1. Introduction

TerraCasa ("we," "us," or "our") is committed to protecting the privacy of our users ("you" or "your"). This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our Software-as-a-Service (SaaS) platform and related services (collectively, the "Service").

By accessing or using the Service, you agree to the collection, use, and disclosure of your information in accordance with this Privacy Policy. If you do not agree with this Privacy Policy, please do not access or use the Service.

2. Information We Collect

We collect information in several ways:

2.1 Information You Provide Directly:

• Account Information: When you create an account, we collect information such as your name, email address, username, password, company name, job title, and contact information.
• Billing Information: If you purchase a paid subscription, we collect billing information, such as your credit card details, billing address, and payment history. We may use a third-party payment processor (see Section 5.3).
• Customer Support Information: When you contact our customer support team, we collect information about your inquiry, including any information you provide to help us resolve the issue.
• Content You Submit: We collect any content you submit to the Service, including text, files, images, data, and any other information you upload or enter into the Service.
• User Feedback: We may ask for your opinion, suggestion or other feedback regarding our service.

2.2 Information We Collect Automatically:

• Usage Data: General information about interactions with the Service, such as pages visited, access times, and performance metrics.
• Device Information: Basic technical details about the device used, including device type, operating system, browser, IP address, and network information.
• Log Data: Standard server logs that may include IP address, browser type, referring pages, and general usage patterns.
• Cookies & Similar Technologies: We use cookies and similar tools for functionality, analytics, and, where applicable, advertising. See Section 6 ("Cookies and Similar Technologies") for details.

2.3 Information from Third Parties:

• Third-Party Integrations: We also collect data submitted by you from third-party services (e.g., QuickBooks and your CRM systems) as permitted by your settings and the third party's privacy policy.
• Analytics Providers: We may use third-party analytics providers (e.g., Google Analytics) to collect information about your use of the Service. These providers may use cookies and similar technologies to collect and analyze this data.

3. How We Use Your Information

We use your information for the following purposes:

3.1 Providing and Maintaining the Service:

• To operate, maintain, and provide you with the features and functionality of the Service.
• To process your transactions and manage your account.
• To communicate with you about your account, the Service, and any updates or changes.
• To provide customer support and respond to your inquiries.

3.2 Improving the Service:

• To understand how you use the Service and identify areas for improvement.
• To develop new features and functionalities.
• To personalize your experience with the Service.
• To monitor and analyze trends, usage, and activities in connection with the Service.

3.3 Marketing and Communications:

• To send you promotional emails, newsletters, and other communications about our products and services, if you have opted in to receive such communications. You can opt-out of these communications at any time (see Section 8).
• To provide you with information about relevant third-party services, if permitted and with your consent.

3.4 Compliance and Protection:

• To comply with applicable laws, regulations, and legal processes.
• To enforce our Terms of Service and other agreements.
• To protect the security and integrity of the Service and our users.
• To detect, prevent, and address fraud, security breaches, and other harmful activity.
• To protect our rights, property, or safety, and the rights, property, or safety of our users or others.

4. How We Share Your Information

We may share your information in the following circumstances:

4.1 With Your Consent:

We may share your information with third parties if you have given us your explicit consent to do so.

4.2 Service Providers:

We may share your information with third-party service providers who perform services on our behalf, such as:

• Payment processing
• Data storage and hosting
• Customer support
• Email communication
• Analytics
• Security

These service providers are authorized to use your personal information only as necessary to provide these services to us and are contractually obligated to protect your information.

4.3 Third-Party Integrations:

If you choose to integrate the Service with third-party services, we may share your information with those services as necessary to facilitate the integration. The use of your information by these third parties is governed by their respective privacy policies.

4.4 Business Transfers:

In the event of a merger, acquisition, reorganization, bankruptcy, or other similar event, your information may be transferred as part of the transaction. We will notify you via email and/or a prominent notice on our Service of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

4.5 Legal Requirements:

We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to:

• Comply with a legal obligation.
• Protect and defend our rights or property.
• Prevent or investigate possible wrongdoing in connection with the Service.
• Protect the personal safety of users of the Service or the public.
• Protect against legal liability.

4.6 Aggregated or De-identified Data:

We will not sell your data to other services for any purpose.

5. Specific Data Processing Activities

5.1 Data Hosting:

We store and process data using Google Cloud Platform (GCP), specifically Firebase Firestore, with servers located in the West Coast region of the United States.

Our services are designed for users in the United States, and we are not subject to GDPR compliance. However, we implement industry-standard security measures to protect your data. While we take reasonable steps to secure your information, Google Cloud Platform manages the underlying infrastructure, and data handling is subject to their policies. For more details, please refer to Google Cloud's Privacy Policy.

5.2 Data Retention:

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. We may retain de-identified or aggregated data indefinitely. We will also erase your data upon your specific request.

5.3 Artificial Intelligence and Machine Learning:

We do not use personal data to train AI or Machine Learning models. However, we may use Google's Gemini AI services to process data for specific functionalities, such as generating responses or enhancing user interactions.

Any data sent to AI models is handled on a per-request basis and is not stored, retained, or used for model training by us. Processing is subject to Google's terms and policies. For more details, refer to Google's AI Privacy Policy.

6. Cookies and Similar Technologies

We use cookies and similar technologies to collect and store information when you interact with the Service.

6.1 What are Cookies?

Cookies are small text files that are placed on your device by websites you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the website owners.

6.2 How We Use Cookies:

We use cookies for various purposes, including:

• Essential Cookies: These cookies are necessary for the Service to function properly. They enable you to navigate the Service and use its features.
• Performance Cookies: These cookies collect information about how you use the Service, such as which pages you visit most often. This information helps us improve the performance of the Service.
• Functionality Cookies: These cookies allow the Service to remember choices you make (such as your username or language) and provide enhanced, more personalized features. Targeting/Advertising Cookies: These cookies are used to deliver advertisements that are more relevant to you and your interests. They may also be used to limit the number of times you see an advertisement and measure the effectiveness of advertising campaigns.

6.3 Managing Cookies:

You can control and manage cookies in various ways. Most web browsers allow you to control cookies through their settings preferences. However, if you limit the ability of websites to set cookies, you may worsen your overall user experience, since it will no longer be personalized to you. It may also stop you from saving customized settings like login information.

7. Data Security

We take reasonable steps to protect your information from unauthorized access, use, or disclosure. Our security measures include:

• Encryption: We use TLS/SSL to encrypt data in transit and industry-standard encryption (such as Firebase's built-in encryption) to secure stored data, including passwords.
• Access Controls: Access to sensitive data is restricted to authorized personnel with role-based permissions.
• Regular Security Audits: We conduct periodic security reviews and vulnerability assessments to enhance system security.
• Data Breach Response: In the event of a security incident, we have protocols in place to assess, mitigate, and respond appropriately.

Despite these measures, no system can be guaranteed 100% secure. We encourage users to take precautions, such as using strong passwords and enabling two-factor authentication where applicable.

8. Your Rights and Choices

You have certain rights and choices regarding your personal information:

8.1 Access and Correction: Access to sensitive data is restricted to authorized personnel with role-based permissions.

8.2 Data Portability: You have the right to receive a copy of your personal information in a structured, commonly used, and machine-readable format.

8.3 Deletion: You have the right to request that we delete your personal information, subject to certain exceptions (e.g., we may need to retain certain information for legal compliance).

8.4 Objection to Processing: You have the right to object to the processing of your personal information in certain circumstances.

8.5 Restriction of Processing: You have the right to request that we restrict the processing of your personal information in certain circumstances.

8.6 Opt-Out of Marketing Communications: You can opt-out of receiving marketing emails from us by following the unsubscribe instructions included in the emails or by contacting us directly.

8.7 Exercising Your Rights: To exercise any of these rights, please contact us at help@terracasa.ai. We will respond to your request within a reasonable timeframe.

9. Children's Privacy

The Service is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us. If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete such information.

10. SMS & Text Messaging

10.1 Information We Collect for SMS Communications

When you provide your mobile phone number and opt in to receive text messages from TerraCasa.ai, we collect:

• Your mobile phone number.
• Your SMS consent preferences (which message categories you opted into).
• The date, time, and method of your consent.
• Records of opt-out requests and the date they were received.

10.2 How We Use Your Mobile Information

We use your mobile number and SMS consent data solely to:

• Send you text message notifications you have opted into, including quote updates, vendor responses, job reminders, and home maintenance alerts.
• Honour opt-out requests and maintain records of your messaging preferences.
• Comply with carrier requirements and applicable law.

10.3 How We Do Not Use Your Mobile Information

TerraCasa.ai will not:

• Sell, rent, or transfer your mobile number or SMS consent data to any third party.
• Share your mobile opt-in data with affiliates, partners, or advertisers for marketing or promotional purposes.
• Use your mobile number for any purpose other than the message categories you explicitly opted into.

Required disclosure: All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties or affiliates for marketing or promotional purposes.

10.4 Message Categories

TerraCasa.ai sends the following categories of text messages to opted-in users:

• Quote & vendor updates: Notifications when a vendor responds to your job brief or a quote is ready for review.
• Job reminders & follow-ups: Reminders when a vendor is awaiting your response or an open job requires your attention.
• Tips & seasonal alerts: Occasional home maintenance reminders based on your property type and local conditions.

Users who do not opt into a message category via SMS will receive notifications for that category by email instead.

10.5 Opting Out

You may opt out of SMS communications at any time by:

• Replying STOP to any text message from TerraCasa.ai.
• Updating your notification preferences in your TerraCasa account settings.

10.6 Data Retention

We retain SMS consent records, including opt-in and opt-out history, for a minimum of four years in accordance with carrier compliance requirements. This data is used solely for compliance and dispute resolution purposes.

10.7 Third-Party Messaging Providers

TerraCasa.ai uses Twilio, Inc. as its SMS delivery provider. Twilio processes message delivery on our behalf and is bound by data processing agreements consistent with applicable privacy law. Twilio does not receive your SMS opt-in consent data for its own marketing purposes.

For more information, visit Twilio's Privacy Policy at twilio.com/legal/privacy.

10.8 Carrier Disclaimer

Message and data rates may apply depending on your mobile carrier plan. TerraCasa.ai is not responsible for any charges incurred by your carrier. Carriers are not liable for delayed or undelivered messages.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on the Service and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

Contact Information

If you have any concerns about our Privacy Policy, contact us at:

help@terracasa.ai

(425) 243-4739