Privacy Policy

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‍Effective Date: June 12, 2025

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Essential Trades Software, Inc. ("Essential," "we," "us," or "our") values your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you ("you" or "user") interact with our websites, mobile and web applications, APIs, and related services (collectively, the "Services").

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Contact Information
Essential Trades Software, Inc.
4436 Technology Drive
Fremont, California 94538 USA
Email: support@withessential.com

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1. Scope

This Policy applies to personal information we process in the course of providing the Services to business customers ("Customers") and their authorized users (e.g., technicians, office staff). It does not apply to job applicants or employees, who receive a separate notice.

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2. Information We Collect

Identifiers
- Examples: name, email, postal address, phone number, IP address, device ID
- Sources: directly from you; automated collection
Customer Records
- Examples: business contact details, billing contact, QuickBooks tenant ID
- Sources: customer admin; integrations
Commercial Information
- Examples: subscription tier, transaction history, invoices
- Sources: generated in the Service
Professional Information
- Examples: job role, trade license number
- Sources: customer admin
Internet / Usage Data
- Examples: log files, pages viewed, clicks, crash reports, analytics events
- Sources: automated collection via cookies, SDKs
Geolocation Data
- Examples: approximate device location (city/region)
- Sources: device/browser settings
Audio/Visual Data
- Examples: support call recordings (with notice)
- Sources: directly from you
Sensitive Personal Information
- Examples: account credentials (password hashes), precise geolocation if enabled
- Sources: directly from you; device

We do not intentionally collect information about individuals under 16. If we learn that we have, we will delete it.

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3. How We Use Information

We process personal information to:

Provide and maintain the Services, including user authentication, workflow automation, and integrations.
Operate, secure, and improve the Services (bug fixes, analytics, AI model training on de‑identified data).
Process transactions and manage subscriptions, invoices, and payments.
Communicate service notifications, updates, and marketing (with opt‑out options).
Comply with legal obligations and enforce our agreements.
Detect and prevent fraud, security incidents, and misuse.
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Legal Bases (GDPR / UK GDPR)

When required by the GDPR, we rely on: (a) contract performance, (b) legitimate interests (service security, product improvement, marketing to business contacts), (c) consent (cookies, certain marketing), and (d) legal obligations.

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4. Sharing & Disclosure

We disclose personal information only as described below:

Service Providers & Sub‑Processors. Hosting (AWS), analytics, payment processors (e.g., Stripe), customer‑support vendors, who must follow our instructions and protect information.
Integration Partners. At your request (e.g., QuickBooks Online, Slack) we share data necessary for the integration.
Business Transfers. In connection with a merger, acquisition, or sale of assets.
Legal & Safety. To comply with law or protect the rights, property, or safety of Essential, our customers, or others.
De‑identified or Aggregated Data. We may share insights that cannot reasonably identify any individual.

We do not sell personal information or share it for cross‑context behavioral advertising as those terms are defined under the CPRA.

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5. Cookies & Tracking

We use first‑ and third‑party cookies and similar technologies to (a) authenticate users, (b) remember preferences, (c) perform analytics, and (d) support marketing to business contacts.
You can adjust browser settings to refuse cookies; the Services may not function properly without essential cookies.

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6. Data Retention

We retain personal information for as long as (a) your or your employer’s account is active, (b) required to fulfill the purposes described above, and (c) necessary to comply with legal, tax, or accounting obligations, resolve disputes, and enforce contracts.

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7. Data Security

We employ administrative, technical, and physical safeguards—including encryption in transit and at rest, access controls, and regular penetration testing—to protect personal information. No system is 100% secure; therefore, we cannot guarantee absolute security.

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8. International Data Transfers

We store data in the United States. Where we transfer personal information from the European Economic Area or the UK, we rely on Standard Contractual Clauses or another lawful transfer mechanism.

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9. Your Rights

California Residents (CPRA)

You have the right to:

Know the categories and specific pieces of personal information we collect.
Delete personal information (subject to exceptions).
Correct inaccurate personal information.
Opt‑out of the sale or sharing of personal information (we do not sell/share).
Limit the use/disclosure of sensitive personal information (we use it only to provide the Services).

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EEA/UK Residents (GDPR)

You may request: access, rectification, erasure, restriction, portability, and objection to processing. You may also lodge a complaint with your local supervisory authority.

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Exercising Rights

Email support@withessential.com or write to the address above. We will verify your identity (and authority if acting on behalf of someone else) before fulfilling a request. You will not be discriminated against for exercising rights.

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10. Third‑Party Sites & Services

Our Services may link to third‑party websites or services. We are not responsible for their privacy practices.

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11. Changes to This Policy

We may update this Policy periodically. We will post the new version and, if changes are material, provide notice via the Services or email. The "Effective Date" above reflects the last revision.

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12. Contact Us

If you have questions about this Policy or our privacy practices, please contact us at support@withessential.com.

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