Privacy Policy

This Privacy Policy explains what information Inspections Manager (operated by Inspections Manager LLC, "we", "us") collects, how we use it, and the choices you have. It applies to our website and hosted software service (the "Service").

Much of the data in the Service is entered by the inspection agency or company that invited you (our "Customer") and is controlled by them. For data your organization put into the Service, that organization decides how it is used, and you should contact them to exercise rights over it. We handle that data on the Customer's behalf under our customer agreement and Data Processing Addendum.

1. Information we collect

We collect information needed to run the Service:

• Account and user information — names, email addresses, phone numbers, roles, and the activity logs tied to your account.
• Inspection and project data your organization enters — project names, numbers, addresses and contacts, schedules, inspections, reports, inspector qualifications, invoices and related notes, signatures, and report acknowledgments.
• Technical and security data — sign-in and access records, IP/user-agent-derived security metadata, and audit events used to keep the Service secure.

2. How we use information

We use information to provide inspection scheduling and operations workflows; manage qualifications and report handling; release reports to authorized recipients; support invoice and payment review; authenticate users and enforce tenant and role access; provide support, security monitoring, and audit trails; and maintain and improve the Service. We do not use your information for advertising.

3. How we share information

We share information only with the categories of service providers that help us run the Service, under contracts that require them to protect it and use it only for us:

• Hosting and infrastructure providers — to run the Service, deliver content, and secure it.
• Database, authentication, and storage providers — to store and protect your data and sign you in.
• Payment processors — where payments are enabled; card details are entered on the processor's own secure pages and we do not store full card numbers.
• Communication providers — to send transactional email such as report delivery and notifications.
• AI providers — only if your organization enables the optional AI feature described below.

We identify the specific companies in these categories in our Sub-processor list, which we provide to customers on request, and we notify customers before adding a new one. We may also disclose information if required by law or to protect the rights, safety, and security of the Service.

4. Optional AI feature

The Service includes an optional document-extraction feature that is off by default. It runs only if your organization turns it on and supplies its own AI-provider API key. When enabled, only the specific document you choose is sent to the AI provider your organization has configured for automatic field extraction, using your own account with that provider. It is processed under that provider's commercial API terms and the settings your organization selects. If you do not enable the feature, no data is sent to any AI provider.

5. We do not sell your data

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. Processing data at our Customer's direction to provide the Service is not a "sale" under applicable US state privacy laws.

6. How long we keep it

We keep operational data while the Customer's subscription is active. After a subscription ends, the Customer can export its data during a window (typically 30–90 days), after which we delete or anonymize it unless we are legally required to keep it. Security and audit logs are retained for at least one year. Routine backups age out on their own schedule.

7. Your privacy rights

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, and to appeal a decision about those rights. Because most data in the Service is controlled by the Customer that invited you, the fastest route is usually to contact that organization. You can also contact us using the details below and we will help, or route your request to the right Customer. We will not discriminate against you for exercising these rights.

8. Security

We protect information with encryption in transit, database row-level security, tenant isolation by company, role-based access control, enforced multi-factor authentication for privileged access, audit logging, portal access-attempt logging, scoped credentials with rotation, and regular backups with tested restores. No method of transmission or storage is perfectly secure, but these controls are designed to keep your data protected and verifiable.

9. Cookies and tracking

We use only the cookies and local storage necessary to sign you in and run the Service, and we do not use advertising or cross-site tracking cookies. On our public website we use a privacy-friendly, cookieless analytics tool to count visits and page views in aggregate; it does not set cookies, does not track individuals, does not build profiles, and does not require your consent. It does not apply to data inside your account.

10. Children

The Service is a business tool and is not directed to children, and we do not knowingly collect personal information from children.

11. Changes

If we make a material change to this policy, we will update the date at the top and, where appropriate, notify Customers. Continued use of the Service after a change means you accept the updated policy.

12. Contact us

Questions about this policy or your information: privacy@inspectionsmanager.com.

These answers summarize the policy above. The numbered Privacy Policy controls if there is any difference.