Privacy Policy

ScopeGrade (“we”, “us”) runs scopegrade.com, the ScopeGrade mobile app and the tools on them. We are based in Ontario, Canada. We are responsible for the personal information described here.

Where a contractor uses ScopeGrade to store information about their own customers, crew or suppliers (for example in the Ops Suite, estimates, invoices or proposals), the contractor decides what is collected and why. We handle that information on the contractor’s behalf and only to run the service for them.

Account details. Name, email address, role (homeowner, contractor or buyer) and a password, which we store only as a one-way hash. If you sign in with Google, we receive your name and email address from Google.

Business details for contractors. Company name, phone, website, logo, service area, base postal code and the profile you choose to publish.

Projects. Descriptions, photos, videos, budget, notes and location. Contractors see the general area (the first three characters of your postal code). Your street address stays private until you choose to share it with a contractor.

Quotes and documents you upload. Quote PDFs and photos, plans, RFP documents, qualification documents and the text we extract from them.

Messages. Messages between homeowners and contractors, RFP questions and answers, and conversations with Scout, our AI assistant.

Records contractors keep about others. Client names and contact details, job addresses, estimates, invoices, signed proposals (including the signer’s typed name and signature image), supplier and crew details.

Location from crew devices. If a contractor’s crew use the Ops Suite time clock or field app, the device’s location is recorded at clock-in and clock-out and, while the crew member is on shift with location turned on, during the shift. The browser or phone asks for permission first.

Voice. If you use voice input in the mobile app, the recording is sent for transcription.

Payments. Payments are handled by Stripe. We never see or store full card numbers; we keep Stripe’s customer, subscription and payment references and receipt links.

Product usage. We record simple events such as “scan started” or “project posted” to understand how the product is used. These events hold event names and small settings only — never quote text, file names, addresses or AI output.

Inquiries. What you type into our contact and sales forms.

Technical data. Your IP address is used briefly to limit abusive traffic (for example, too many login attempts). We don’t store it with your account.

Several features use AI models run by outside providers. When you use them, the content needed for that feature is sent to the provider, which processes it and returns a result to us:

• Quote Scanner and quote review send the uploaded quote file and its text, including any names, addresses, prices and contact details printed on it.
• Scout and the contractor AI tools (estimating, messaging, proposals, tender briefs, material takeoff, coaching) send your request and the records the tool needs to answer, such as job, client or estimate details, uploaded plans or photos.
• Deck design renders send the design and any reference image you add.
• Voice sends audio for transcription and text to be read aloud.

The providers are Google (Gemini), Anthropic (Claude) and, for read-aloud voice, ElevenLabs. They are located in the United States. AI output can be wrong — scores and suggestions are a starting point for your own judgement, not professional advice.

We don’t use AI to make decisions that have legal or similarly significant effects on you without a person involved.

• To provide the service: run scans, show projects to matching contractors, deliver messages, bids and notifications, and keep your records.
• To send account and service emails (sign-in, password reset, activity on your projects, bids or RFPs). You can turn off notification emails on your notifications page; essential account emails still go out.
• To send text messages, only if a contractor turns on SMS alerts.
• To take payments and manage subscriptions.
• To keep ScopeGrade safe: prevent fraud and abuse and enforce our terms.
• To understand and improve the product using the usage events above.
• To meet legal obligations.

We don’t sell personal information, and we don’t use it for third-party advertising.

Other users, because you asked us to. Projects you post are shown to contractors (general area only, until you share the address). Contractor profiles you publish are public. Bids, messages and RFP responses go to the people they’re addressed to; sealed bids stay hidden from other bidders. Proposals and portal links are visible to anyone who has the link.

Service providers that process information for us under contract:

• Google (Gemini) and Anthropic — AI processing, described above.
• ElevenLabs — read-aloud voice in the mobile app.
• Stripe — payments and subscriptions.
• Resend — sending email.
• Twilio — text messages, when turned on.
• Google — sign-in with Google, when you choose it.
• Our hosting, database and backup providers.

When the law requires it, or to protect the rights, property or safety of our users, the public or ScopeGrade.

If the business changes hands, information may transfer to the new owner, who must honour this policy.

Some of our providers store or process information outside Canada, mainly in the United States. Information held there is subject to the laws of that country and may be accessible to its authorities.

• Uploaded quote files in Quote Scanner are deleted 24 hours after upload. The extracted report stays with your account until you delete it.
• Quote reports you don’t save to an account expire after 30 days.
• Shared checklist links expire after 30 days.
• Everything else is kept while your account is open and for as long as needed to provide the service, resolve disputes and meet legal, tax and accounting obligations.

When you delete your account, we delete your personal information and files and make the account an anonymous placeholder. We keep, without your contact details: records other people are entitled to keep (the messages you sent them, and the scope of work on a project they quoted or did) for 24 months; verification decisions and the consents you gave, for 24 months; and invoices, payments, purchase and subscription records for 7 years, for tax and accounting. When those periods end they’re deleted too. Records of privacy requests are kept to show we responded.

We use only the cookies the service needs to work: keeping you signed in, remembering your workspace and currency, remembering your account type during Google sign-in, and letting you return to a quote scan without an account. We don’t use advertising or third-party analytics cookies.

Some tools save drafts and preferences in your browser’s local storage so you don’t lose work. Clearing your browser data removes them.

You can view and update most of your information in your account. You can also:

• get a copy of the personal information we hold about you. Signed in, use Privacy and data to download it right away;
• delete your account and personal information, from the same page. There’s a 14-day waiting period you can cancel, and it can’t proceed while you’re mid-job with a homeowner or contractor, in a dispute, or on an active subscription;
• correct information that is wrong;
• withdraw a consent you gave, such as for location or text messages.

You don’t need an account to ask: use the privacy request form or our contact form. We’ll confirm it’s you (for the form, by emailing a link to the address you gave) and reply within 30 days. If you’re a contractor’s customer or crew member, we may refer you to that contractor, since they control those records.

Residents of California and other US states with privacy laws have the same rights to know, delete and correct. We don’t sell or share personal information for advertising, and we won’t treat you differently for using these rights. An authorised agent can make a request for you if you give them written permission.

What a copy leaves out: passwords (we keep only a one-way hash), internal safety and fraud-prevention notes, who wrote reviews about you (reviews are anonymous by design), and other people’s contact details.

If you’re not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada or the privacy regulator where you live.

We protect information with encrypted connections, hashed passwords, access controls, checks on uploaded files and private storage for uploads. No system is perfectly secure; if a breach creates a real risk of significant harm, we’ll notify you and the regulator as the law requires.

ScopeGrade is for adults managing home and construction projects. It isn’t meant for anyone under 18, and we don’t knowingly collect their information.

We’ll update the date at the top when this policy changes. If a change materially affects how we use your information, we’ll tell you by email or in the app before it takes effect.