in your browser, but doing so will prevent you from logging in.

11. Changes to This Policy

We may update this Privacy Policy periodically. If we make material changes, we will notify all active Tenant administrators by email at least 30 days before the changes take effect. Continued use of the platform after the effective date constitutes acceptance of the updated policy.

12. Governing Law

This Privacy Policy is governed by the laws of the State of Texas, without regard to its conflict of law provisions. Any disputes shall be resolved in the state or federal courts located in Harris County, Texas.

13. Contact

For privacy-related inquiries, data requests, or to report a concern:
Roofclaims, LLC
Houston, TX
Email: admin@roofclaimscrm.com