Privacy Policy

This Privacy Policy explains how TradeOpto (“the App”, “we”, “us”) collects, uses, and shares information when you use our mobile application and related services. By using the App, you agree to the practices described here. If you do not agree, please do not use the App.

1. Information we collect

• Account information: your name, email address, company name, and optionally phone number and business address, provided when you register or sign in.
• Authentication data: if you sign in with Google or Apple, we receive a verified identifier and email from that provider. Passwords (for email sign-up) are stored only as a salted one-way hash and are never stored in plaintext.
• Voice recordings and transcripts: audio you record to describe a job, and the text transcription generated from it.
• Project and quote content: line items, pricing, labor estimates, timelines, notes, and the client contact details (name, email, phone, address) you enter to prepare quotes for your customers.
• Business profile: your trade or industry, the trades you subcontract, and your default hourly rate, which you provide during onboarding or in Settings.
• Photos and images: photos you take or choose from your library to document project sites, and your company logo image.
• E-signature data: when a client signs a quote, the signature image and signing timestamp.
• Usage and device data: basic technical information needed to operate the service (e.g., request logs, app version, language preference).
• Sign-in and usage activity: when you sign in, we record the time, the sign-in method (email, Google, or Apple), your browser/device identification string (user agent), and an approximate, truncated IP address (we deliberately discard the part of the address that could pinpoint you). We also record the days on which you use the App and when you were last active. We use this first-party data to understand product usage, keep accounts secure, and improve the App. It is visible only to TradeOpto administrators, is never used for advertising or cross-app tracking, is never sold or shared, and is deleted along with your account.

2. How we use information

• To provide the core feature of the App: converting your voice memo into an itemized, professional quote.
• To create and manage your account, authenticate you, and keep you signed in.
• To generate and email quotes to the clients you specify, and to track whether those emails are delivered and opened (via our email provider, Resend) along with e-signature status, so you can see the status of your estimate.
• To improve reliability and troubleshoot issues.
• To understand adoption, we also review aggregate, anonymous download counts provided by Apple’s App Store Connect; these are app-wide totals and contain no information about you.

3. Third-party processors

We share limited data with the following service providers strictly to deliver the App’s functionality. These providers process data on our behalf and are not permitted to use it for their own purposes.

• OpenAI(third-party AI service): your audio recordings are sent to OpenAI’s Whisper service for speech-to-text transcription and language detection, and short text from the job (your line-item names, or phrases from the transcript when no line items could be extracted) is sent to OpenAI’s embeddings service so it can be matched against our construction catalog.
• Anthropic(third-party AI service): your transcribed text, the line items on the job, and your business profile (trade, subcontractor trades, and hourly rate) are sent to Anthropic’s Claude service to extract and classify line items, translate, summarize, and suggest missing scope.
• Pinecone: the numeric embeddings of that text are compared against our catalog to find matching items.
• Resend: used to send transactional emails, including quotes and signing links to the client addresses you provide.
• Google / Apple: only if you choose to sign in with those providers, to verify your identity.

The App asks for your permission before it sends anything to OpenAI or Anthropic. The permission screen names both services and lists the data each one receives. If you decline, nothing is sent and the voice-to-quote features stay off. You can withdraw your permission at any time in Settings → AI processing; from then on nothing more is sent until you allow it again. The client contact details you enter for a project (name, phone, email, address) are not sent to either AI service, although anything you say in a recording is part of the audio and transcript.

OpenAI, Anthropic, Pinecone, and Resend process data only under their agreements with us, which require them to protect your data with the same or equal protection described in this policy.

We do not sell your data, and your recordings, transcripts, and content are not used to train AI models. We do not use your data for advertising or cross-app tracking.

4. Data retention and deletion

We retain your account data, projects, and quotes for as long as your account is active. You can permanently delete your account at any time from Settings → Delete Account inside the App. Deleting your account removes your profile, all of your projects and quotes, and associated photos, audio recordings, and PDF files from our systems. Some records may persist briefly in backups or be retained where required by law, after which they are deleted.

5. Security

We use industry-standard measures including encrypted transport (HTTPS), hashed passwords, short-lived access tokens with rotating refresh tokens, and access controls scoping each record to its owner. No method of transmission or storage is 100% secure, but we work to protect your information.

6. Children's privacy

The App is intended for business use by adults and is not directed to children under 13. We do not knowingly collect information from children.

7. Your rights

Depending on your location, you may have rights to access, correct, or delete your personal information. You can exercise deletion directly in the App, or contact us for other requests.

8. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the “Last updated” date above and, where appropriate, by notice in the App.

9. Contact

Questions about this policy or your data? Email us at support@tradeopto.com.

See also our Support page.