Privacy Policy
Last updated:
About this policy
Scopie is web software for service businesses such as cleaning, lawn care, pressure washing, HVAC, plumbing, painting, handyman and landscaping companies. Businesses use Scopie to send quotes, have them signed online, schedule jobs and crews, and send and collect invoices.
This policy explains what personal information we collect, why, who we share it with, how long we keep it and the choices you have. It covers our website (getscopie.com), the Scopie app and the quote and invoice pages that businesses send to their clients.
Who we are
Scopie is operated by Scopie LLC, 10030 Sunnifa Ally, Orlando, FL 32832 ("Scopie", "we", "us").
You can reach us about privacy at [email protected].
Our two roles
We handle personal information in two different roles, and which one applies depends on whose information it is.
Business owners, their staff and website visitors
For the people who sign up for Scopie and the staff accounts they create (admin, office and crew), and for visitors to our website, Scopie decides how the information is used. We are the "controller" (or "business" under US state privacy laws) for this information.
The business's own clients
A business that uses Scopie adds information about its own clients: names, contact details, service addresses, quotes, invoices, signatures and job photos. For this information we act as a "processor" or "service provider": we handle it only on the business's instructions and to provide Scopie to that business.
The business is responsible for its relationship with its clients, including telling them how their information is used and having the right to use it. If you are a client of a business that uses Scopie, please contact that business with questions or requests. If you contact us, we will pass your request to the business.
Information we collect
Account information
- Name, email address and, if you add it, phone number.
- Your password, which we store only as a one-way hash, or your Google account details if you sign in with Google (see "Google user data" below).
- Your role in the business (admin, office or crew), your language and your settings.
Business information
- Business name, address, phone, logo, photos, the services and prices you offer, tax settings, and licence or insurance certificates you upload.
- Your plan, trial dates and billing status, and the identifiers of your Stripe accounts.
Client information we process for the business
- Client names, email addresses, phone numbers, service addresses and notes.
- The content of quotes and invoices, messages between the client and the business, and payment status.
- Photos the business or its crew upload for a quote or a job.
Quote signing records
When a client signs a quote, we keep a record so the business can show what was agreed:
- The signer's name and email address, and the drawn signature image or the typed name used as the signature.
- The quote as signed, including the options chosen, the totals, the terms the business included and the consent wording shown, each with the boxes the client ticked.
- The date and time of signing, the IP address and the browser's user agent, a fingerprint (hash) of the signed content, and the signed PDF.
Jobs and crew work
- Job schedules, the crew members and equipment assigned, and check-in and check-out times.
- Before and after photos uploaded by crews.
- We do not collect the GPS location of crew members' devices. We remove location and other hidden data (EXIF metadata) from uploaded photos.
Payments
- Card and bank (ACH) payments are handled by Stripe. We never receive or store full card numbers or bank account numbers.
- We store payment records from Stripe, such as amounts, dates, status and Stripe reference numbers.
Usage and device information
- IP address, browser type, the pages and features requested, and dates and times, which our servers record in logs.
- Your approximate country, worked out from your IP address, so we can show the right language and currency.
Cookies and similar technologies
- We use a small number of cookies and browser storage items to keep you signed in and remember your choices. We do not currently use analytics or advertising cookies.
How we use information
- To provide Scopie: create accounts, send quotes and invoices, record signatures, schedule jobs, show crews their work and take payments through Stripe.
- To send service emails, such as quotes, invoices, receipts, reminders, sign-in and account messages.
- To manage your trial, plan and billing.
- To provide support when you ask for it.
- To keep Scopie secure, prevent fraud and abuse, and fix problems.
- To understand how Scopie is used in aggregate and improve it.
- To meet legal obligations and enforce our terms.
We do not sell personal information, and we do not use the information of a business's clients for our own marketing or advertising.
Legal bases (EEA, UK and similar laws)
Where laws such as the GDPR, the UK GDPR or Brazil's LGPD apply, we rely on: performance of our contract with you (to provide Scopie); our legitimate interests (security, fraud prevention, support and improving Scopie), balanced against your rights; your consent (for example, optional cookies or marketing email), which you can withdraw at any time; and compliance with legal obligations.
Google user data
You can sign in to Scopie with your Google account. When you do, we ask Google only for the "openid", "email" and "profile" permissions. From Google we receive your email address, your name, your profile picture and your Google account ID.
We use this information only to sign you in, to create and secure your Scopie account and to show your name and picture in the app. We do not request access to your Google Calendar, Gmail, Drive, contacts or any other Google data.
- We do not use Google user data for advertising, and we do not sell it.
- We do not transfer Google user data to others, except as needed to provide or improve Scopie's sign-in, for security, to comply with law, or as part of a merger or acquisition with notice to you.
- We do not allow people to read Google user data, except with your permission (for example, when you ask for support), when needed for security or to investigate abuse, or to comply with law.
- We do not use Google user data to develop or train AI or machine learning models.
- You can remove Scopie's access at any time in your Google Account under Security, "Third-party apps and services". You can then sign in with an email and password instead.
Scopie's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.Email and SMS
Scopie sends transactional email only: quotes, invoices, payment receipts, reminders, signed copies, messages between a business and its client, team invitations, sign-in and password emails, and messages about your account, trial and billing. Emails are sent through Amazon Simple Email Service (Amazon SES). Emails to a business's clients are sent on that business's behalf.
We do not currently send marketing email. If we start, we will send it only to people who have opted in, and every marketing email will include an unsubscribe link that works with one click. Transactional emails are part of the service and are not marketing.
Scopie does not currently send text messages (SMS).
Service providers (subprocessors)
We use these companies to run Scopie. They may only use personal information to provide their service to us.
| Provider | What they do for us | Information involved |
|---|---|---|
| Stripe, Inc. | Subscription billing for Scopie plans, and card and bank (ACH) payments from clients to businesses through Stripe Connect | Names, emails, payment details, amounts |
| Amazon Web Services, Inc. (Amazon SES, us-east-1) | Sending email | Email addresses, names, email content |
| Cloudflare, Inc. | DNS, network security and delivery of our website, email routing, and Cloudflare R2 storage for uploaded files and signed PDFs | IP addresses, request data, uploaded files |
| Hetzner Online GmbH | Servers and database that run Scopie (Ashburn, Virginia, USA) | All information stored in Scopie |
| Grafana Labs | Service health monitoring (counts and timings only; no names, emails or IP addresses are sent) | Technical metrics |
| Google LLC | Sign in with Google; web fonts on our home page | Google account ID, email, name, profile picture; IP address when fonts load |
| ip-api.com | Looks up your approximate country from your IP address, to show the right language and currency | IP address |
How long we keep information
- Account, business and client information: while the business's account is open, and for 90 days after it is closed, unless the business asks us to delete it sooner or the law requires us to keep it longer.
- Signed quote records and invoices: for as long as the business's account is open and for 90 days after it is closed, because businesses may need them as evidence of what was agreed and paid.
- Encrypted database backups: 30 days.
- Server logs: 30 days.
- Sign-in sessions: you stay signed in for up to 7 days without activity; sign-in tokens expire after 1 day and are renewed automatically.
- Quote links sent to clients stop working 30 days after the quote's valid-until date.
Security
We protect information with encryption in transit (HTTPS), role-based access so crew members see only what they need, one-way password hashing, encrypted backups and limited staff access. We remove hidden location data from uploaded photos. No system is completely secure, so we cannot guarantee security. If a breach affects your personal information, we will notify you and the authorities as the law requires.
Your rights and choices
Depending on where you live, you may have the right to:
- Know what personal information we hold about you and get a copy of it.
- Correct information that is wrong.
- Delete your information.
- Receive your information in a portable format.
- Object to or restrict some uses, and withdraw consent you gave.
- Not be treated differently for using these rights.
You can update your profile and business details in the app's settings. Scopie does not yet have a self-serve data export or account deletion button, so to get a copy of your data, close your account or delete information, email us at [email protected]. We will confirm your identity before acting and reply within 30 days (45 days where US state law allows).
If you are a client of a business that uses Scopie, please send requests to that business. We will help the business respond.
US state privacy rights
California (CCPA, as amended by the CPRA)
In the last 12 months we collected these categories of personal information: identifiers (name, email, IP address, account IDs); customer records (phone, address, signature); commercial information (plans, quotes, invoices, payment records); internet or network activity (logs of how Scopie is used); approximate location (country from IP address); photos uploaded to jobs and quotes; professional information (your business and role); and account login credentials, which are sensitive personal information.
We collect this information from you, from the business you work with, from Google (if you sign in with Google), from Stripe, and automatically from your device. We use it for the purposes in "How we use information" and disclose it only to the service providers and in the situations described above.
We do not sell or share personal information, and we have not done so in the last 12 months. We do not use sensitive personal information for anything other than providing Scopie and keeping it secure. California residents have the rights to know, delete and correct, and the right not to face discrimination for using them. You may use an authorized agent; we will ask the agent for proof that you authorized them.
Other US states
Residents of states such as Colorado, Connecticut, Virginia, Utah, Texas and Oregon may have similar rights to access, correct, delete and get a copy of their information, and to opt out of targeted advertising, sale and profiling. We do not sell personal information or use it for targeted advertising or profiling. If we decline your request, you can appeal by replying to our decision or emailing [email protected], and if the appeal is denied you may contact your state attorney general.
Users outside the United States
Scopie is built for US businesses, and we also serve Spanish and Portuguese-speaking users. If you are in the European Economic Area, the United Kingdom, Brazil or a similar jurisdiction, you have the rights listed above, plus the right to complain to your local data protection authority (in Brazil, the ANPD).
Our servers are hosted by Hetzner Online GmbH in Ashburn, Virginia, USA, and our service providers are mostly based in the United States. Your information may therefore be processed in countries other than your own. Where the law requires it, we use safeguards such as the European Commission's Standard Contractual Clauses.
Children
Scopie is a business tool and is not directed to children under 16. We do not knowingly collect personal information from children under 16. If you believe a child has given us information, contact us and we will delete it.
Changes to this policy
We may update this policy. We will change the date at the top, and if a change is significant we will tell account holders by email or in the app before it takes effect.
Contact us
Questions or requests about privacy: Scopie LLC, 10030 Sunnifa Ally, Orlando, FL 32832. Email: