Privacy Policy

This Privacy Policy explains what information Robison Technologies ("we", "us") collects through ThermalForce HQ (the "Service"), how it is used and the choices people have. It goes with our Terms of Service.

1. Who this covers

• Subscribing businesses and their staff. Service companies that hold a ThermalForce HQ account, and the admins, office staff and technicians who sign in.
• Customers of those businesses. People whose appliance or equipment is being serviced. For this information the service company decides what is collected and why; we store and process it on that company's behalf. If you are one of their customers and have a question or request about your information, please contact that company first.

2. Information we collect

From subscribing businesses and their staff:

• account details: name, email address, phone number, role and a securely hashed password;
• business details: company name, address, phone, logo, hours, service area, prices and tax settings;
• subscription details: the plan, its status and billing history. Card numbers are collected and held by Stripe, not by us.

Entered by a business about its customers and jobs:

• customer name, phone number, email address, service address and any gate or access code;
• appliance brand, type, model and serial number;
• work orders, schedules, technician notes, diagnostic results, photos and signatures;
• estimates, invoices, payments and messages exchanged with the customer.

Collected automatically or from a device:

• basic technical information such as IP address, browser type and the times of sign-ins, used to keep the Service secure and running;
• a technician's location, only while that technician has location sharing turned on, so their office and the customer they are driving to can see their progress;
• camera and microphone input, only when a person uses a feature that needs it, such as taking a job photo, scanning a part or model plate, or dictating a note.

3. How information is used

• to provide the Service: scheduling, dispatch, job records, estimates, invoices, payments and messages;
• to send texts and emails that a business has set up for its customers, such as confirmations, reminders and invoices;
• to bill subscribing businesses for their plan;
• to keep accounts secure, prevent abuse and fix problems;
• to send service messages to account holders, such as sign-up confirmations and password resets;
• to meet legal obligations.

We do not sell personal information, and we do not use it for advertising.

4. Who information is shared with

We share information only with companies that help us run the Service, and only what each one needs:

• Hosting, database and email delivery providers that store the Service's data and deliver its email;
• Stripe, for subscription payments and for card payments a business takes from its customers;
• A text messaging provider (such as Twilio), to deliver texts a business sends to its customers;
• Google, for address lookup and maps;
• AI service providers, to produce diagnostic suggestions and to read model plates and part labels from photos. Appliance details and the relevant photo are sent for that purpose;
• Intuit (QuickBooks Online), only when a business connects its own QuickBooks company, to copy that business's customers, invoices and payments into it.

We may also disclose information when the law requires it, to protect people's safety or our rights, or as part of a sale or merger of our business, in which case this policy continues to apply to the information transferred.

5. Text messages

Texts sent through the Service come from the service company you are dealing with, about your appointment, repair or invoice. Message frequency depends on your job. Message and data rates may apply. You can stop these texts at any time by replying STOP, or by asking the company. Phone numbers and text-messaging consent are not sold or shared with anyone for their own marketing.

6. Cookies

The Service uses a small number of cookies that are necessary for it to work, mainly to keep you signed in. We do not use advertising cookies or let advertisers track you through the Service.

7. How long information is kept

• A business's data is kept for as long as its account is active.
• After an account ends, its data is kept for a reasonable period in case the business returns or needs an export, and is then deleted. A business can ask us to delete it sooner.
• Some records are kept longer where the law requires it, for example billing records.

8. Security

We use safeguards designed to protect information, including encrypted connections, hashed passwords, encryption of stored integration keys, role-based access inside each company and separation of each company's data from every other company's. No system is perfectly secure, and we cannot guarantee absolute security.

9. Your choices and rights

• Staff of a subscribing business can ask their company's Admin to correct or remove their account details.
• Admins can view, correct, export and delete their company's data in the Service, and can contact us for help.
• Customers of a service company should contact that company to see, correct or delete their information. If you contact us instead, we will pass your request to the company concerned.
• Depending on where you live, you may have additional rights under local law, such as the right to know what is held about you or to have it deleted. We will honor valid requests.

10. Children

The Service is meant for businesses and adults. It is not directed to children under 13, and we do not knowingly collect their personal information.

11. Where information is processed

The Service is operated from the United States, and information is stored and processed there.

12. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed. If a change is significant, we will let subscribing businesses know.

13. Contact

Robison Technologies
Email: support@robisontechnologies.com