Customer Terms

GKTech Solutions LLC (“GKTech”, “we”, “us”) provides Job Intake and Roofing Estimator. These terms are the agreement between us and the business that signs up (“you”). By paying at checkout or signing an order form, you agree to them on behalf of your business, and you confirm you have authority to do so.

These terms are written for businesses. They are not offered to individuals buying for personal or household use.

1. Summary of the key terms

This box is part of the agreement. Each point is set out in full in the sections that follow.

	Roofing Estimator (done for you)	Job Intake: law, accounting, property management, remodeling (done for you)	Job Intake: trade shops (done for you)	Self-serve plan (trade shops and roofers, where we offer it)
Setup fee	as shown on your checkout page or order form, paid before go-live	as shown on your checkout page or order form, paid before go-live	None	None
Staged setup option	Not offered	Law and accounting only: a staged setup fee as shown on your checkout page or order form, for a private test link, credited in full toward the setup fee if you go live within 30 days	Not offered	Not offered
Monthly fee	Founding rate as shown on your checkout page or order form	Founding rate as shown on your checkout page or order form	Founding rate as shown on your checkout page or order form; the first month is paid before go-live	Founding rate as shown on your checkout page or order form; the first month is paid at checkout
Go-live	Within 5 business days after payment clears and we have your details; we aim for the next business day	Same	Same	As soon as payment clears and your setup is complete
Refund if it isn’t working for you	Within 5 business days of go-live: the setup fee minus our setup time at our hourly rate, with at most 4 hours kept	Same as Roofing Estimator	Within 30 days of go-live: the first month in full	Within 30 days of go-live: the first month in full
Founding rate lock	6 months from go-live	6 months from go-live	6 months from go-live	6 months from go-live
After the lock	Regular price as shown on your checkout page or order form, with notice, kept for 12 months	Same	Same	Same
Annual prepay option	12 months at the founding rate, with a reduced setup fee, as shown on your checkout page or order form	Same	12 months at the founding rate, as shown on your checkout page or order form	Where offered at checkout
Time-limited offers	See section 3.8	See section 3.8	See section 3.8	See section 3.8
Customization	Our hourly rate as shown on your checkout page or order form, quoted and approved first	Same	Same	Same
Renewal	Monthly until you cancel	Monthly until you cancel	Monthly until you cancel	Monthly until you cancel
How to cancel	Online, from the billing link in any receipt	Same	Same	Same
Payment method	Card (including Apple Pay, Google Pay and Link)	Same	Same	Same

“Trade shops” means the home-service trades on Job Intake other than remodeling and property management: for example electrical, plumbing, HVAC, roofing (intake only, see section 3.6), water damage, garage doors, painting, landscaping, cleaning, handyman, excavation, elevators and lifts, tree service and foundation repair.

Prices exclude sales tax, which we add where the law requires it.

2. Definitions

• Service: Job Intake (offered to law and accounting firms as Client Intake), Roofing Estimator, or both, as named on your checkout page or order form, including the owner reports, emails and dashboards that come with it.
• Done-for-you setup: we configure the Service for you under section 3.1.
• Self-serve plan: you configure the Service yourself under section 3.4.
• Order: your Stripe checkout page or a written order form that names the Service, the sector, the plan and the prices. If an Order conflicts with these terms, the Order controls for that point.
• Go-live: the date we email you that the Service is live on your website, or is ready for you to add to your website (for the self-serve plan, the date you complete setup and the Service is switched on). If you have not added it to your website within 14 days of that email, go-live is the date of that email.
• Visitor: a person who uses the chat, form or estimator on your website, such as a homeowner, tenant or prospective client.
• Customer Data: everything Visitors submit through the Service (messages, answers, photos, addresses, contact details) and the reports we produce from it, plus the price lists and settings you give us.
• Business day: Monday to Friday, excluding US federal holidays, in the Pacific time zone.

3. The Service and setup

3.1 What we set up (done for you). For each Service we configure the questions for your sector, your service area, your contact and emergency details, and (for estimates) your own price list. Setup includes up to 4 hours of our time. We tell you before go-live what we configured.

3.2 Payment comes first, then we go live. We start a done-for-you setup when your payment clears. Under a time-limited offer with nothing charged at checkout, setup starts as section 3.8(d) says. We go live within 5 business days after your payment clears and we have your details, and we aim for the next business day. The day counts end at 5 PM Pacific: a payment that clears on a weekend or a US federal holiday counts from the next business day. If we are waiting on details only you can give us (your price list, notification email, service area or emergency number), the clock pauses until we have them. The same clock applies to the staged setup in section 3.5, which goes live as a private test link; if we miss that deadline, section 5.4 applies. If we miss the deadline for a reason on our side, you may cancel at any time before go-live for a full refund. If more founding clients pay on the same day than we can set up, we tell you the go-live date before charging. We do not switch the Service on until payment has cleared, or, under a time-limited offer with nothing charged at checkout, until your card is saved and verified (section 3.8).

3.3 Changes we make. We may improve or change the Service. If a change materially reduces what you bought, we will tell you at least 14 days ahead, and you may cancel and receive a pro-rata refund of any prepaid fees for the unused period.

3.4 Self-serve plan (where we offer it). Trade shops and roofers may choose a self-serve plan instead of a done-for-you setup. You set the Service up yourself: you choose the standard questions for your trade, enter your service ZIP codes, enter your price list (Roofing Estimator), and choose where reports go. There is no setup fee. You pay the first month at checkout, and the Service goes live as soon as your payment clears and your setup is complete; the 5-business-day clock in section 3.2 applies only to done-for-you setups. Custom questions, native CRM connections and price-list work are available as a done-for-you setup or as customization under section 9. The self-serve plan is not available for law, accounting or property management, which are done for you.

3.5 Staged setup (law and accounting). A law or accounting firm may pay a staged setup fee, as shown on your checkout page or order form, for a staged setup: we configure the Service on a private test link that no live Visitors see. If you go live within 30 days after the test link is ready, the staged setup fee is credited in full toward the setup fee. If you do not go live within those 30 days, we keep the staged setup fee as payment for the setup work done, and nothing more is charged.

3.6 Two roofing products. Roofers choose either product.

• Job Intake for roofing asks the homeowner the roofing questions and collects photos, then sends you a job report. It does not show a map or an estimate. It is offered on trade-shop terms: no setup fee, and the first month is refundable within 30 days of go-live.
• Roofing Estimator adds an aerial map of the home, your price list, and estimates that you approve before the homeowner sees them. It has a setup fee (or the self-serve plan, where we offer it).

3.7 Support. Email [email protected]. We aim to reply within one business day. We do not offer a guaranteed uptime level during the founding period.

3.8 Time-limited offers. We sometimes make an offer for a limited time, such as a free first month. An offer applies only if your checkout page or order form names it, and it follows the deadline and conditions stated there. Unless the offer says otherwise:

• (a) If go-live misses the offer’s deadline for a reason on our side, the offer still applies.
• (b) If go-live misses the deadline because we are waiting on details only you can give us (section 3.2), the offer still applies if you go live by the grace date stated in the offer. After that date it lapses, and our normal prices apply from go-live.
• (c) If the offer is a free first month, we don’t charge the monthly fee for the first month after go-live, and your first monthly charge is one month after go-live. If you cancel before that charge, you pay no monthly fee. Setup fees are not affected. The founding-rate months in section 6.1 start with your first paid month.
• (d) If nothing is charged at checkout, we start setup once your card is saved and verified.
• (e) An offer applies once per business, has no cash value, and can’t be combined with another offer or with annual prepay unless the offer says so.
• (f) Where an offer applies, this section 3.8 governs the timing of charges in sections 3.2, 3.4, 4.2 and 5.2.

3.9 Map imagery. Roofing Estimator shows Esri imagery that we license from Esri. You and your Visitors may use the map and the report pictures only within the Service and for the job they belong to. You may not copy the imagery out of the Service, resell it, remove or cover its credits, or use it to build map or building data. Esri’s ArcGIS Location Platform Agreement applies to that use: https://www.esri.com/en-us/legal/requirements/arcgis-location-platform-agreement.

4. Fees and billing

4.1 How you pay. We charge fees to a card through Stripe: a credit or debit card entered directly, or through Apple Pay, Google Pay or Link. We do not accept buy-now-pay-later, checks or bank transfers for the monthly fee. By paying at checkout you authorize us to charge the payment method you saved for the fees in your Order, the monthly fee on each renewal date, and customization you approve under section 9.

4.2 When charges happen.

• Setup fee: at checkout, before setup starts.
• Staged setup (law and accounting): the staged setup fee at checkout. If you go live within 30 days, the rest of the setup fee is charged at go-live.
• Monthly fee (Roofing Estimator and done-for-you Job Intake with a setup fee): first charge on go-live, then every month on the same date.
• Monthly fee (trade shops and the self-serve plan): first month at checkout, before setup starts. The second month is charged one month after go-live, then monthly.
• Annual prepay: at checkout or on go-live, as your Order says.

4.3 Taxes. Prices exclude sales and similar taxes. We add tax where we are required to collect it, based on your business address.

4.4 Failed payments. If a charge fails, Stripe will retry and email you. If a charge is still unpaid 14 days after we first tell you, we may pause the Service until it is paid. Pausing does not delete your data.

4.5 Disputes about a charge. Please email us before disputing a charge with your card issuer. We will look into it within 5 business days.

5. Refunds

5.1 Setup refund (setups with a setup fee: Roofing Estimator; Job Intake for law, accounting, property management and remodeling). If the Service isn’t working for you, email us within 5 business days after go-live. We refund the setup fee (including any staged setup fee credited toward it) minus our setup time at our hourly rate, with at most 4 hours kept. We send you the hour count with the refund. We also cancel the subscription and refund any monthly fee already charged.

5.2 First-month refund (trade shops and the self-serve plan). If the Service isn’t working for you, email us within 30 days after go-live and we refund the first month in full and cancel the subscription. If you had a free first month under section 3.8, this first-month refund does not apply; you may instead cancel before the first charge and pay nothing.

5.3 Annual prepay. If you prepaid a year and ask within the refund window in 5.1 or 5.2, we refund the prepaid months in full, plus the setup refund under 5.1 (based on the reduced setup fee you paid). On the reduced setup fee we keep our setup time at our hourly rate, at most 2 hours, so at least half of the reduced setup fee comes back to you. We send you the hour count with the refund. After the refund window, prepaid fees are not refundable, except under 3.3, 13.3 or 17.3.

5.4 Before go-live. If we miss the go-live deadline in section 3.2 for a reason on our side, you may cancel at any time before go-live and we refund everything you paid. This includes the staged setup: if we miss the deadline for the private test link for a reason on our side, you may cancel at any time before the test link is ready and we refund the staged setup fee in full. Otherwise the staged setup follows section 3.5.

5.5 How refunds are paid. Refunds go back to the payment method used, usually within 5 to 10 business days. You receive the full refund amount stated above; we absorb card processing fees.

5.6 Other refunds. Apart from this section and sections 3.3, 13.3 and 17.3, fees are not refundable, and we do not refund part months when you cancel.

6. Founding rate and the regular price

6.1 Founding rate. The monthly fee is the founding rate, as shown on your checkout page or order form, for the first 6 months after go-live. We will not raise it during those 6 months.

6.2 After the founding period. From the start of month 7 the monthly fee becomes the regular price, as shown on your checkout page or order form, unless you cancel first. This price is shown at checkout. As a founding customer, your price stays at that regular price for 12 months after the founding period ends, even if we raise the price for new customers.

6.3 Notice before the founding rate ends. We email you twice before the first charge at the regular price: once about 21 days before, and again about 7 days before. Each email states the new price, the date it starts, and the link to cancel.

6.4 Later price changes. After the 12 months in section 6.2, if we change the monthly fee, we email you between 7 and 30 days before the change takes effect, with the new price, the date, and the link to cancel. This clause does not apply during the 12 months in section 6.2. If you prepaid a year, your price does not change until the prepaid year ends.

7. Automatic renewal and cancellation

7.1 Your subscription renews automatically. After go-live, the Service continues month to month and your card is charged the monthly fee each month until you cancel. There is no minimum term beyond any year you choose to prepay.

7.2 How to cancel. Cancel online at any time from the “Manage billing” link in any receipt email. You can also email [email protected] or reply to any billing email with “cancel”. There is no cancellation fee. If we offer you anything to stay, the cancel button stays on the same screen and one click completes cancellation.

7.3 When cancellation takes effect. The Service runs until the end of the month you have paid for, then stops. No further charges are made. Refunds apply only as section 5 says.

7.4 Confirmation. After you sign up we email you a confirmation that repeats the renewal terms, the price, and how to cancel. After you cancel we email you a confirmation.

7.5 Annual prepay renewal. When a prepaid year ends, the Service continues month to month at the then-current monthly price unless you choose another prepaid year or cancel. We email you 30 days before the prepaid year ends with the price that will apply and the link to cancel.

8. Annual prepay

You may prepay 12 months at the founding rate. If you do, the setup fee for Roofing Estimator or done-for-you Job Intake with a setup fee is reduced, as shown on your checkout page or order form. Your monthly price stays at the founding rate for the prepaid year. If you ask for a refund, we keep at most 2 hours of setup time from the reduced setup fee. Refunds follow section 5.3.

9. Customization

Work beyond the setup in 3.1 (for example new question flows, custom questions on the self-serve plan, native CRM connections, price-list work, extra sites, custom reports or design changes) is billed at our hourly rate, as shown on your checkout page or order form. Before we start, we send a written estimate of the hours. We start only after you approve it by email, and we will not bill more than the approved estimate without asking first. We charge approved customization to your card when the work is delivered.

10. Your responsibilities

You agree to:

• give us accurate business details, service area, contact and emergency details, and (for estimates) a current price list, and tell us when they change (on the self-serve plan, keep them current in your settings);
• watch the inboxes and phone numbers you give us, and respond to leads and urgent messages;
• post a privacy notice on your website that covers the Service, names GKTech as your service provider, and meets the laws that apply to you;
• get any consent the law requires from Visitors, including consent before texting them;
• not ask Visitors for Social Security numbers, full card numbers or bank details through the Service;
• for law firms: approve the wording of the required notice in section 14.12 for your website;
• for accounting firms: list the Service in your written information security plan, tell us before you use the Service for clients whose tax returns you prepare (section 14.11), and tell us if you need a consent step before intake;
• keep your login links and codes private.

11. Acceptable use

You and anyone you let use the Service may not:

• use it for anything unlawful, deceptive or discriminatory, including housing or lending decisions based on protected characteristics;
• send spam or messages Visitors have not agreed to receive;
• upload malware, or try to break, overload, probe or reverse engineer the Service;
• try to extract the Service’s instructions, or use it to build a competing product;
• resell or share access outside your business without our written consent;
• use it to make medical, legal, tax, safety or financial decisions about a person without human review;
• use it for emergency dispatch or anything where a failure could cause injury or death.

We may suspend the part of the Service involved in a breach of this section, with notice when practical. We will restore it once the issue is fixed.

12. Emergencies

The Service is not an emergency service and does not dispatch anyone. When a Visitor describes danger to life or property, the Service shows them a message to call 911 (and, where you set one, the gas utility or your emergency number), using fixed rules. It may also email your emergency address. These messages can fail or be delayed. You remain responsible for your own emergency procedures, for watching your emergency inbox and phone, and for telling your customers how to reach you in an emergency.

13. Reports, estimates and AI output

13.1 Reports are drafts. The Service uses an AI model to ask follow-up questions and to draft reports from what Visitors type and upload. Output can be wrong or incomplete. Check it before acting on it. The Service does not give legal, tax, medical, repair or safety advice to Visitors.

13.2 Estimates are not quotes or measurements. Any price range or estimate is a rough figure drawn only from the price list you gave us and from what the Visitor told us. It is not a quote, a bid, an offer to do work, an inspection or a measurement. Roof areas and outlines come from aerial imagery (licensed and public) and building outline data and can be inaccurate. You approve every price before any Visitor sees it: the Service does not show a Visitor a price automatically. You are responsible for any price you approve and send, and for confirming the job on site before you commit to it.

13.3 If something is wrong with our work. If the Service does not work as we described in your Order, tell us. We will try to fix it. If we cannot fix it within 30 days, either of us may end the subscription and we will refund any prepaid fees for the unused period.

14. Customer Data

This section adapts the Common Paper Data Processing Agreement to our Service.

14.1 You own your data. You own all Customer Data. You are the business responsible for it (the “controller”). We are your service provider (your “processor”).

14.2 How we use it. We use Customer Data only to provide the Service to you, to keep it secure, and to fix problems you report. We do not sell it or share it for advertising. We do not use it to train AI models, and our AI vendor’s terms bar it from training on it. We do not use it in examples, marketing or benchmarks. Example screens on our website use fictional businesses.

14.3 Retention. We keep each submitted inquiry (messages, report, photos, estimate) for 90 days after it is submitted, then delete it. You may choose any period from 30 to 365 days by telling us in writing. Chats that a Visitor starts but does not submit are deleted after 30 days. For law and accounting firms, chats where the Visitor chose to stop are deleted after 7 days. Contact details are deleted once no retained inquiry refers to them. Appendix B lists every data type.

14.4 Export. You may ask for an export at any time. We send a download link (CSV and JSON files plus photos) within 10 business days. The link works for 7 days.

14.5 Deletion on request. You may ask us to delete one Visitor’s data or all of it. We delete it from active systems within 10 business days and confirm by email. Copies in backups are deleted as the backups expire, within 30 days. If a Visitor asks us directly, we forward the request to you within 5 business days and act on your instructions.

14.6 When the subscription ends. You have 30 days to ask for an export. We then delete Customer Data from active systems within the next 30 days, and backups expire within 30 days after that. We confirm deletion in writing.

14.7 Security. We use per-customer databases, private photo storage served through expiring links, encryption in transit, and limits on chat volume and spend. For law and accounting firms, owner pages also require an authenticator code for each person you enroll, and long digit runs that look like account or ID numbers are removed before storage.

14.8 Where data is stored and processed. Customer Data is stored in North America; our databases are in the United States. Encrypted backup copies are also kept with Google (Appendix C), encrypted before upload with keys only we hold. For law and accounting firms, AI processing stays in the United States. For other sectors, our AI vendor may process requests outside the United States.

14.9 Subprocessors. Appendix C lists the vendors that process Customer Data for us. We email you at least 14 days before adding one. If you object on reasonable data protection grounds and we cannot address it, you may cancel and we refund any prepaid fees for the unused period.

14.10 Breach notice. If we discover a breach of security that affects your Customer Data, we notify you without undue delay and within 48 hours of discovery. We tell you what happened, what data was involved, the time window, what we have done and who to contact, and we update you as we learn more. We help you with any notices you must send to Visitors or regulators.

14.11 Accounting firms and IRC 7216. We treat intake information as tax return information under 26 U.S.C. 7216 and use it only to deliver your reports. The Service does not ask Visitors of bookkeeping firms for a separate 7216 consent. Before we take on any firm that prepares tax returns, a lawyer reviews the 7216 consent wording, and we add a consent step if that review calls for one.

14.12 Law firms: the required notice. For law firms, the chat shows a notice before the Visitor’s first message, and the notice is recorded in the transcript. It says that using the chat does not form an attorney-client relationship, and that the Visitor should not share confidential details until the firm confirms it can help. You approve this wording for your website before go-live.

14.13 Property managers. Health information a tenant shares (for example in an accommodation request) goes only to the manager inbox you name.

14.14 Address lookups. When a Visitor searches for an address in Roofing Estimator, we may keep that address and its map location in our address directory to make future searches faster. We don’t link it to the Visitor’s name, their contact details, their IP address, you, or the estimate they ask for, and we don’t keep a log of searches. An address kept this way, on its own, is not Customer Data.

15. Confidentiality

Each of us will keep the other’s non-public business information confidential, use it only for this agreement, and share it only with people who need it and are bound to keep it confidential. This does not cover information that is public, already known, independently developed, or required by law to be disclosed (with notice to the other party where allowed).

16. Ownership and feedback

We own the Service, its software, instructions and templates. You own your Customer Data, logo and price list, and you give us permission to use them only to provide the Service. If you send us suggestions, we may use them without obligation to you. We may use counts and measurements of how the Service performs (for example uptime, response times and the number of reports sent), as long as they contain no Customer Data and do not identify you.

Publicity. We will not name you, show your logo or describe your results publicly without your separate written consent.

17. Term, suspension and termination

17.1 This agreement starts when you pay at checkout or sign an Order and continues while any Service is active.

17.2 You may cancel at any time under section 7.

17.3 We may end the Service for convenience with 30 days’ notice. If we do, we refund any prepaid fees for the unused period, and if this happens within your first 6 months we also refund the setup fee pro rata for the unused part of those 6 months.

17.4 Either of us may end this agreement if the other materially breaches it and does not fix the breach within 30 days of written notice (10 days for unpaid fees).

17.5 We may suspend the Service immediately if needed to stop a security threat, serious harm to others, or a violation of law. We tell you as soon as we can and restore it once the issue is fixed.

17.6 Sections 5, 13, 14.5 to 14.6, 15, 16, 18 to 20 and 22 continue after the agreement ends.

18. Warranties and disclaimers

Each of us confirms it has the authority to enter into this agreement. We will provide the Service with reasonable skill and care, as described in your Order. Apart from that, the Service is provided “as is” and “as available”. To the extent the law allows, we disclaim all other warranties, including merchantability, fitness for a particular purpose and non-infringement, and we do not promise any number of leads, bookings, jobs or sales.

19. Limitation of liability

19.1 Excluded damages. Neither of us is liable to the other for lost profits, lost revenue, lost business, or indirect, incidental, special, consequential or punitive damages, even if told they were possible.

19.2 General cap. Each party’s total liability arising from this agreement is limited to the greater of (a) the fees paid and payable by you to us under this agreement in the 12 months before the event that gave rise to the claim, or (b) $5,000.

19.3 Higher cap for data and confidentiality claims. For claims arising from a breach of section 14 (Customer Data) or section 15 (Confidentiality), and for amounts owed under section 20 (Indemnity), each party’s total liability is limited to the greater of (a) three times the fees paid and payable in that 12-month period, or (b) $15,000. For those claims this higher cap replaces the general cap; the two do not add together.

19.4 No cap. Sections 19.1 to 19.3 do not limit your obligation to pay fees, or either party’s liability for fraud, gross negligence or wilful misconduct, or anything else that the law does not allow to be limited.

20. Indemnity

20.1 By us. We will defend you against a third-party claim that the Service, as we provide it, infringes that party’s intellectual property rights, and pay the resulting costs and damages awarded or agreed in settlement. If such a claim seems likely, we may modify the Service, get you the right to keep using it, or end it and refund prepaid fees for the unused period. This does not cover claims caused by your content, your price list, your changes, or use outside these terms.

20.2 By you. You will defend us against a third-party claim arising from your content or price list, prices or estimates you approve and send, your dealings with your customers, or your breach of sections 10 or 11, and pay the resulting costs and damages awarded or agreed in settlement.

20.3 Process. The party asking for defense must tell the other promptly, let it control the defense and settlement (no settlement may admit fault for the protected party without its consent), and give reasonable help at the defending party’s cost.

21. Changes to these terms

We may update these terms. We email you at least 30 days before an update applies to you, and post the new version at this address with its effective date. If you do not agree, you may cancel before the update takes effect and we refund any prepaid fees for the unused period. Fee changes follow section 6 instead of this section.

22. Governing law and disputes

Washington law governs this agreement, without regard to conflict of law rules. Before starting a lawsuit, the party with a dispute will email the other a description of it, and both will try in good faith to resolve it for 30 days. After that, either party may bring a claim in the state or federal courts located in King County, Washington, and both consent to those courts. Either party may seek urgent relief in any court to protect confidential information or intellectual property.

23. General

• Notices. We send notices to the email address on your account. You send notices to [email protected]. Notices are effective when sent, unless the sender receives a bounce.
• Assignment. Neither of us may transfer this agreement without the other’s consent, except to a buyer of all or most of its business, with notice.
• Force majeure. Neither of us is liable for delays caused by events outside its reasonable control, such as outages at upstream providers, but this does not excuse payment.
• Entire agreement. These terms, your Order and the appendices are the whole agreement and replace earlier discussions about the same subject. Terms on your purchase orders do not apply.
• Severability and waiver. If a provision is unenforceable, the rest stays in effect. Not enforcing a provision is not a waiver.
• Independent parties. We are independent contractors. Nothing here creates a partnership or employment relationship.

24. Contact

GKTech Solutions LLC, PO Box 2744, Renton, WA 98056-0744. [email protected].

Appendix A: What we show you before you pay (checkout disclosure)

Before you pay, the checkout page shows next to the “Pay” button, and the confirmation email repeats: what you pay today, the go-live commitment, the founding rate and how long it lasts, the regular price after it, that the subscription renews every month until you cancel, how to cancel online with no fee, and the refund that applies to your plan. The prices are the ones on your checkout page or order form.

Appendix B: Data retention schedule

Data	Kept for	Then
Submitted inquiry (messages, report and its map picture, estimate, photos)	90 days from submission (you may set 30 to 365)	Deleted
Unsubmitted chat	30 days from the last message	Deleted
Law and accounting chat where the Visitor chose to stop	7 days	Deleted
Visitor contact details	Until no retained inquiry refers to them	Deleted
Report and photo links	Expire after 7 days (report) or up to 1 hour (photos on owner pages)	Links stop working; the data follows its own row above
Database backups (including encrypted copies with Google)	Up to 30 days	Expire
Application logs (no message text)	Up to 7 days	Deleted by our hosting vendor
AI vendor copies of requests	Our AI vendor, Anthropic, deletes inputs and outputs within 30 days. Content its systems flag for a usage-policy violation can be kept longer, up to 2 years. See Anthropic’s commercial data retention page: https://privacy.claude.com/en/articles/7996866-how-long-do-you-store-my-organization-s-data	Deleted by the vendor
Address directory (Roofing Estimator: an address and its map location only, section 14.14)	Kept to make searches faster	Not linked to any Visitor or to you
Copies in your own inbox or systems	Your choice	Your responsibility

Appendix C: Subprocessors

Vendor	What it does	Data location
Cloudflare	Hosting, photo storage, bot checks, encrypted backups	Western North America for stored photos and backups
Turso	Database, one per customer	United States (AWS us-west-2)
Supabase	Address directory (addresses and map locations only, section 14.14)	United States (AWS us-west-2)
Anthropic	AI model for chat and report drafting	United States for law and accounting; may be global for other sectors
Google (Drive)	Holds encrypted backups only; encrypted before upload with keys only we hold	Google storage
Resend	Email delivery	United States
Stripe	Payments (your billing details only; no Customer Data)	United States
Esri (ArcGIS Location Platform)	Roofing Estimator only: aerial imagery on the map and in the report picture. The Visitor’s browser loads map images straight from Esri, so Esri sees the Visitor’s IP address and the map area being viewed. Esri does not receive names, contact details, answers or estimates.	Esri’s global cloud, including the United States
U.S. Census Bureau Geocoder	Turning the address a Visitor types into a map location (our server sends the address only)	United States

Aerial photos in Roofing Estimator come from Esri World Imagery (Powered by Esri; sources: Esri, Vantor, Earthstar Geographics, and the GIS User Community). For our paying customers’ Visitors, the Visitor’s browser loads these photos directly from Esri (delivered through Amazon CloudFront), which sees the Visitor’s IP address and the map area shown. When Esri imagery is unavailable or our monthly Esri budget is used up, the map uses public-domain USDA NAIP and USGS imagery instead: some we host ourselves on Cloudflare; the rest, and the street map, the Visitor’s browser loads directly from USGS and OpenFreeMap, which see the Visitor’s IP address and the map area shown. The report picture is one image of the map with its credits, kept with the inquiry for the period in Appendix B. Hail history comes from public NOAA storm reports that we download; no Visitor data is sent to NOAA.

Portions of this agreement adapt the Common Paper Cloud Service Agreement and Data Processing Agreement, available at commonpaper.com under the Creative Commons Attribution 4.0 license (CC BY 4.0). We have changed and shortened them.