Privacy Policy

Last Updated: April 16, 2026

This Privacy Policy explains how ITF Business ("we," "us," "our") collects, uses, shares, and protects personal information when you use the RoadFolio app, website, and related services (the "Service"). By using the Service, you agree to the practices described here.

1. Who We Are

ITF Business (DBA RoadFolio) is the data controller for the Service. Our contact email for privacy questions is roadfolio@gmail.com.

2. Information We Collect

2.1 Information You Provide

Account info: name, email, phone, password hash (via Firebase Auth), business name, profile photo
Business records: income, expenses, mileage, trips, clients, leads, jobs, invoices, quotes, proposals, recurring bills, appointments, contractors, inventory, tools, assets
Documents & files: receipts, odometer photos, business card images, contract PDFs, files uploaded to Cloud Storage
Payment info: billing name, card details collected by Stripe (we do not see or store full card numbers)
Voice & chat: audio submitted for transcription, text prompts to the AI assistant, chat history
Communications: support emails, feedback, feature requests, bug reports

2.2 Information Collected Automatically

Location: GPS coordinates while actively tracking a trip (foreground and background, with OS-level permission)
Device info: device model, operating system, app version, IP address, time zone, language
Usage data: features used, screens viewed, error logs, crash reports, AI token usage
Cookies / local storage: session tokens, preferences, disclaimer-acceptance flags

2.3 Information from Third Parties

Plaid (bank connections): account metadata, account and routing numbers (for identification only), transaction history starting January 1 of the current calendar year. Plaid collects this from your financial institution on our behalf under its End User Privacy Policy
Square (payments): transaction amounts, dates, and counterparty names from your connected Square account
Google (optional): calendar events, Gmail metadata, and maps data, only the scopes you authorize
Social sign-in: name and email from Google or Apple if you sign in with them

3. How We Use Your Information

Provide, maintain, and improve the Service
Sync your data across devices and generate reports, PDFs, and tax exports
Power AI features (RoadBuddy chat, AI Draft, Voice AI, Receipt OCR, Odometer OCR)
Process payments and manage subscriptions
Send operational emails (receipts, reminders, bug-fix notices, scheduled maintenance)
Monitor for fraud, abuse, and Terms of Service violations
Respond to support requests and legal requirements
Aggregate, de-identified analytics for improving the product

We do NOT sell your personal information. We do not use your business records to train AI models, see Section 5.

4. Legal Bases for Processing (for EU/UK users)

Contract: to provide the Service you signed up for
Legitimate interest: to secure the Service, prevent fraud, and improve features
Consent: for optional integrations (Google Calendar, GPS, voice features, push notifications)
Legal obligation: to comply with tax, accounting, and other laws

5. AI Features and Your Data

When you use RoadBuddy (chat assistant), AI Draft (invoice/quote/proposal drafting), Voice AI, Receipt OCR, or Odometer OCR, the relevant inputs are sent to our AI sub-processors for processing.

No foundation-model training on your data. Our contracts with AI providers prohibit them from using your inputs or outputs to train their foundation models.
Short retention by providers. AI providers retain inputs and outputs for abuse monitoring per their policies (generally up to 30 days). Anthropic's default API retention is limited and does not train on customer data by default.
Ephemeral transmission. We do not permanently store voice audio on our servers, it is streamed to Deepgram and ElevenLabs and discarded after transcription/synthesis.
Chat history. RoadBuddy conversation history is stored in your Firestore account so you can resume conversations; delete it anytime from Settings.
AI abuse logs. We may retain AI prompts and outputs for up to 90 days solely to investigate prompt injection attempts, policy violations, and disputes.

6. Sub-Processors (Who Processes Your Data on Our Behalf)

Sub-Processor	Purpose	Privacy Link
Google Firebase	Authentication, Firestore database, file storage, cloud functions, crash reports	firebase.google.com
Stripe	Subscription billing, payment method storage	stripe.com
Square	Payment processing, transaction sync	squareup.com
Plaid	Bank account connection and transaction data	plaid.com
Anthropic	Claude AI, chat, drafting, OCR (vision)	anthropic.com
Deepgram	Speech-to-text transcription	deepgram.com
ElevenLabs	Text-to-speech voice synthesis	elevenlabs.io
Google Cloud Vision	Receipt OCR backup path	cloud.google.com
Google (Calendar, Gmail, Maps)	Optional integrations	policies.google.com
Netlify	Web hosting and edge delivery	netlify.com

7. Bank Data, Plaid-Specific Disclosure

We use Plaid Inc. ("Plaid") to gather and maintain financial information from the financial institutions you choose. By connecting your bank, you grant us and Plaid the right, power, and authority to access and transmit your personal and financial information from your relevant financial institution under Plaid's End User Privacy Policy. Access tokens are stored server-side by us and are never exposed to your device; we never see or store your online-banking username or password.

8. Voice Data

If you use voice features, your audio is streamed to Deepgram (transcription) and ElevenLabs (voice synthesis). Audio is used solely to deliver the voice feature and is not used for speaker identification or biometric matching. We do not build or store biometric voice prints. If you are in Illinois, Texas, or Washington, this means no information covered by BIPA, CUBI, or Washington's biometric law is collected.

9. Location Data

Purpose: GPS coordinates are collected only when actively tracking a trip, to calculate miles driven for business.
Precision: precise location (lat/long).
Foreground and background: trip tracking continues while the app is in the background so you do not have to keep it open while driving.
Retention: individual trip points are reduced to a summary (distance, start/end) after the trip ends; raw GPS path may be kept for up to 90 days for verification and IRS-style substantiation.
Controls: revoke location permission any time in iOS/Android settings. Trip tracking will stop working.

10. Receipt and Document Images

Photos you upload (receipts, odometer readings, business cards) are stored in Firebase Cloud Storage under your user ID. They are processed with AI vision (Anthropic or Google Cloud Vision) to extract text. Images are not shared except as needed to provide OCR. You can delete individual files or purge all files from Settings. See our Data Retention Policy.

11. Data Retention

Live records: kept for as long as your account is active.
Backups: up to 35 days after deletion (Firebase standard).
Closed accounts: most personal data deleted within 90 days; some records (billing invoices, fraud logs, tax-related metadata) may be retained up to 7 years to comply with law.
Exported data: you can export at any time from Settings in CSV, PDF, or Excel format.

Full policy: Data Retention Policy.

12. Your Rights

Subject to applicable law, you may have the right to:

Access, correct, delete, or export your personal data
Restrict or object to processing
Withdraw consent for optional features
Lodge a complaint with a data protection authority

Most of these you can exercise directly in the app (Settings → Privacy). For anything else, email roadfolio@gmail.com. We respond within 30 days (45 days for complex requests).

13. California Residents, CCPA/CPRA Rights

Categories of personal information we collect are described in Section 2. Business or commercial purpose: to provide and improve the Service, process payments, and comply with law. Categories of third parties we share with: our sub-processors (Section 6) and, in limited cases, law enforcement under a valid legal process.

Right to know, delete, correct. Exercise via roadfolio@gmail.com or in-app Settings.
Right to opt out of "sale" or "sharing." We do not sell or share personal information for cross-context behavioral advertising. This confirms that for CCPA/CPRA purposes.
Right to limit use of sensitive personal information. We use sensitive categories (financial account info, precise geolocation) only for core Service functions, not for inferences or ads.
Non-discrimination. We will not discriminate against you for exercising these rights.

Do Not Sell or Share My Personal Information (this link is provided to comply with CCPA requirements even though we do not sell your information).

14. AI Transparency (California AB 2013 / SB 942, Colorado AI Act)

RoadFolio uses generative AI (described in Section 5). Outputs labeled "AI Draft," "RoadBuddy," or similar are generated by AI and may be inaccurate. Invoice drafting, quote drafting, and expense categorization suggestions are informational, they are not considered "consequential decisions" under the Colorado AI Act. We disclose AI use wherever AI outputs are presented to you.

15. Children's Privacy

The Service is intended for users 18 and older. We do not knowingly collect personal information from children under 13 (or 16 in the EU). If you believe a child has provided us personal information, contact us and we will delete it.

16. International Users

The Service is operated from the United States. If you use the Service from outside the US, your data will be transferred to and processed in the US. We rely on Standard Contractual Clauses with our sub-processors for EU/UK transfers.

17. Security

All traffic is encrypted in transit (HTTPS / TLS).
Data is encrypted at rest in Firebase.
Server secrets (API keys, Plaid access tokens) are stored in Google Secret Manager and never exposed to clients.
AI endpoints are authenticated with Firebase Auth tokens and tier-gated.
Cloud Function logs are retained for troubleshooting for up to 90 days.

No system is perfectly secure. If you suspect a security issue, email roadfolio@gmail.com.

18. Cookies and Tracking

We use strictly necessary cookies / local storage for authentication, session state, and remembering preferences. We do not use advertising cookies or cross-site trackers.

19. Changes to This Policy

We may update this Privacy Policy. Material changes will be communicated by email and/or an in-app notice at least 14 days before they take effect. The "Last Updated" date at the top reflects the most recent revision.

20. Contact

ITF Business, Watsonville, California, United States

Privacy inquiries: roadfolio@gmail.com

Account deletion: Delete My Account

Data retention: Data Retention Policy