Privacy Policy

1. Categories of Information We Collect

Depending on how you use the Services, we may collect:

• Contact and account information— name, email address, telephone number, mailing or business address, and login credentials.
• Business and project information— company details, estimates, contracts, invoices, change orders, appointments, and project records.
• Customer information you upload— information about your own customers that you enter to prepare documents, schedule work, or send communications.
• Payment-related information— billing details and transaction records (full payment card numbers are handled by our payment processor, not stored by us).
• Communications— emails, SMS messages, and support interactions.
• AI prompts and generated content— the inputs you provide to AI features and the content they produce.
• Device and usage information— IP address, device identifiers, log data, and analytics about how the Services are used.

2. Sources of Information

We collect information from:

• you, directly, when you create an account, use features, or contact us;
• your customers or recipients when they view, approve, or sign documents you send;
• your devices and browsers when you access the Services; and
• our service providers and integrated services (such as payment processors, messaging providers, and accounting integrations you connect).

3. How We Use Your Information

We use information to:

• provide, maintain, and improve the Services and authenticate your account;
• process transactions and create and deliver estimates, invoices, contracts, and documents;
• send transactional and service communications, including receipts, appointment reminders, invoice and payment reminders, document notifications, and account or service updates, by email and (with your consent) SMS;
• provide customer support and respond to your requests;
• maintain security and prevent fraud and abuse;
• perform analytics, develop products, and power AI functionality; and
• comply with legal obligations and enforce our agreements.

4. We Do Not Sell or Share Your Information for Marketing

Northwood One does not sell, rent, or share your mobile phone number or other personal information with third parties or affiliates for their own marketing or promotional purposes. Mobile information and SMS opt-in consent data are never shared with third parties or affiliates for marketing. We disclose personal information only to service providers that operate on our behalf, and only as needed to deliver the Services, or where required by law.

5. SMS / Text Messaging

If you provide your mobile number and consent, Northwood One may send SMS messages related to your account and services. The messaging program includes:

• appointment reminders;
• invoice and payment reminders;
• document notifications (estimates, contracts, and change orders ready to view or sign); and
• account and service updates.

Message frequency varies based on your account activity and the services you use. Message and data rates may apply under your mobile carrier plan. Carriers are not liable for delayed or undelivered messages.

Opt-out: Reply STOP to any message to cancel. We will send a one-time confirmation and will not send further SMS messages to that number unless you opt back in. Help: Reply HELP for assistance, or contact us at support@northwoodone.com. Consent to receive SMS is not a condition of purchase.

6. Service Providers We Work With

We share information with service providers that operate on our behalf under contractual confidentiality and security obligations. These include cloud hosting and storage providers, our payment processor, our email provider, our SMS/messaging provider, analytics providers, AI infrastructure providers, and accounting and mapping integrations you choose to connect (such as QuickBooks and map services). These operational service providers are distinct from third parties that would use information for their own marketing — which we do not permit.

7. Artificial Intelligence and Your Data

Certain features use AI to help generate estimates, scope descriptions, summaries, documents, and communications. When you use these features, the relevant inputs you provide (your prompts and related project information) are sent to third-party AI providers to generate the requested output, and the output is returned to you and stored in your account.

Note for launch: before publication, confirm the exact AI architecture with your provider's data-processing terms, including retention periods and whether your inputs are excluded from model training. Do not state that data is never used for training unless that is technically and contractually true for the provider configuration in use.

8. Cookies and Analytics

We use cookies and similar technologies that are necessary to operate the Services (for example, to keep you signed in) and to understand general usage so we can improve the platform. We do not use third-party advertising cookies or sell information collected through cookies.

Note for launch: confirm this reflects the analytics and cookie technologies actually deployed, and update it if advertising, pixel, or session-replay technologies are added.

9. Data Retention

We retain personal information only as long as reasonably necessary to provide the Services, maintain business records, ensure security, prevent fraud, resolve disputes, enforce our agreements, and meet legal obligations. When information is no longer needed for these purposes, we take steps to delete or de-identify it.

10. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect your information. However, no method of electronic storage or transmission can be guaranteed to be completely secure, and we cannot guarantee absolute security.

11. Your Privacy Rights

Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of your personal information, and to object to or restrict certain processing. You may also opt out of SMS messages at any time as described above. To exercise any of these rights, contact us at support@northwoodone.com. We will respond as required by applicable law and may need to verify your identity before acting on a request.

12. California Privacy

If you are a California resident, you may have additional rights regarding your personal information. We do not sell personal information as that term is commonly understood, and we do not share personal information for cross-context behavioral advertising.

Note for launch: counsel should evaluate whether CCPA/CPRA (and any other state privacy laws) apply based on Northwood One's actual revenue, data volume, and business model, and finalize this section accordingly. Do not assert that statutory obligations apply or do not apply without that review.

13. Children's Privacy

The Services are intended for businesses and are not directed to children. The Services are intended for users who are at least 18 years old, and we do not knowingly collect personal information from children in violation of applicable law. If you believe a child has provided us personal information, contact us and we will take appropriate steps to delete it.

14. Business Transfers

If Northwood One is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, personal information may be transferred as part of that transaction, subject to applicable law and the commitments in this policy.

15. Legal and Safety Disclosures

We may disclose information where reasonably necessary to comply with applicable law or lawful process, to protect the rights, property, or safety of Northwood One, our users, or others, to prevent fraud, or to protect the security and integrity of the Services.

16. International Processing

Northwood One is based in the United States, and the Services are operated and hosted in the United States. If you access the Services from outside the United States, you understand that your information may be processed in the United States, where data-protection laws may differ from those in your location.

Note for launch: confirm the actual hosting and sub-processor locations before publishing specific geographic claims.

17. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, for material changes, provide notice through the Services or by email. Your continued use of the Services after changes take effect constitutes acceptance of the updated policy.

18. Contact Us

If you have questions about this Privacy Policy or our data practices, or wish to exercise a privacy right, contact Northwood One LLC at support@northwoodone.com.