Smart Roofer OS Privacy Policy

SROS is primarily a business-to-business software platform.

Our customers may include marketing agencies, roofing contractors, HVAC companies, plumbers, electricians, remodelers, painters, landscapers, and other home-service businesses.

An agency may use SROS to manage marketing and operational workflows for multiple client businesses.

A contractor or other home-service business may use SROS directly to manage its own marketing, leads, appointments, customer relationships, and performance.

SROS may also process information about homeowners, prospects, leads, customers, employees, team members, and other individuals whose information is entered into or received through the platform.

Our role depends on the type of information and the circumstances in which we receive it.

For information relating to SROS accounts, billing, website usage, security, customer support, product administration, and our own business operations, SROS may determine the purposes and means of processing that information.

When an agency, contractor, or other business customer uses SROS to process information about its homeowners, leads, prospects, customers, appointments, or sales opportunities, SROS generally processes that information to provide services to that customer.

Our customers are responsible for ensuring that they have an appropriate legal basis, authorization, consent, or other permission to collect, use, upload, disclose, and process personal information through SROS.

If you are a homeowner or other consumer whose information is being processed through SROS on behalf of one of our customers, that customer may be the appropriate party to contact regarding certain privacy requests.

We collect personal information in several ways, including information provided directly to us, information provided by our customers, information received from connected platforms, and information generated through use of SROS.

Account and organization information

When a person creates or uses an SROS account, we may collect information such as name, email address, organization or company name, role, account permissions, login information, invitation status, team membership, and related account information.

We may also maintain records of account settings, organization membership, feature access, subscription plan, seat usage, and administrative activity.

Business and client information

Customers may provide information about their own business or businesses they manage, including business name, service areas, services offered, business contact information, offers, branding, operating information, advertising preferences, campaign settings, and related business data.

Agencies may also provide information relating to their client businesses.

Lead, contact, and homeowner information

SROS may process information about homeowners, prospects, leads, and customers, including name, telephone number, email address, physical address, city, state, postal code, requested service, form responses, service interests, lead status, assigned team member, notes, follow-up information, and related customer relationship information.

This information may be entered manually, imported, received from an advertising platform, received from a CRM or calendar integration, or generated through a business workflow.

Advertising and attribution information

SROS may process information relating to advertising campaigns and lead attribution, including advertising platform, campaign, ad set, ad, form, source, creative, campaign configuration, geographic targeting, service area, campaign status, lead source, and related attribution information.

Where supported by a connected advertising platform, SROS may receive or transmit identifiers and event information necessary to create campaigns, receive leads, measure performance, or report conversion-related events.

Appointment information

SROS may process appointment information such as customer name, service type, scheduled date and time, appointment status, assigned representative, location, calendar information, booking source, rescheduling information, cancellation information, no-show status, notes, and related appointment activity.

Appointment information may originate in SROS or in a connected service such as GoHighLevel.

CRM and sales information

SROS may process sales-related information through its CRM features, including contacts, sales opportunities, assigned users, customer notes, tasks, next actions, follow-up dates, estimate amounts, estimate dates, opportunity status, lost reasons, reported sales outcomes, and reported job values.

A homeowner may have multiple opportunities or service engagements over time.

SROS may maintain historical activity so that customers can understand the sequence of lead, appointment, follow-up, and sales events.

Appointment order and PPA information

Where customers purchase or manage appointment-based services through SROS, we may process information relating to appointment orders, order quantities, price per appointment, funding status, recurring commitments, renewal settings, order fulfillment, delivered appointments, credits, credit requests, no-show claims, supporting notes, and related commercial information.

Campaign and creative information

Customers may upload, create, or generate campaign materials through SROS.

These materials may include images, logos, business information, campaign concepts, marketing copy, offers, creative assets, landing-page information, audience information, and advertising settings.

We may maintain generated or uploaded files necessary to provide campaign-production and campaign-publishing functionality.

Artificial intelligence inputs and outputs

Certain SROS features use artificial intelligence to assist with activities such as market research, offer development, advertising copy, campaign strategy, creative production, image generation, language translation, and related tasks.

When a customer uses an AI-enabled feature, SROS may process prompts, business context, campaign data, customer instructions, uploaded content, generated results, and other information necessary to provide that feature.

Depending on the feature, relevant information may be transmitted to an AI service provider acting as a service provider or subprocessor.

Customers should avoid including unnecessary sensitive personal information in AI prompts or creative-generation requests.

SROS does not intentionally require customers to provide highly sensitive homeowner information to generate ordinary campaign research, copy, or creative.

Billing and transaction information

We may collect information relating to subscriptions, appointment orders, invoices, payments, refunds, credits, discounts, recurring orders, subscription status, billing history, and transaction identifiers.

Payment-card information may be processed by third-party payment providers such as Stripe.

SROS generally does not need to receive or store full payment-card numbers when payments are processed by such providers.

Integration information

When a customer connects a third-party service, SROS may receive and process information necessary to operate that integration.

Depending on the connected service, this may include account identifiers, access tokens, account or location information, advertising account information, lead information, CRM contacts, appointments, campaign data, calendars, users, webhook events, and synchronization metadata.

Current integrations may include services such as Meta and GoHighLevel.

The categories of information available to SROS depend on the permissions granted by the customer and the connected provider.

Support and communications

If you contact us, we may collect your name, email address, organization, support request, correspondence, files, screenshots, and other information you provide.

Website and technical information

When you access SROS or our websites, we may automatically collect certain technical information such as IP address, browser type, device type, operating system, referring page, pages viewed, timestamps, session information, authentication events, application activity, diagnostic information, and security logs.

We may use cookies, local storage, pixels, analytics tools, or similar technologies where applicable.

We may obtain information directly from users and customers, from organizations that authorize users to access SROS, from agencies acting for their clients, from contractors, from advertising platforms, from CRM and calendar systems, from payment processors, from connected integrations, from web forms, and from a person’s interaction with SROS.

For example, a homeowner may submit a form through a Meta advertisement. Meta may transmit that lead information to SROS. SROS may then associate the lead with the appropriate business, campaign, contact, opportunity, or appointment.

A customer may also connect GoHighLevel and authorize SROS to receive or synchronize contact and appointment information.

We may use personal information to:

• provide, maintain, secure, and improve SROS
• authenticate users
• administer accounts and organizations
• process subscriptions and payments
• receive and organize leads
• operate CRM functionality
• manage appointments
• assign work
• track follow-ups
• record sales outcomes
• generate reports
• calculate marketing and operational performance
• create and publish advertising campaigns
• generate AI-assisted content
• provide customer support
• maintain integrations
• prevent fraud and abuse
• troubleshoot errors
• enforce our agreements
• comply with legal obligations
• protect SROS, our customers, consumers, and others

We may also use account and product-usage information to understand how SROS is used, improve product performance, develop features, and operate our business.

Where appropriate, we may create aggregated, statistical, or deidentified information that does not reasonably identify an individual.

Where SROS processes personal information on behalf of a customer, SROS processes that information to provide the services and in accordance with the customer’s authorized use of the platform.

Customers are responsible for ensuring that their instructions, collection practices, advertising activities, communications, and use of personal information comply with applicable law.

Customers are also responsible for obtaining any notices, permissions, authorizations, or consents required for the personal information they provide to or process through SROS.

SROS does not independently determine whether a particular customer is legally permitted to contact, advertise to, or otherwise use information about a particular homeowner or prospect.

Customers may connect advertising platforms to SROS.

When a customer connects a supported advertising platform, SROS may receive or transmit information necessary to create or manage campaigns, receive leads, associate leads with campaigns, measure performance, or report supported conversion events.

For example, information from a lead form may include a homeowner’s name, telephone number, email address, location, service request, and responses to form questions.

The customer’s use of advertising platforms is also governed by the terms and privacy practices of those platforms.

SROS does not control how a third-party advertising platform independently processes information in its own systems.

Customers may connect SROS with CRM, calendar, or marketing systems such as GoHighLevel.

Depending on the integration, SROS may receive information about contacts, appointments, calendars, assigned users, business locations, service information, and related CRM records.

SROS may also transmit information to a connected system when necessary to perform an action authorized by the customer.

Not every field maintained in SROS is necessarily synchronized with a third-party CRM.

Customers should review the settings and permissions of each connected service to understand the information available through that integration.

SROS may use third-party artificial intelligence providers to deliver AI-enabled features.

Information submitted to an AI-enabled feature may be sent to an AI provider when necessary to produce the requested output.

The information transmitted depends on the feature and may include business information, campaign context, service information, advertising instructions, creative content, uploaded images, or other information supplied by the customer.

We seek to limit information sent to AI providers to information reasonably necessary to perform the requested function.

We do not represent that AI-generated content is always accurate, complete, lawful, or appropriate for every use.

Customers remain responsible for reviewing AI-generated materials before using or publishing them.

We may disclose personal information to service providers and subprocessors that help us operate SROS, including providers of:

• cloud hosting
• databases
• authentication
• payment processing
• artificial intelligence
• email
• analytics
• application monitoring
• customer support
• security
• infrastructure
• other technical services

We may disclose information to third-party platforms at the direction of a customer, such as when the customer connects Meta, GoHighLevel, Stripe, or another supported service.

We may disclose information within an organization to users who are authorized by that organization to access the relevant records.

We may also disclose information when required by law, legal process, subpoena, court order, regulatory request, or other lawful request; when necessary to investigate fraud, security threats, abuse, or violations of our agreements; or when necessary to protect the rights, property, or safety of SROS, our customers, consumers, or others.

If SROS is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar business transaction, personal information may be disclosed or transferred as part of that transaction, subject to applicable law.

SROS is not responsible for the independent privacy, security, availability, or data-handling practices of third-party platforms connected by a customer.

A customer’s authorization of an integration instructs SROS to exchange information with that provider as necessary to provide the requested functionality.

Third-party services are governed by their own terms and privacy policies.

SROS does not operate as a data broker and does not intend to monetize customer or homeowner personal information by selling lead databases to third parties.

Certain privacy laws define “sale” or “sharing” more broadly than an exchange of personal information for money, particularly in connection with advertising, analytics, cookies, and cross-context behavioral advertising.

Our actual website tracking, advertising, analytics, and cookie practices determine whether any such activities fall within those legal definitions. The current marketing websites do not load third-party analytics, advertising pixels, session-recording, or retargeting scripts.

Where applicable law provides a right to opt out of a legally defined sale, sharing, or targeted advertising activity, we will provide the mechanism required by applicable law.

SROS customers may process homeowner and consumer information through the platform.

SROS does not ordinarily establish the customer’s legal basis for contacting a homeowner, marketing to that homeowner, or using that homeowner’s information.

Customers are responsible for complying with applicable privacy, advertising, telemarketing, consumer-protection, and communications laws when they collect or use such information.

If SROS receives a privacy request concerning personal information controlled by one of our customers, that customer may be responsible for responding to the request.

We may refer the requester to the applicable customer or assist the customer as required by applicable law or contract.

SROS does not currently provide native calling or SMS functionality as part of the Contractor CRM functionality described in this Policy.

Telephone numbers may be stored as lead, contact, or customer information.

This Policy does not presently describe native SROS call recordings, SMS message contents, carrier records, or Twilio-based communications.

If SROS later introduces native calling, messaging, call recording, or similar communications functionality, we may update this Privacy Policy as appropriate before or in connection with that functionality.

Payments may be processed by third-party payment providers such as Stripe.

These providers may independently collect and process payment-card information, billing information, transaction information, fraud-prevention information, and other payment-related information under their own privacy policies.

SROS may receive transaction status, payment identifiers, customer identifiers, payment amounts, invoice information, refunds, disputes, fees, and related transaction metadata necessary to administer billing and financial reporting.

We retain personal information for as long as reasonably necessary to:

• provide SROS
• maintain customer accounts
• support business operations
• comply with contractual obligations
• comply with legal and accounting requirements
• prevent fraud
• maintain security
• resolve disputes
• enforce agreements
• establish or defend legal claims
• preserve appropriate business records

Different categories of information may be retained for different periods.

Account information may be retained while an account remains active and for an appropriate period after termination.

Billing and transaction information may be retained for tax, accounting, fraud-prevention, or legal purposes.

Lead, contact, appointment, CRM, campaign, and related operational information may remain available for the customer’s operational and reporting needs unless deleted in accordance with applicable product functionality, contractual obligations, or law.

Some information may remain temporarily in backups, logs, archives, or disaster-recovery systems after deletion from active systems.

Customers may request closure of their SROS account or deletion of certain information, subject to contractual, legal, security, technical, accounting, fraud-prevention, and recordkeeping requirements. Instructions for requesting deletion of account or Meta-connected data are available on the User Data Deletion Instructions page.

Deleting an SROS account may not automatically delete information held independently by third-party services such as Meta, GoHighLevel, Stripe, or other connected providers.

We may retain information where reasonably necessary to comply with law, resolve disputes, prevent fraud, maintain security, establish or defend legal claims, maintain financial records, or enforce agreements.

We use administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, destruction, or misuse.

These safeguards may include authentication controls, access restrictions, encryption where appropriate, audit logging, monitoring, environment separation, and other security measures.

No system, network, transmission method, or storage technology is completely secure.

Accordingly, we cannot guarantee absolute security.

Customers are responsible for protecting their account credentials, managing authorized users, and maintaining appropriate security for connected third-party accounts.

SROS may allow organizations to invite team members and assign roles or permissions.

Organizations are responsible for determining which users should have access to customer, homeowner, lead, appointment, CRM, campaign, and financial information.

Users should only access personal information necessary for their authorized business responsibilities.

SROS and its service providers may process information in the United States and other countries where we or our service providers operate.

Those locations may have data-protection laws different from those in an individual’s location.

Where required by applicable law, we use appropriate mechanisms for international transfers of personal information.

Depending on where you live, you may have rights regarding personal information.

These rights may include rights to:

• request access
• request correction
• request deletion
• obtain a copy of certain information
• restrict or object to certain processing
• opt out of certain legally defined sales, sharing, or targeted advertising

These rights are subject to applicable law and may contain exceptions.

We may need to verify your identity before processing a request.

If your request concerns information processed by SROS on behalf of an agency, contractor, or other customer, we may refer you to that customer or coordinate with that customer as appropriate.

Privacy requests may be submitted using the verified SROS contact information listed below.

California residents may have additional rights under California privacy law.

Depending on whether applicable statutory requirements and thresholds are met, those rights may include rights to:

• know categories and specific pieces of personal information collected
• request deletion
• request correction
• obtain information about disclosure practices
• opt out of certain sales or sharing
• limit certain uses of sensitive personal information

SROS does not discriminate against an individual for exercising applicable privacy rights.

The availability of particular rights depends on the circumstances and applicable law.

SROS is not designed to collect highly sensitive personal information such as Social Security numbers, government identification numbers, medical records, biometric identifiers, or financial-account credentials as part of ordinary CRM and campaign workflows.

Customers should not upload such information unless a specific SROS feature requires it and SROS has expressly authorized that type of processing.

Some customer records may contain information that is sensitive in context, including precise addresses, telephone numbers, sales information, financial estimates, and information concerning a homeowner’s service needs.

Customers should limit collection to information reasonably necessary for legitimate business purposes.

SROS is a business service and is not intended for children.

We do not knowingly provide SROS directly to children or knowingly collect personal information from children through account registration.

If we learn that personal information from a child has been collected in circumstances requiring deletion under applicable law, we will take appropriate steps.

SROS websites and applications may use cookies, browser storage, analytics technologies, and similar tools to:

• maintain sessions
• authenticate users
• remember preferences
• operate the service
• measure performance
• understand product usage
• detect security issues
• improve user experience

Additional notices, consent mechanisms, or cookie controls may be provided where required by applicable law.

SROS may contain links to or integrations with third-party websites, platforms, and services.

This Privacy Policy does not govern the independent privacy practices of those third parties.

Customers and users should review the privacy policies of third-party services they use or connect to SROS.

We may create or use aggregated or deidentified information for analytics, security, product development, benchmarking, service improvement, and business operations where permitted by law.

Where information is treated as deidentified under applicable law, we will not attempt to reidentify it except where permitted by law, including where necessary to test whether deidentification measures remain effective.

We may update this Privacy Policy from time to time to reflect changes in SROS, our integrations, applicable legal requirements, or business practices.

When we make changes, we will update the “Last Updated” date.

If required by law or appropriate based on the significance of a change, we may provide additional notice through SROS, email, our website, or another reasonable method.

If you have questions about this Privacy Policy, our privacy practices, or a privacy-rights request, contact Smart Roofer OS using the verified company contact information below.

Related pages: Terms of Service · Data Deletion Instructions