Privacy Policy

1. Information We Collect

We collect information in several ways: information you provide directly, information generated through use of the Services, information imported from authorized integrations, and information collected automatically through technical systems.

1.1 Account and User Information

We may collect:

• Name
• Business name
• Email address
• Phone number
• Role, title, permissions, and user type
• Login credentials or authentication identifiers
• Profile settings
• Subscription, billing, and account status information
• Communications with us, including support requests

1.2 Business and Operational Data

Depending on how you use the Services, we may collect and process business records such as:

• Customers, leads, contacts, and service addresses
• Jobs, appointments, dispatch records, work orders, and schedules
• Estimates, invoices, payments, deposits, refunds, and balances
• Price books, service items, inventory records, equipment records, and job notes
• Employee, technician, subcontractor, or staff records
• Photos, files, documents, signatures, and uploaded attachments
• Call logs, messages, transcripts, recordings, and communication history
• Customer relationship management data
• Marketing attribution data
• Lead source, campaign, and advertising performance information
• Internal notes, tags, statuses, reports, and audit activity

1.3 End Customer Information

If your business uses Trades Operator to manage its own customers, we may process information about your customers or prospective customers, including:

• Names
• Phone numbers
• Email addresses
• Service addresses
• Job details
• Appointment details
• Messages, calls, and communications
• Estimates, invoices, payment status, and service history
• Notes, photos, and documents related to services provided

You are responsible for providing any required notices and obtaining any required consents from your customers, employees, technicians, subcontractors, or other users before entering or syncing their information into Trades Operator.

1.4 Payment and Billing Information

If you pay for Trades Operator or use payment-related features, we or our payment processors may collect:

• Billing contact information
• Payment method details
• Transaction details
• Subscription information
• Payment status
• Invoice and receipt information

Trades Operator does not store raw card numbers; payments are processed by Stripe.

1.5 Device, Usage, and Technical Information

We may collect technical information such as:

• IP address
• Device type
• Browser type
• Operating system
• App version
• Referring URL
• Pages or screens viewed
• Features used
• Login times
• Error logs
• Diagnostic data
• Session activity
• Security and fraud-prevention signals

1.6 Location-Related Information

Trades Operator may process location-related information when needed for dispatching, scheduling, routing, job verification, time tracking, fraud prevention, field operations, or similar features.

This may include:

• Service addresses
• Job locations
• Approximate location based on IP address
• Device location, if enabled by the user and permitted by the device
• Check-in/check-out location data, if enabled
• Route, map, or distance-related information from mapping providers

Precise device location from the technician app is collected only where the business that employs the technician has turned on location features, and only after the device grants permission. We aim to clear location coordinates after 30 days by default, and each business can set a period from 7 days to 1 year; otherwise we delete them when they are no longer needed. Clock-in and clock-out times are kept with the business's time records. We do not sell location data. You can control device-level location permissions through your device settings.

1.7 Cookies and Similar Technologies

We may use cookies, pixels, local storage, tracking technologies, and similar tools to:

• Keep users signed in
• Maintain session security
• Remember preferences
• Understand website and product usage
• Measure marketing performance
• Improve the Services
• Prevent fraud and abuse

You can control cookies through your browser settings. Some Services may not function properly if certain cookies are disabled.

We do not sell personal information or share it for cross-context behavioral advertising. If that ever changes, we will update this policy, provide an opt-out link, and honor opt-out preference signals such as Global Privacy Control as required by law.

2. Information From Authorized Integrations

Trades Operator allows customers to connect third-party services. When you authorize an integration, we may access, process, store, and sync information from that service according to the permissions you grant.

You should only connect integrations that you are authorized to use on behalf of your business.

2.1 QuickBooks and Intuit Data

If you connect QuickBooks, Trades Operator may access QuickBooks company information and accounting records that you authorize through Intuit's connection flow.

This may include:

• Company profile information
• Customers
• Vendors
• Items and products/services
• Accounts
• Invoices
• Estimates
• Sales receipts
• Payments
• Deposits
• Bills
• Expenses
• Purchase records
• Tax data
• Attachments or related accounting records
• Other QuickBooks data authorized by you

We use QuickBooks data only to provide accounting sync, reconciliation, reporting, job-costing, payment matching, invoice management, estimate management, bookkeeping workflows, audit trails, and related product functionality inside Trades Operator.

We do not sell QuickBooks data. We do not share one customer's QuickBooks data with another customer. We do not provide third parties with access to QuickBooks data except as needed for service providers that help us operate Trades Operator under appropriate confidentiality, security, and data-processing obligations.

You may disconnect QuickBooks from Trades Operator at any time. After disconnection, we may retain certain records where needed for accounting history, audit logs, legal compliance, billing, dispute resolution, security, backup recovery, or legitimate business operations.

2.2 Plaid and Financial Account Data

If you connect a financial account through Plaid, Trades Operator may receive information you authorize, such as:

• Account holder information
• Account names
• Account types
• Account balances
• Account identifiers or metadata
• Transaction history
• Merchant information
• Recurring transaction indicators
• Income or cash-flow information
• Bank connection status
• Other financial data authorized through Plaid

We use Plaid data only to provide bank connection, account visibility, cash-flow reporting, transaction categorization, reconciliation, expense tracking, financial reporting, fraud prevention, payment verification, and related business operations features.

We do not sell or rent Plaid data. We do not use Plaid data for unrelated advertising. We do not collect or store your bank login credentials.

You may disconnect financial accounts through Trades Operator, through the applicable financial institution connection controls, or through tools made available by Plaid. You may also request deletion by contacting us at support@tradesoperator.com.

Some records may be retained where required or reasonably necessary for legal compliance, accounting, tax, fraud prevention, security, dispute resolution, backups, audit logs, or legitimate business operations.

2.3 Meta, Facebook, and Instagram Data

If you connect a Meta account, Facebook Page, Instagram account, Meta Business account, ad account, lead form, or related Meta asset, Trades Operator may access data you authorize, such as:

• Business profile information
• Page or account identifiers
• Ad account identifiers
• Campaign, ad set, and ad performance data
• Lead form data
• Messaging or page-related metadata, where authorized
• Attribution data
• Campaign names, spend, impressions, clicks, conversions, and related reporting information
• Other Meta Platform Data authorized by you

We use Meta data only to provide reporting, attribution, lead tracking, campaign visibility, customer matching, marketing analytics, and related platform features.

We do not sell Meta Platform Data. We do not use Meta Platform Data for unrelated advertising, resale, or profiling outside the authorized functionality of Trades Operator. We do not share Meta Platform Data with third parties except as necessary to operate Trades Operator or as required by law.

To delete Meta-related data, you may disconnect the integration inside Trades Operator or submit a deletion request at support@tradesoperator.com with the subject line "Meta Data Deletion Request."

2.4 Google Services, Advertising, Analytics, and Marketing Integrations

If you connect Google, Google Ads, Google Business Profile, Google Calendar, Google Analytics, or other advertising or analytics platforms, Trades Operator may access authorized information such as:

• Account identifiers
• Campaign data
• Ad performance data
• Conversion data
• Lead source data
• Website attribution data
• Call tracking and form submission data
• Cost, click, impression, keyword, campaign, and conversion metrics
• Business profile or listing data

We use this data to provide attribution, reporting, campaign visibility, return-on-ad-spend analysis, lead tracking, job and revenue matching, and related product functionality.

#### Sign in with Google

If you choose Sign in with Google, we receive your name and email address (openid, email, and profile permissions) only to identify your Trades Operator account.

#### Google Calendar

With your owner's or administrator's approval, we can read whether you are busy or free so Trades Operator can avoid double-booking. If an owner or administrator separately turns on event titles and details, we ask Google for the calendar.events permission (Google has no read-only permission for titles), use it only to read unless calendar updates are turned on, and also read event titles and, if details are on, descriptions, locations, and organizers, and show them on your company's schedule. Events marked private or confidential are not shown. If calendar updates are turned on, we create, update, and delete events that mirror Trades Operator appointments and block-offs. These events carry a generic title with no customer details, and we do not edit or delete other events.

#### Google Business Profile

With the business.manage permission we read your account, locations, business information, reviews and ratings, and performance metrics so Trades Operator can show them next to your jobs and marketing results. When you ask us to, we publish posts, update profile information, and upload photos to the location you choose.

#### Google Ads

With the adwords permission we read campaign, ad group, keyword, search-term, spend, click, and conversion reporting for the account you connect so Trades Operator can show what your advertising costs and which jobs it produced. When enabled, we send offline conversions (the jobs and revenue that came from an ad click) back to that account. If you use Local Services Ads, we also read your Local Services leads, including the lead's name, phone number, and call or message details, so we can match each lead to the customer and job in your account; at your request we send lead feedback to Google.

#### How We Handle Google User Data

• Limited Use. Trades Operator's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
• We use Google user data only to provide and improve these user-facing features inside your Trades Operator company. We do not sell it, do not use it for advertising or to build advertising profiles, and do not transfer it to others except to service providers that help us run Trades Operator, as needed for security, or to comply with law.
• We do not use Google user data to train generalized artificial-intelligence or machine-learning models.
• Our staff do not read your Google user data unless you give consent for a specific support request, it is necessary for security (for example, investigating abuse), or the law requires it.
• Google access and refresh tokens are stored in an encrypted secrets vault, are used only by our servers, and are transmitted over encrypted connections.
• We keep Google data while the connection is active. An owner or administrator can disconnect Google at any time under Settings, Integrations, and you can remove access at myaccount.google.com/permissions. Records already imported, such as busy blocks, reports, and ad spend, remain part of your company's records until you ask us to delete them. To have stored Google data deleted, email support@tradesoperator.com.

2.5 Payment Processor Data

If you connect Stripe or another payment processor, Trades Operator may access authorized information such as:

• Customers
• Payment intents
• Charges
• Refunds
• Payouts
• Payment statuses
• Invoices
• Subscriptions
• Connected account information
• Transaction metadata

We use this data to support payment tracking, reconciliation, customer records, invoice status, reporting, fraud prevention, and related financial workflows.

2.6 Communication, Calling, SMS, and Email Integrations

If you use calling, SMS, email, chat, or communication features, Trades Operator may process:

• Phone numbers
• Email addresses
• Message contents
• Call logs
• Call recordings
• Voicemails
• Transcripts
• Delivery status
• Opt-in and opt-out records
• Communication metadata

Calls may be recorded and transcribed when the business using Trades Operator turns those features on. Recordings and transcripts are stored in that business's account and processed by our telephony, transcription, and AI providers to provide the feature. The business is responsible for giving callers any required recording notice and obtaining any required consent.

You are responsible for complying with applicable communication, consent, recording, telemarketing, and messaging laws, including any requirements related to TCPA, call recording consent, SMS consent, email marketing consent, and opt-out handling.

2.7 Other Third-Party Integrations

Trades Operator may support additional integrations, including but not limited to CRM tools, field service platforms, accounting systems, payroll providers, tax providers, mapping providers, weather providers, inventory systems, calendar providers, file storage providers, and AI service providers.

When you authorize these integrations, we process data only as needed to provide the requested functionality, maintain the integration, support your account, improve reliability, prevent fraud, and comply with applicable obligations.

3. How We Use Information

We use information to:

• Provide, operate, and maintain the Services
• Create and manage user accounts
• Authenticate users and protect accounts
• Provide CRM, scheduling, dispatch, job management, accounting, reporting, marketing, and AI features
• Sync information with authorized integrations
• Process payments and billing
• Provide support
• Improve product reliability and performance
• Develop new features
• Personalize user experience
• Generate reports, summaries, dashboards, and recommendations
• Attribute leads, revenue, advertising performance, and customer activity
• Detect, prevent, and investigate fraud, abuse, security incidents, and unauthorized access
• Maintain audit trails
• Enforce agreements and policies
• Comply with legal, tax, accounting, regulatory, and security obligations
• Communicate with you about product updates, support, billing, and administrative matters

4. AI Features and Automated Processing

Trades Operator may include AI-powered features that help users search records, summarize information, draft messages, analyze business activity, identify trends, suggest actions, classify records, or improve operational workflows.

AI features may process:

• Job records
• Customer records
• Notes
• Messages
• Calls
• Transcripts
• Estimates
• Invoices
• Payments
• Advertising data
• Accounting records
• Scheduling data
• Other business data made available inside your account

We use third-party AI service providers, currently OpenAI and Anthropic, to process data for authorized product features. These providers process information on our behalf to provide functionality within Trades Operator. We do not opt in to allow our AI providers to train their models on customer data.

When you ask Operator about rebates or tax credits, we send the ZIP code, and the household income and size only if you provide them, to Rewiring America to look up current programs. We never send a customer's name, address, phone number or email. Rewiring America's use of that request is covered by its own privacy policy (https://www.rewiringamerica.org/privacy-policy).

Call transcription is handled separately: when a business turns on call transcription, we send call audio directly to Deepgram, which transcribes it for us. Other vendors that process customer data on our behalf are available on request at support@tradesoperator.com.

This list covers the AI providers we use. It does not cover AI tools a business connects itself.

Actions that contact customers, change records, or move money require user approval unless the user turns on an automation.

We do not use customer business records, QuickBooks data, Plaid data, Meta Platform Data, call recordings, transcripts, payment records, job records, or other customer-controlled business data to train general-purpose public AI models unless we provide notice and obtain any required consent.

AI-generated outputs may be incomplete, inaccurate, or require human review. You are responsible for reviewing AI-generated content before using it for business, legal, financial, employment, customer, or operational decisions.

5. How We Share Information

We may share information in the following limited circumstances.

5.1 With Service Providers

We may share information with vendors, processors, and service providers that help us operate the Services, such as:

• Cloud hosting providers
• Database and storage providers
• Authentication providers
• Payment processors
• Banking-data providers
• Accounting integration providers
• Email delivery providers
• SMS and calling providers
• AI processing providers
• Analytics and error-monitoring providers
• Security and fraud-prevention providers
• Mapping, weather, and tax providers
• Customer support tools
• Professional advisors

These providers are authorized to use information only as needed to provide services to us and are subject to confidentiality, security, or data-processing obligations.

Examples of vendors that process customer data for us include Stripe (payments), Deepgram (call transcription), OpenAI and Anthropic (AI features), Twilio (calling and SMS), Plaid (bank connections), and our hosting, database, and email providers. The full list is available on request at support@tradesoperator.com.

5.2 With Integrations You Authorize

When you connect third-party services, we may share information with those services as necessary to provide the integration. For example, if you sync invoices to QuickBooks or send lead data to a CRM, we may transmit relevant information to the connected service.

Your use of third-party integrations is also subject to the privacy policies and terms of those third parties.

5.3 Within Your Organization

Information may be visible to users inside your Trades Operator account based on permissions, roles, and settings configured by your organization.

Administrators may be able to access user activity, customer records, job records, communications, reports, and integration data within the account.

5.4 Legal, Compliance, and Safety

We may disclose information if we believe disclosure is necessary to:

• Comply with law, regulation, subpoena, court order, or legal process
• Enforce our agreements or policies
• Protect the rights, safety, property, or security of Trades Operator, our users, customers, or others
• Detect, investigate, or prevent fraud, abuse, security incidents, or technical issues
• Respond to lawful requests from public authorities

5.5 Business Transfers

If Trades Operator is involved in a merger, acquisition, financing, restructuring, sale of assets, bankruptcy, or similar transaction, information may be transferred as part of that transaction, subject to reasonable confidentiality protections.

5.6 Aggregated or De-Identified Data

We may use aggregated, anonymized, or de-identified information for analytics, benchmarking, research, product improvement, and business purposes, provided it does not reasonably identify you, your business, your customers, or any individual.

We do not use sensitive financial data from Plaid, QuickBooks, Meta Platform Data, or similar integration data for unrelated marketing or resale.

6. Data Sales and Targeted Advertising

We do not sell customer business records, QuickBooks data, Plaid data, Meta Platform Data, job records, payment records, or customer records.

We may use limited website or marketing analytics tools to understand website traffic, advertising performance, and lead attribution. Where required by law, we will provide appropriate choices related to cookies, tracking, targeted advertising, or data sharing.

7. SMS, Phone, and Email Communications

If you provide a phone number or email address, we may use it to send:

• Account notifications
• Service messages
• Support responses
• Billing notices
• Security alerts
• Product updates
• Marketing communications, where permitted

If Trades Operator sends recurring SMS messages, message frequency varies and message and data rates may apply. Reply HELP for help or contact support@tradesoperator.com. Reply STOP to unsubscribe. Text messaging consent is not a condition of purchase.

Mobile information, including text messaging originator opt-in data and consent, is not sold or shared with third parties or affiliates for marketing or promotional purposes. All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Carriers are not liable for delayed or undelivered messages.

If you use Trades Operator to communicate with your own customers, you are responsible for obtaining proper consent and honoring opt-out requests.

8. Data Retention

We retain information for as long as reasonably necessary to:

• Provide the Services
• Maintain your account
• Support business operations
• Preserve audit trails
• Maintain accounting, tax, legal, billing, and compliance records
• Resolve disputes
• Enforce agreements
• Prevent fraud or abuse
• Maintain security
• Restore backups
• Meet legal obligations

Retention periods vary depending on the type of data, account status, integration, legal requirements, and product functionality. Our current defaults: accounting, tax, and payment records are kept up to 7 years; security and audit logs are kept at least 7 years for production accounts; we aim to delete Operator AI chat history after 12 months, and we keep only a de-identified usage summary (no names, contact details, or message text) to improve the product; we aim to clear technician location coordinates after 30 days by default, and each business can set a period from 7 days to 1 year (clock-in and clock-out times are kept); and call recordings, transcripts, and operating records are kept for the life of the account unless the business sets a shorter period. When a company closes its account, it can ask us for an export of its data. We then delete or de-identify the company's data according to our retention schedule, except accounting, tax, payment, and audit records, which are kept up to 7 years with personal details removed where the record does not need them. A legal hold can pause deletion.

When information is no longer needed, we will delete, de-identify, aggregate, or otherwise securely handle it according to our retention practices.

Deleted data may remain in backups until they roll off: our database provider keeps daily backups for 7 days, and we are setting up a separate encrypted offsite copy whose schedule and retention we have not yet finalized. Backups are not used for active business purposes, and if we restore one we re-apply deletions made before the restore.

9. Data Deletion and Integration Disconnection

You may request deletion of certain information by contacting us at support@tradesoperator.com.

You may also disconnect certain integrations inside Trades Operator or through the third-party provider's authorization settings.

Deletion may be limited where retention is required or reasonably necessary for:

• Legal compliance
• Tax or accounting obligations
• Billing records
• Security logs
• Fraud prevention
• Dispute resolution
• Contract enforcement
• Audit trails
• Backup recovery
• Compliance with third-party platform requirements

For more information, visit our Data Deletion page at:

https://app.tradesoperator.com/data-deletion

10. Security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, and disclosure.

These safeguards may include:

• Encryption in transit, and encryption at rest where supported by our infrastructure providers
• Access controls and least-privilege, role-based permissions
• Two-step login (multi-factor authentication) at sign-in for owners, admins, and dispatchers, and a recent two-step check for selected high-risk actions
• Company-level data separation between customers
• Authentication controls
• Audit logging
• Monitoring and logging
• Vendor review
• Data minimization practices
• Secure software development practices
• Incident response procedures
• Backup and recovery controls

No system is completely secure. We cannot guarantee absolute security of information. If a security incident affects personal information we hold, we will notify affected customers and, where required, individuals and regulators, without undue delay and as required by applicable law. See also our Security page at https://app.tradesoperator.com/security.

If you believe you have discovered a security issue, contact us at support@tradesoperator.com.

11. Your Choices and Controls

Depending on your account type, role, location, and applicable law, you may have rights to:

• Access certain personal information
• Correct inaccurate information
• Delete certain information
• Export certain information
• Restrict certain processing
• Object to certain processing
• Withdraw consent where processing is based on consent
• Disconnect third-party integrations
• Opt out of marketing communications

To make a request, contact us at support@tradesoperator.com.

We may need to verify your identity or authority before completing a request.

If you use Trades Operator through your employer or another organization, some requests may need to be directed to your account administrator.

12. Privacy Rights for U.S. State Residents

12.1 Our Role

For records a business enters or syncs into Trades Operator about its own customers, employees, and leads, the business is the controller (or "business") and Trades Operator acts as its processor (or "service provider"). We process that data only on the business's instructions and to provide the Services. Requests about that data should go to the business (see Section 17). For account, billing, website, and marketing information about our own customers and visitors, Trades Operator is the controller.

12.2 Categories of Personal Information (Notice at Collection)

In the past 12 months we collected the following categories, for the purposes described in Sections 1 and 3 and kept as described in Section 8:

• Identifiers (name, email, phone number, address, IP address, account identifiers)
• Customer records and commercial information (jobs, estimates, invoices, subscription and payment status)
• Internet and device activity (usage, logs, device and browser data)
• Geolocation (service addresses, approximate location, and technician device location where enabled)
• Audio and electronic information (call recordings, voicemails, transcripts, messages, photos, files)
• Professional information (role, employer, trade)
• Inferences (AI-generated summaries, classifications, and suggestions about business records)
• Sensitive personal information: account log-in credentials with required authentication, and precise geolocation where enabled. We use sensitive personal information only to provide the Services and for security, not to infer characteristics about you.

Sources: you, the business that uses Trades Operator, authorized integrations, and our systems. We disclose these categories to the service providers and integrations described in Section 5 for business purposes. We do not sell personal information and do not share it for cross-context behavioral advertising, including for consumers under 16.

12.3 Your Rights

Depending on your state (including California, Colorado, Connecticut, Delaware, Oregon, Texas, Utah, Virginia, and others with similar laws), you may have the right to know and access personal information, correct it, delete it, obtain a portable copy, opt out of sale, targeted advertising, and certain profiling, and limit use of sensitive personal information. We do not engage in the sale, targeted advertising, or profiling that would require those opt-outs. Where the law requires, we will honor opt-out preference signals such as Global Privacy Control. We will not discriminate against you for exercising your rights.

12.4 How to Make a Request, Appeals, and Authorized Agents

Email support@tradesoperator.com with the subject line "Privacy Request" or use the process on our Data Deletion page at https://app.tradesoperator.com/data-deletion. We will verify your identity, confirm receipt within 10 days, and respond within 45 days, extending once by up to 45 more days when reasonably necessary and with notice to you. You may use an authorized agent; we may require proof of the agent's authority and verification of your identity. If we deny a request, you may appeal by replying to our response or emailing support@tradesoperator.com with the subject line "Privacy Appeal"; we will decide the appeal within 45 days of receiving it, tell you in writing what we decided and why, and, if we deny the appeal, explain how to contact your state attorney general to submit a complaint.

We do not sell customer business records, QuickBooks data, Plaid data, Meta Platform Data, payment records, or job records.

13. International Users

Trades Operator is operated from the United States. If you access the Services from outside the United States, your information may be processed in the United States or other countries where our service providers operate.

By using the Services, you understand that your information may be transferred to countries that may have different data protection laws than your country of residence.

14. Children's Privacy

Trades Operator is intended for business use and is not directed to children under 18. We do not knowingly collect personal information from children under 13, and we do not sell or share the personal information of anyone we know to be under 16.

If you believe a child has provided personal information to us, contact support@tradesoperator.com and we will take appropriate steps to delete the information.

15. Third-Party Websites and Services

The Services may link to third-party websites, platforms, or services. We are not responsible for the privacy practices, security practices, or content of third-party services.

Your use of third-party services is governed by their own terms and privacy policies.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

If we make material changes, we may notify you by posting the updated policy, sending an email, displaying an in-product notice, or using another reasonable method.

The updated Privacy Policy will be effective when posted unless otherwise stated. The "Last Updated" date above shows the most recent change. A current list of our subprocessors is available on request at support@tradesoperator.com.

17. Contact Us

For privacy questions, requests, or concerns, contact:

Trades Operator Email: support@tradesoperator.com Website: https://tradesoperator.com

If you are a customer's end customer and your information is processed through a business that uses Trades Operator, please contact that business directly for requests related to your service history, appointments, invoices, payments, or communications.