Privacy policy

Officeology is the office software that renovation and construction businesses use for their clients, jobs, quotes, invoices and team. This page says what it keeps, where, and what you can do about it.

Who we are

Officeology is run by QSS, in Ontario, Canada. For anything about privacy, write to support@officeology.ca. Our privacy officer answers.

Whose information this covers

• People who sign in: business owners and the staff they add.
• The businesses' clients: the people and companies whose details a business keeps in Officeology to quote, do and invoice their work.

Each business decides what it keeps about its clients, and Officeology keeps it for that business. If you are a client of a business that uses Officeology, ask that business first about your information; we help it answer.

What is kept

• Your account: your name, email address, role, and when you last signed in.
• A business's records: clients and their contacts and addresses; jobs, quotes, invoices and payments; job photos and documents; reminders and appointments; leads; suppliers and trades; expenses, receipts and equipment; employees and pay runs (never social insurance or bank account numbers); social media posts it drafts.
• AI use: how many AI requests a business made and what they cost, to keep within its monthly budget. Not what was asked.
• On your own device: your display preferences, your business's name and colours (so the page opens quickly), an unsaved job you were writing, and photos waiting for a connection. Signing out of one account and into another clears them.

Where it is kept, and who handles it

• Supabase stores the records and files, in its Canada (Central) region.
• Vercel runs the website and passes your requests to it.
• Resend sends the emails a business sends its clients: quotes, invoices, payment reminders and follow-ups.
• Anthropic, which makes the AI model Claude, receives what you give an AI feature (a job description, a client's name and address, photos, a receipt) only after you have allowed it, and only when you use the feature. Under Anthropic's commercial terms it isn't used to train its models.

Vercel, Resend and Anthropic may handle information in the United States, where it is subject to that country's laws.

What we don't do

• We don't sell information or share it for advertising.
• We don't track you across other apps or websites, and there are no advertising or analytics trackers in Officeology.
• One business never sees another's records: the database itself keeps each business to its own, and each person to what their role allows.

How long it is kept

A business's records are kept while it uses Officeology. When a business leaves, its records, files and logins are deleted. Copies in our providers' backups disappear as those backups are replaced.

Your choices

• Delete your account in Settings → Account → Delete my account. Your login is deleted at once. The work you did for the business (jobs, notes, photos) stays with it, because it belongs to the business.
• Turn AI off in Settings → Account → AI features. Nothing more is sent to Anthropic.
• See, correct or delete your information: write to support@officeology.ca. We answer within 30 days.
• If you're not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada.

Keeping it safe

Everything travels encrypted. Passwords are never stored in a form anyone can read. If a breach ever puts you at real risk of significant harm, we tell you and the Privacy Commissioner as soon as we can.

Changes

When this policy changes, the date at the top changes too. Important changes are announced in the app first.