Privacy Policy

Adapted Pro Tech ("Company", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our web application, mobile application, APIs, and related services (collectively, the "Service").

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, phone number, company name, and business address when you register for an account.
• Business Data: Customer records, job details, invoices, estimates, equipment records, scheduling data, and other information you enter into the Service.
• Payment Information: Billing details processed through our payment processor (Stripe). We do not store full credit card numbers on our servers.
• Communications: Emails, support requests, and other correspondence you send to us.

1.2 Information Collected Automatically

• Usage Data: Pages visited, features used, actions taken, and timestamps.
• Device Information: Browser type, operating system, device identifiers, and screen resolution.
• Location Data: When you enable location services, we collect latitude, longitude, accuracy, speed, heading, and timestamp data. This data is used for technician dispatch, drive time tracking, geofenced clock-in/out, and route optimization. Location data is retained for 90 days, then automatically purged. Employers using the platform must notify their employees about location tracking in accordance with applicable law. You may disable location services at any time through your device settings; however, this may limit certain features such as GPS tracking and geofenced clock-in/out.
• Log Data: IP address, access times, referring URLs, and error logs.

1.3 Information from Third-Party Integrations

When you connect third-party services to your account, we may receive information from those services:

• QuickBooks Online (Intuit): When you connect your QuickBooks account, we access your customer records, invoices, estimates, payments, and chart of accounts to synchronize data between our Service and QuickBooks. We access only the data necessary to provide the synchronization feature. We store QuickBooks OAuth tokens securely to maintain your connection. You can disconnect QuickBooks at any time through Settings, which revokes our access and removes stored tokens.
• Stripe: Payment status, transaction IDs, and customer payment methods for processing invoices.
• Twilio: SMS delivery status for notifications sent to your customers.
• AI Content Generation (Anthropic via OpenRouter): When you use the SEO Boost AI content generator, we send limited, non-identifying business information (business name, business type, city, state, and service categories) to a third-party AI service to generate marketing content. We do not send customer names, contact information, or any personally identifiable information. Generated content is returned to you for review before use.

2. How We Use Your Information

We use collected information to:

• Provide, operate, and maintain the Service
• Process transactions and send related information (invoices, receipts, reminders)
• Send administrative notifications (service updates, security alerts, account changes)
• Synchronize your data with connected third-party services (e.g., QuickBooks Online)
• Provide customer support and respond to your inquiries
• Analyze usage patterns to improve the Service
• Generate AI-powered marketing content (SEO descriptions, review request templates, FAQ content) using your non-identifying business information
• Detect, prevent, and address security issues and fraud
• Comply with legal obligations

3. How We Share Your Information

We do not sell your personal information. We may share your information with:

• Service Providers: Third-party vendors who assist in operating the Service. We maintain Data Processing Agreements (DPAs) with all sub-processors. Our current sub-processors include:
  • Supabase — database hosting, authentication, and file storage
  • Vercel — application hosting and CDN
  • Resend — transactional email delivery
  • Stripe — payment processing (PCI DSS compliant)
  • Twilio — SMS messaging
  • Anthropic / OpenRouter — AI-powered features (equipment scanning, assistant)
  • Sentry — error monitoring and performance tracking
  These providers are contractually obligated to protect your information. You may request copies of our DPAs by contacting info@adaptedsolutionsco.com. We will provide at least 30 days' notice before adding new sub-processors.
• Third-Party Integrations: When you authorize a connection (e.g., QuickBooks Online), we share the data necessary for synchronization as directed by you.
• AI Service Providers: When you use AI-powered features (such as SEO Boost content generation), we share limited, non-identifying business information (business name, type, city, state, and service categories) with our AI service provider (Anthropic, via OpenRouter). No customer personally identifiable information is shared with AI services.
• Legal Requirements: When required by law, subpoena, court order, or government regulation.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred to the successor entity.

4. Data Security

We implement industry-standard security measures to protect your information, including:

• HTTPS encryption for all data in transit
• Row-level security policies ensuring tenant data isolation
• Secure credential storage with environment variable encryption
• Regular security header enforcement (HSTS, CSP, X-Frame-Options)
• Rate limiting on authentication and API endpoints

While we strive to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

5. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Upon account termination, we will delete or anonymize your data within 90 days, unless retention is required by law. You may request data export at any time through the Settings page.

Our data retention schedule is as follows:

• Account data: Retained while your account is active, plus 30 days after a deletion request is received.
• Financial records (invoices, payments): Retained for 7 years per IRS requirements.
• Location data: 90 days, then automatically purged.
• Audit logs: 1 year.
• Customer communications (SMS/email): 1 year.
• Equipment photos and documents: Retained while your account is active.
• Backups: Purged within 90 days of data deletion.

6. Data Breach Notification

In the event of a data breach affecting personal information, Adapted Pro Tech will:

• Notify affected users within 30 days of discovering the breach, as required by Colorado law.
• Provide notice via email to the address associated with the account.
• Include in the notice: a description of the breach, the types of data affected, steps taken to address the breach, steps users can take to protect themselves, and contact information for questions.
• Notify relevant regulatory authorities as required by applicable law.
• Maintain an incident response plan that is reviewed and updated annually.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request your data in a structured, machine-readable format
• Opt-Out: Opt out of marketing communications at any time
• Revoke Consent: Withdraw consent for data processing where consent is the legal basis

To exercise any of these rights, contact us at support@adaptedprotech.com.

8. California Consumer Privacy Act (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you.
• Right to Delete: You may request deletion of your personal information, subject to certain exceptions permitted by law.
• Right to Opt-Out of Sale: Adapted Pro Tech does not sell your personal information.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.

To exercise your CCPA rights, email info@adaptedsolutionsco.com or call +1 (888) 606-9352. We may require identity verification before processing your request. You may also designate an authorized agent to make requests on your behalf. We will respond within 45 days of receiving a verifiable request.

9. Cookies and Tracking

We use essential cookies for authentication and session management. We do not use third-party advertising cookies. We may use analytics tools to understand how the Service is used. You can control cookie preferences through your browser settings.

10. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

11. International Data Transfers

Your information is stored and processed in the United States. By using the Service, you consent to the transfer of your information to the United States. For users in the European Union or European Economic Area (EU/EEA), data transfers are governed by Standard Contractual Clauses (SCCs) as approved by the European Commission.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-app notification. The "Effective Date" at the top of this page indicates when the policy was last revised. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy, contact us at:

Adapted Pro Tech
Email: support@adaptedprotech.com