Privacy Policy

Who we are

The Roof Guys App is the working software of The Roof Guys, a roofing company. It is used by the company's own team: office staff, sales representatives, canvassers, crews and mechanics. Questions about this policy go to caleb@goroofguys.com.

What the app keeps

Job records: a homeowner's name, address, phone number and email, the appointment, the inspection, the estimate, the photos, the documents and the messages on that job.

Team records: each team member's name, phone number, email address, role, sign-in details and what they did in the app, which is how the company pays and schedules them.

Copies of the same job records from AccuLynx, the company's customer system, so the two agree.

Google user data the app receives

Signing in with Google: the email address on the team member's Google account, whether Google has verified that address, and the account's Google ID. The app asks for nothing else from the account: not the name, photo, contacts, calendar, files or mail.

Send from my Gmail, only for a team member who switches it on: their Gmail address, and a key (a refresh token) that lets the app send email as them. The one Gmail permission the app asks for is to send email on their behalf (gmail.send). The app does not read, search, store or delete anything in their mailbox, and it asks Google for no permission that would let it.

How the app uses Google user data

The email address and Google ID are used only to match the person signing in to the team member the company already has on its roster, and to let them in. Nobody is added to the roster by signing in, and no role or permission is taken from Google.

The Gmail key is used only to send the job emails that team member sends from the app, including a Certificate of Completion sent when they log a Final Inspection, from their own Gmail address. Each email goes only to the recipients on that job's message, and a copy sits in their own Gmail Sent folder.

Google user data is never used for advertising, never sold (to data brokers or anyone else), never used to judge anyone's creditworthiness or for lending, never used to build a profile of anyone, and never used to develop, improve or train artificial intelligence or machine learning models.

The Roof Guys App'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.

Who Google user data is shared with

Google user data is not sold, rented or shared with anyone outside the company, except as follows.

The service providers that run the app for the company: Railway, whose servers run the app and hold its database, and Cloudflare, whose R2 storage holds the nightly backup of that database. They hold the data only to run the app for the company, under their own security and confidentiality terms, and use it for nothing else.

Google itself, when the app asks Gmail to send a message or tells Google to revoke a key.

When the law requires it, or to protect the safety and security of the app and the people who use it; and, if the company is ever sold or merged, as part of that sale, under this same policy.

Inside the company, a team member's Gmail address shows on their own profile and as the sender of their emails. The Gmail key is never shown to anyone, on any screen, and is never sent to any browser or phone. Nobody at the company reads a team member's Google user data, except with that team member's permission, to look into a security problem, or when the law requires it.

How data is protected

Every connection to the app, and every call from the app to Google, is encrypted with HTTPS (TLS).

Gmail keys are encrypted with AES-256-GCM before they are stored, under a secret kept only in the server's settings and never in the database or its backups. A key is decrypted only in the server's memory, at the moment an email is sent.

The database sits on a private disk attached to the company's server and cannot be reached from the internet; only the app itself reads it. Its nightly backups go to a private Cloudflare R2 bucket, which Cloudflare encrypts at rest.

The team's records are reached only by a signed-in team member, and each one sees only what their role allows. Sign-ins are held in signed cookies that page scripts cannot read. Access to the servers and the storage is limited to the company's administrators.

How long Google user data is kept, and how it is deleted

A Gmail key is kept only while Send from my Gmail is on. Turning it off, on the same profile page, deletes the key from the app at once and tells Google to revoke it. It can also be revoked from the team member's Google Account under Security, Third-party apps and services; the app deletes a key Google no longer honors the next time it tries to send.

When a team member is taken off the company's roster, the app deletes what it holds from Google for them within minutes: the Google ID their sign-in was linked to, their Gmail address and their Gmail key, which it also tells Google to revoke. The job emails they sent from the app stay on the job with the rest of its records.

Anyone can ask for their Google user data to be deleted by writing to caleb@goroofguys.com, and it is deleted within 30 days.

The database's nightly backups are kept for 30 days, with one a month kept for a year, and are then deleted. A Gmail key that has been turned off is revoked at Google, so a copy of it in an older backup cannot be used.

How long other records are kept

Job records are kept for as long as the company keeps the job on its books. A team member's records are kept while they are on the roster and for as long afterward as pay and tax records require.

Your choices

A homeowner who wants to know what the company holds about their job, or wants it corrected or removed, writes to caleb@goroofguys.com. A team member manages their own profile, notifications and Gmail switch inside the app.

Changes

When this policy changes, the date at the top changes with it.