This Privacy Policy applies to the Job4Site mobile applications, web application, marketing website, customer-facing proposal and invoice experiences, support interactions, and related services (collectively, the “Service”).
Who is responsible for the information
Job4site LLC (“Job4Site,” “we,” “us,” or “our”) provides the Service to HVAC businesses and their authorized team members. The privacy role we play depends on the information and the context in which it is processed.
Job4Site decides how core service data is handled.
We are responsible for information used to create and secure accounts, administer subscriptions, provide support, prevent abuse, improve the Service, and meet our legal obligations.
Your HVAC company controls its customer and job records.
For customer, equipment, job, proposal, invoice, and similar business records entered by a subscribing company, Job4Site generally processes the information for that company under its instructions. The company is responsible for its collection and use of those records.
If you are a customer of an HVAC company using Job4Site: direct questions about that company’s records to the HVAC company first. We will assist the company with a verified request when appropriate.
Information we process
The information processed depends on how you use the Service, the permissions granted by your company, and the integrations you choose to connect.
| Category | Examples |
|---|---|
| Account and profile | Name, email address, telephone number, profile photo, authentication identifier, role, permissions, account status, company association, and notification preferences. |
| Company and subscription | Company name, contact details, service and billing address, plan, subscription status, checkout and customer identifiers, transaction metadata, and billing history. Full payment-card numbers are handled by the applicable payment provider rather than stored by Job4Site. |
| Customers and equipment | Customer names, contact information, service locations, notes, equipment type, brand, model and serial number, installation information, and warranty details entered by an HVAC company. |
| Work and sales records | Jobs, schedules, assigned team members, status, field notes, photos, products and services, proposals, package options, signatures or acceptance records, invoices, adjustments, payment records, and related communications. |
| Content and support | Catalogs, templates, uploaded images and documents, support requests, message content, diagnostic details you provide, and feedback. |
| Integration data | Authorization details and supported customer, invoice, and transaction data exchanged with QuickBooks Online or QuickBooks Payments when a company enables those services. |
| Technical and security | IP address, browser or device type, operating system, app version, timestamps, authentication and security events, error information, network status, and hosting request logs. |
Device permissions
With your permission, the native app can access the camera or photo library so you can add job, equipment, product, proposal, or profile images. You can change these permissions in device settings. The current app does not request continuous or precise device location. Service and billing addresses entered into the Service are still location information.
Marketing website and cookies
Our hosting providers may process standard request information such as IP address, browser type, requested page, and time of access to deliver and protect the website. The Job4Site marketing site does not currently use advertising cookies or third-party behavioral analytics. If that changes, we will update this policy and provide any notice or choice required by law.
Where information comes from
- From you, when you create an account, configure a workspace, enter records, upload content, use a feature, contact support, or submit a privacy request.
- From your company and teammates, when an owner or administrator invites you, assigns a role, manages permissions, schedules work, or adds you to a business record.
- From an HVAC company’s customers, when they review or accept a proposal, select optional items, or interact with a customer-facing invoice or payment experience.
- From connected services, such as Firebase Authentication, Apple or Google sign-in, Stripe, QuickBooks, and Google Places, when you choose or direct the relevant connection.
- Automatically, from the app, device, browser, network, and hosting infrastructure as needed to operate, secure, and troubleshoot the Service.
How we use information
We use information as reasonably necessary to:
- create accounts, authenticate users, maintain sessions, and apply company roles and permissions;
- provide customers, equipment, scheduling, jobs, proposals, invoices, payment records, photos, email, offline support, and other requested features;
- provide customer-facing proposal and invoice links and record selections, acceptance, or other requested actions;
- administer subscriptions, confirm entitlements, process billing through a payment provider, and maintain transaction records;
- connect and operate optional services, including QuickBooks Online, QuickBooks Payments, Google Places, and social sign-in;
- send service messages, invitations, proposals, invoices, payment notices, support responses, and other communications requested by a company or user;
- provide support, diagnose errors, preserve continuity, improve usability, and develop Service features;
- protect accounts and the Service, investigate misuse, enforce our terms, and maintain the integrity and availability of systems; and
- comply with law, respond to lawful requests, establish or defend legal claims, and complete corporate transactions subject to appropriate safeguards.
Legal bases for processing
Where a law requires a legal basis, we rely on performance of a contract, our legitimate interests in operating and securing a business service, compliance with legal obligations, and consent where requested. You may withdraw consent at any time, but doing so does not affect processing already completed and may prevent a feature from working.
When information is disclosed
We do not sell personal information for money, and we do not share personal information for cross-context behavioral advertising. The Service does not display third-party advertising. We disclose information in the following operational circumstances.
| Recipient | Purpose |
|---|---|
| Your company and authorized users | Company owners, administrators, and authorized team members receive information according to their roles, permissions, assignments, and the company’s use of the Service. |
| Customers and recipients | Information included by an HVAC company in a proposal, invoice, email, or shareable page is disclosed to the intended recipient. Shareable links should be treated as confidential. |
| Google Cloud and Firebase | Authentication, app and web hosting, database, file storage, backend functions, security, and related infrastructure. |
| Apple and Google | App distribution and, when selected, account sign-in. A store may separately process purchase and device information under its own privacy terms. |
| Stripe | Subscription checkout, billing, invoices, customer portal, and payment-related fraud prevention for eligible purchases. |
| Intuit | QuickBooks Online invoice handoff and related accounting or hosted payment services when enabled and initiated by an authorized user or customer. |
| Resend | Delivery of account, invitation, proposal, invoice, payment, and other service emails. |
| Google Places | Address suggestions based on text entered into an address field when that feature is used. |
| Professional, legal, and transaction parties | Advisers, auditors, insurers, authorities, and transaction participants when reasonably necessary for legal compliance, safety, claims, financing, reorganization, merger, or sale, subject to applicable duties and safeguards. |
If a Job4Site page includes optional media embedded from YouTube or Vimeo, opening or playing that media may send standard device, browser, IP-address, and request information to the selected media provider under its own privacy terms. Locally hosted product videos do not require that disclosure to an embedded-media provider.
Service providers may process information only to provide services to us or as otherwise permitted by their agreements and applicable law. Third-party integrations also operate under their own terms and privacy notices. Connecting an integration directs us to exchange the information needed for that connection.
Your choices and privacy rights
Depending on where you live and your relationship with Job4Site, you may have the right to request access, correction, deletion, or a portable copy of personal information; restrict or object to certain processing; withdraw consent; or appeal a decision. You may also have the right to complain to a privacy or data-protection authority.
Residents of U.S. states with comprehensive privacy laws may have rights to know, access, correct, delete, and obtain a copy of personal information and to receive equal service when exercising a right. Where applicable, an authorized agent may submit a request, subject to verification of the agent’s authority and your identity. Job4Site does not currently sell personal information or share it for cross-context behavioral advertising, so there is no sale or targeted-advertising opt-out required for our current practices.
- Update available profile and company details in the Service or ask your company administrator to correct managed information.
- Change camera and photo-library permissions in your device settings and disconnect optional integrations from their settings.
- Request a copy, correction, or deletion by emailing support@job4site.com.
- Follow the instructions on our account deletion page to request deletion of a user account or an authorized company workspace.
Verification protects the account. We may ask for information reasonably necessary to verify identity, authority, and the scope of a request. Never send your password or full payment-card number. If information is controlled by an HVAC company, we may direct the request to or coordinate with that company.
Retention and deletion
We retain information for as long as reasonably necessary to provide and secure the Service, maintain an active account or company workspace, follow the subscribing company’s instructions, complete transactions, comply with legal and accounting duties, resolve disputes, and enforce agreements. The period varies based on the category, sensitivity, purpose, account status, contractual requirements, and applicable law.
After a verified deletion request or the end of the applicable retention period, we delete or de-identify information unless retention is permitted or required for tax, accounting, fraud prevention, security, backup integrity, dispute resolution, legal claims, or another lawful purpose. Residual copies may remain in protected backups until they are overwritten in the ordinary course. De-identified information that cannot reasonably be linked to an individual may be retained.
Removing an individual team member does not necessarily delete company records they created, because those records may belong to the subscribing HVAC company or be necessary for customer service, accounting, safety, or legal obligations. Account deletion and subscription cancellation are separate actions.
Security and international processing
We use administrative, technical, and organizational safeguards designed for the nature of the information and Service. These include authenticated accounts, company-scoped records, role and permission controls, server-validated integration actions, access restrictions, and provider security features. No storage or transmission method is guaranteed to be completely secure. Protect credentials, use an appropriate device lock, keep account details current, and notify us of suspected unauthorized access.
Job4Site and its providers may process information in the United States and other countries where they operate. Those locations may have privacy laws different from your home jurisdiction. Where required, we use contractual or other recognized safeguards for cross-border transfers.
For a product-level description of current access boundaries, see our Security page.
Children’s privacy
Job4Site is a business service and is not directed to children under 13 or the higher minimum age required in a particular jurisdiction. We do not knowingly collect personal information from a child through a Job4Site account. If you believe a child has provided personal information without valid authorization, contact us so we can investigate and take appropriate action.
Changes to this policy
We may update this Privacy Policy to reflect changes in the Service, law, providers, or privacy practices. We will post the updated policy with a revised effective date and provide additional notice when required by law. Material changes apply prospectively unless the law permits otherwise.
Contact us
Job4site LLC operates Job4Site. For privacy questions, requests, complaints, or account deletion assistance, contact:
Job4site LLC — Job4Site
support@job4site.comInclude the email address associated with your account and enough detail to identify the request. Do not send a password, full payment-card number, or unnecessary customer records.