Privacy Policy

This Privacy Policy describes how [To confirm: legal business name] ("SuperiorInspect", "we", "us") handles information when you use the SuperiorInspect website, the SuperiorInspect web application and account services, public online booking forms operated by subscribing inspection firms, and client report-viewing pages delivered through secure links.

This policy applies to visitors, inspection firm owners and inspectors ("firms"), and clients of firms who receive reports or book appointments through the service. It does not cover the independent privacy practices of the inspection firms that use our software; each firm is responsible for its own privacy obligations to its clients.

Depending on how you use the service, we may collect:

• Account and company details: name, email address, password (stored only as a secure hash by our authentication provider), company name, plan selection, and company settings such as branding, time zone, and contact details.
• Inspector profiles: inspector names, license numbers, roles within a firm, and permissions granted by the firm owner.
• Client and property information entered by firms: client names, email addresses, phone numbers, property addresses, and appointment details.
• Inspection content: reports, section and item ratings, narratives, photos, videos, equipment details, weather and attendance information, permits, and uploaded supporting documents.
• Agreements and signatures: contract text, signer names, electronic signatures, and signing timestamps.
• Communications: emails sent through the service (such as report delivery and agreement emails), delivery history, and messages sent through our contact form.
• Billing records: plan selections, invoices, and payment status. Payment card details are not stored by SuperiorInspect.
• Technical information: log data, device and browser type, and usage information collected automatically when the service is used.

• From you: when you create an account, configure your firm, or contact us.
• From firm owners and inspectors: when they enter client, property, appointment, and inspection information.
• From clients of firms: when they book an appointment through a firm's public booking page or sign an agreement.
• From connected services: when you choose to import photos or files you explicitly select through integrations such as Google Photos.
• Automatically: through essential cookies and standard server logs when the service is used.

• Providing the inspection workspace: creating inspections, documenting findings, and generating and delivering reports.
• Scheduling appointments and operating public online booking pages for firms.
• Sending agreements for electronic signature and delivering signed copies.
• Delivering reports and related emails to recipients chosen by the firm.
• Providing optional AI-assisted narrative suggestions and report translations at the firm's request.
• Billing, plan administration, and account support.
• Securing the service, preventing fraud and abuse, and enforcing our terms.
• Improving and maintaining the service.

SuperiorInspect manages some information for its own business purposes — for example, account registration, billing, and support. For inspection content, client contact details, property information, and reports, the subscribing firm determines what is collected and why; SuperiorInspect processes that information on the firm's behalf to provide the software.

If you are a homeowner or client of an inspection firm, questions about your inspection data are usually best directed to that firm first, because the firm controls the content of its reports and client records.

We do not sell your personal information. We share information with service providers only as needed to operate the service:

• Hosting, database, authentication, and file storage: our cloud infrastructure provider stores account data, inspection content, photos, videos, and documents in access-controlled systems.
• Email delivery: Resend delivers report, agreement, booking, and notification emails, and receives the recipient addresses and message content needed to send them.
• AI and translation providers: when a firm uses AI narrative assistance or report translation, the relevant report content is sent to the configured AI provider (which may include OpenAI when a firm connects its own API key, or our built-in AI gateway) to generate the requested output.
• Google Photos (optional): when a firm chooses to import photos, Google provides the files the firm explicitly selects.
• Payment processing: subscription payments are handled through our payment provider; SuperiorInspect does not store full card numbers.

We may also disclose information if required by law, to protect rights and safety, or in connection with a business transfer, subject to applicable law.

Firm owners control who can access their firm's workspace. Owners can invite inspectors, assign roles, and grant or withhold permissions (such as the ability to manage clients, contracts, appointments, and inspections). Inspectors only see the records of the firm they belong to, and only to the extent the owner's permissions allow. Firms are responsible for removing access promptly when a team member leaves.

A small number of authorized SuperiorInspect administrators may access accounts and firm data for support, operations, security, and account administration (for example, resolving a billing issue or investigating abuse). Administrator access is limited to verified owner accounts, subject to access controls, multi-factor authentication, and logging, and is not used to inspect report content for unrelated purposes.

AI narrative assistance and report translation are optional features. When used, the relevant report sections, narratives, and equipment details are sent to the AI provider configured for the firm so the provider can generate the requested text. AI output is a draft for the inspector's review and is not sent to clients unless the firm chooses to include it.

Whether a provider retains submitted content or uses it to train models depends on that provider's current terms and the settings of the account used. Firms that connect their own AI provider key are subject to their own agreement with that provider. [To confirm: specific retention periods] — we will update this section once provider retention terms are confirmed in writing.

If you choose to import photos from Google Photos, you select the specific files through Google's picker; we do not receive broad access to your photo library. Imported files are copied into your firm's private storage so they remain available in reports even if the original is later removed from Google Photos. You can disconnect the integration at any time from your Google account's security settings; previously imported copies remain in your firm's workspace until you delete them. Use of Google integrations is also subject to Google's own privacy policy and API terms.

We use essential cookies and browser storage to keep you signed in and to operate the application (for example, preserving your session and saved drafts). We do not use advertising cookies or cross-site tracking pixels. [To confirm: specific retention periods] — if analytics or advertising technologies are added in the future, this section will be updated and any required choices will be offered. You can block cookies in your browser, but sign-in and core features will not work without the essential ones.

We send service emails that are necessary to operate your account and deliver reports — such as sign-in confirmations, agreement copies, report delivery, booking confirmations, and billing notices. Optional marketing communications, if any, are sent only where permitted and include an unsubscribe link. You cannot opt out of essential service emails while you hold an active account.

We keep information for as long as needed for the purpose it was collected: account and billing records while the account is active and as required for tax and accounting; inspection content while the firm's account is active; and signed agreements and delivery history as part of the firm's records. When an account is closed, firm data is scheduled for deletion, except where records must be kept for legal, accounting, or dispute purposes or are part of frozen, already-delivered reports and signed agreements.

Backups may retain deleted data for a limited period before it is overwritten. [To confirm: specific retention periods]

We use safeguards appropriate to the service, including encrypted connections, access-controlled private file storage with signed download links, row-level access rules that isolate each firm's data, protected role records, and multi-factor authentication for platform administrators. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security; please use a strong, unique password and keep it confidential.

You may request access to, correction of, export of, or deletion of your personal information by contacting us at superiorinspectsoftware@gmail.com. We will respond subject to applicable law and any legal or contractual retention obligations. If your information is held inside an inspection firm's records (for example, you are a homeowner who received a report), please contact that firm first; we assist firms in responding to their clients' requests.

Depending on where you live, you may have additional rights under state or international privacy laws, such as the right to know what information is collected, to correct or delete it, and to opt out of certain sharing. We do not sell personal information and do not share it for cross-context behavioral advertising. [To confirm: legal business name] — specific state and international disclosures will be added here once the business's legal footprint is confirmed.

The service is operated from the United States, and information is processed and stored there. If you use the service from outside the United States, you understand that your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country.

SuperiorInspect is business software intended for inspection professionals and their adult clients. It is not directed at children under 16, and we do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

We may update this policy from time to time. If we make material changes, we will notify account holders by email or by a notice in the application before the changes take effect, and we will update the "last updated" date above.

Privacy questions and requests: superiorinspectsoftware@gmail.com
Mailing address: [To confirm: business mailing address]

See also our Terms of Service.