Privacy Policy
Last updated: September 14, 2026
This Privacy Policy explains how EstimateAce ("we", "us") collects and uses information when you use our web application and related services.
1. Information we collect
- Account data — email, password (hashed by our auth provider), company profile fields you enter.
- Business content — estimates, invoices, job addresses, photos, videos, receipts, mileage logs, calendar notes, AI Receptionist call/SMS transcripts and leads you create or receive.
- Usage & technical data — IP address, device/browser type, logs needed to secure and operate the Service.
- Billing data — handled by Stripe (card details are not stored on our servers). We store subscription status and Stripe customer/subscription IDs.
2. How we use information
- Provide, maintain, and improve the Service
- Authenticate users and protect accounts
- Process subscriptions and send transactional email/SMS when configured
- Run optional AI features you request (quotes, translation, job renderings, AI Receptionist calls/SMS)
- Comply with law and enforce our Terms
3. Processors / subprocessors
We use trusted providers, including:
- Supabase — authentication and database
- Vercel — hosting
- xAI — AI model API when you use AI features
- Stripe — payments
- Resend / Twilio — email/SMS when you enable notifications
4. AI processing (including xAI)
When you use AI features, relevant text, images, or call/SMS content you submit (or that callers provide to AI Receptionist) may be sent to our AI provider — currently xAI — to generate a response. Do not submit data you are not authorized to process.
Retention / training:We send prompts and necessary context to xAI over their API solely to provide the feature you requested. We do not sell your Customer Content for advertising. We configure and use the API for inference; we do not use your EstimateAce customer data to train EstimateAce's own models. For how xAI retains or uses API data (including any training or retention practices), see xAI's then-current privacy / API terms at x.ai. You should review those terms before enabling AI features that process sensitive client information.
Call audio for AI Receptionist is processed via our telephony provider (Twilio) for speech-to-text and call handling; transcripts and lead summaries may be stored in your EstimateAce account so you can follow up.
5. Sharing
We do not sell your personal information. We share data with processors only as needed to run the Service, or if required by law, or with your direction (e.g. payment links you open to third-party apps).
Mobile phone numbers: We do not sell, rent, or share mobile phone numbers with third parties or affiliates for their marketing or promotional purposes. Phone numbers collected for SMS are used only to deliver the transactional messages you consented to receive, and by SMS/telecom providers (such as Twilio) solely to transmit those messages.
5A. Text messaging (SMS)
If you opt in to EstimateAce SMS, we may send transactional texts such as appointment reminders, estimate/invoice notices, recurring-service approval links, and account verification codes. Message frequency varies based on your appointments and document activity (typically a few messages per week when your account is active; more during busy scheduling periods). Message and data rates may apply.
You can opt out at any time by replying STOP. Reply HELP for help. For support, contact support@estimateace.com. Consent to SMS is not a condition of purchasing EstimateAce software. See our SMS opt-in page and Terms of Service.
6. Retention
We retain account and job data while your account is active and as needed for backups, legal, and security purposes. You may request deletion of your account by contacting support.
7. Security
We use industry-standard measures including HTTPS, authentication, and database access controls (including row-level security where configured). No method of transmission is 100% secure.
8. Your choices
- Update profile and job data in the app
- Manage or cancel subscription via Stripe customer portal when available
- Contact support@estimateace.com for access or deletion requests
9. Children
The Service is not directed to children under 16.
10. Changes
We may update this policy. Continued use after changes means you accept the updated policy. Material changes will be reflected by the "Last updated" date.
11. International users
The Service is operated from the United States. If you access it from another country, you understand that your information may be processed in the U.S. and other locations where our providers operate.
12. Contact
Privacy questions or data requests: support@estimateace.com