Privacy Policy
This policy covers lvtoolbox.com and the LVToolbox Pro app (app.lvtoolbox.com), operated by LVToolbox (“LVToolbox”, “we”, “us”), Ontario, Canada. We collect as little as we can, we never sell your data and we do not use it for advertising. We deal with you by e-mail only; we publish no mailing address.
Privacy Officer: Privacy Officer, privacy@lvtoolbox.com. Write to this address for any request or complaint in this policy.
Two roles
Your account data (your e-mail, plan, settings, billing status): we decide how it is used; this policy describes that. Your customers’ data (names, addresses, drawings, signatures and photos you put in projects and proposals): you decide why it is collected; we store and process it only to run the service for you. You are responsible for having the right to use it.
What we collect
| Data | Why |
|---|---|
| Your e-mail address, sign-in times, the IP address of sign-in requests | One-time sign-in codes and links (we have no passwords), abuse and rate-limit protection. |
| A security log: sign-in, sign-out and account-deletion events with the time and IP address | Spotting account abuse and answering questions about activity on your account. Kept with your account; when you delete the account the events stay without your identity or IP address. |
| Projects: device layouts, notes, customer names and addresses, plan PDFs and images, site photos, price book and rates, proposals | The product itself. Kept on your device and, on Pro, synced to your account. |
| File names and file hashes of uploaded files | Showing your file list; detecting duplicates. |
| Referral code, referral credits and who referred whom; if you belong to a team (organisation), its name, members and shared price book | The referral programme and team features. Members of your organisation can see what it shares. |
| Billing: a Stripe customer and subscription reference, plan and status | Subscriptions. Card numbers go straight to Stripe; we never see them. |
| AI usage counters, cost and job records (not the content of your notes) | Fair-use limits and cost control. |
| Signer data on shared proposal pages (see below) | A record of your customer’s acceptance. |
| Anonymous visit statistics (Cloudflare) | Keeping the service working and improving it (see Analytics). |
Where your data goes (service providers and countries)
| Provider | What it receives | Where | When |
|---|---|---|---|
| Cloudflare | Everything stored or served: database (D1), files (R2), the app itself, network traffic and security logs. Cloudflare Web Analytics counts visits without cookies. | Cloudflare’s global network; we do not pin storage to Canada | Always |
| Anthropic | What you send to an AI feature: plan PDFs, rendered drawing tiles and plan images, text read from drawings, file names, your notes, site photos, price-list headers and sample rows, and the list of device names. Never your e-mail or account ID. | United States | Only after you accept the AI notice and start an AI feature |
| Resend | E-mail addresses (you, your signer, distributors you choose) and the e-mails we send for you. | United States | When an e-mail is sent |
| Stripe | Your e-mail and account reference, payment details you type on Stripe’s pages, subscription events. | United States | When you subscribe or buy credits |
| Google Maps | The site address in the link, only when you tap “Directions” in field mode. Google then applies its own policy. | Only when you tap it |
So your information can be processed outside Quebec and outside Canada. The providers above are bound by their own privacy terms. Our written privacy impact assessment of these transfers is available on request.
AI features and Anthropic
AI features (estimates, plan reading, device placement, price-list mapping, drawing takeoff) are Pro features. The first time you use one, the app asks you to accept a notice that names Anthropic. We record your acceptance on your account and the server refuses AI requests without it. You can withdraw it any time in Account › Privacy choices. When you run an AI feature, what you selected (see the table above) is sent to Anthropic’s API to produce the result, which comes back to you. That can include your customers’ names and addresses if they appear in your files or notes. Under Anthropic’s commercial API terms, data sent through the API is not used to train its models; Anthropic may keep it for a limited time under its own terms. AI output is a draft for you to check; we make no automated decision about you. We keep an AI result for 24 hours so an identical request does not cost you twice.
Analytics
- Cloudflare Web Analytics runs on our sites. It is cookieless, sets nothing on your device and reports aggregate visit counts.
- We use no other analytics, advertising or tracking tools, and the app sends no usage events about you to anyone.
People who sign a proposal
When your customer opens a shared proposal page (/p/…) and signs, we store what they type and their signature image, the time, their IP address and browser details (user-agent), and the e-mail address they give for a signed copy. We show it to the contractor who sent the proposal and use it only as the record of acceptance and to e-mail the signed copy. We keep it as long as the contractor keeps the proposal or account; when it is deleted, this data is deleted with it (backups: see Retention). The contractor is responsible for this data toward the signer; the signer may e-mail the Privacy Officer to ask for access or removal. The page sets no cookies.
E-mail we send
Sign-in links and codes; “your proposal was opened / accepted” notices; a signed copy to the signer; quote requests you send to distributors; “your job is ready”; and, when you delete your account, a confirmation. These go through Resend.
How long we keep things
| Data | Kept |
|---|---|
| Account, projects, proposals, files, price book | While your account exists. Deleting a project erases its contents at once and voids its unsigned proposal links; its uploaded files are removed after 30 days. Signed proposals stay as the record of acceptance until the account is deleted. |
| Sign-in codes and attempt records | Short-lived; removed after use or expiry. |
| AI results cache | 24 hours. |
| AI usage and cost records | Kept without your identity after account deletion. |
| Signer data on proposals | With the proposal (see above). |
| Billing records at Stripe | As Stripe and tax law require. |
| Database backups (Cloudflare D1 Time Travel) | Deleted data can remain in backups for up to about 30 days, then disappears. We do not restore deleted accounts. |
Your rights and controls
- Access and export. Account › Export downloads what we store about your account as one file: profile, projects, full proposals with signatures and signer records, price book and settings, file records, AI job results and usage, referral events and the security log. It is not a full copy of everything we hold: the contents of uploaded files (drawings, PDFs, photos) are not in it, so download them in the app or e-mail the Privacy Officer. We answer requests within 30 days.
- Correction. Edit in the app, or e-mail us.
- Deletion. Account › Delete account permanently erases your account, projects, proposals, files and sessions cancels your subscription and deletes your Stripe customer record. For safety it needs a fresh e-mail code, and we send you a confirmation e-mail afterwards. Backups expire as described above.
- Withdraw consent. Turn off AI processing in Account › Privacy choices.
- Complaints. Write to the Privacy Officer first. You may also contact the Office of the Privacy Commissioner of Canada, or, in Quebec, the Commission d’accès à l’information.
If something goes wrong (breach procedure)
If we learn that personal information was accessed or lost without authorisation, we contain it, find out what was affected, and assess the risk of serious harm. If there is a real risk, we tell the people affected by e-mail as soon as possible, and report to the Office of the Privacy Commissioner of Canada and, for Quebec residents, the Commission d’accès à l’information. We keep a register of every incident for at least 24 months.
Security
All traffic uses TLS. Sign-in and session tokens are stored only as one-way hashes. Card data stays with Stripe. No system is perfectly secure, but we work to protect your information.
Cookies and device storage
One essential session cookie keeps you signed in. The app stores your work, language and choices in your browser’s local storage and on-device database. There are no advertising or tracking cookies.
Children
The service is for business use by adults, not for anyone under 18.
Language and changes
This policy is published in English and French. The app is also translated into other languages; those translations of the app link to the English policy. If versions differ, the English text prevails until the French text has been reviewed. When we change the policy we change the effective date above and, for material changes, tell Pro users by e-mail.
Contact
Privacy Officer, privacy@lvtoolbox.com — LVToolbox, Ontario, Canada.