Legal

Privacy policy.

Draft — last updated October 13, 2026 · to be reviewed by counsel before checkout opens

This policy explains what Roofaio ("we," "us") collects when you use the roofaio.com website (the "Site") and the Roofaio desktop application (the "App"), and what we do with it. The short version, which the detail below will not contradict: your plan sets, projects, prices, and margins stay on your machine unless you choose to send them. Roofaio is a desktop app — project files live locally as portable .rooftk files. Three things send project content off your machine, and only when you use them: the optional assistant (section 3), review links you create, and support reports you choose to send (section 2).

1. What stays on your machine

Everything you draw, measure, price, and produce in the App — plan sets, project files, your price library, formulas, margins, BOMs, estimates, and proposals — is stored locally on your computer. We do not sync or back up your projects. A project leaves your machine only when you use the assistant, create a review link, or send a support report. If you delete a project locally, it is gone; we cannot recover it. Back it up the way you back up anything else that matters.

2. What we collect

• Account and licensing. When you subscribe, we store your name, company, work email, and a license record (your Roofaio ID, subscription status, and machine activation identifiers). The App contacts our license server periodically to validate the subscription; these check-ins transmit your Roofaio ID, app version and Windows version — never project content.
• Diagnostics. When something fails, and when an assistant takeoff ends, the App reports what happened: errors, the App and Windows versions, timings, sizes, and counts of the steps, tools, and images involved. These reports do not include your drawings or project content. We keep them for 90 days.
• Support reports. If you choose to send a support report, the App uploads that project — its file, drawings, and assistant conversation — with the App's recent log, so we can find and fix the problem. Only Roofaio support can open it. We delete it after 30 days.
• Review links. When you create a review link, the App uploads an encrypted copy of the parts of the project you choose. The key stays in the link you share, so we cannot open it. We delete it after the link expires or you revoke it.
• Payment. Payments are processed by Stripe. Stripe collects your card details directly; we receive only a customer reference, the card's last four digits, and billing status. We never see or store your full card number. Stripe's own privacy policy governs its handling of your payment data.
• Website. The Site does not use advertising trackers or third-party analytics cookies. Like any web server, ours logs routine request data (IP address, browser type, pages visited) for security and reliability; these logs are retained for a limited period and not sold or shared for marketing.
• Correspondence. If you email us or submit the feature suggestion form, we keep that correspondence so we can respond and follow up.

3. The AI assistant

The assistant is optional. If you never use it, nothing of yours is sent for AI processing. When you use it, the App sends what the assistant needs for the task you give it: images and text from the drawing pages it works on, your instructions, and the project details it reads or changes. When you ask it to work on pricing or the estimate, that includes the relevant prices and estimate settings. Where those requests go depends on how the assistant is set up:

• Your own provider account. Requests go directly from your machine to the AI provider you connected. They do not pass through our servers. That provider's privacy policy and terms govern its handling of them.
• The included assistant. Requests pass through our servers to the AI service provider we use. Our servers do not keep the content of your requests. The drawing page images the assistant looks at are stored with that provider for up to seven days, so each page is sent once per takeoff rather than with every step; they are deleted automatically after that. We keep only usage and billing records: credits used, timestamps, and a one-way fingerprint of each request (a code that identifies a request without revealing its content). We use them to meter your allowance and resolve disputes. We use the provider's business service, under which your requests are not used to train its models.

4. How we use information

• Provide and bill the subscription, and validate licenses.
• Respond to support requests and feature suggestions.
• Send service notices (trial expiry, billing receipts, material changes to terms or this policy). We do not send marketing email without your consent.
• Protect the Service (fraud prevention, abuse investigation, security).

5. What we never do

• We never sell your personal information.
• We never mine, sell, or share your project files, plans, or prices. We keep a copy only of what you choose to send: an encrypted review link, which we cannot open, or a support report, which we delete after 30 days. Included-assistant requests pass through our servers without being kept (section 3).
• We never share data with advertisers or data brokers.

6. Sharing

We share personal information only with the service providers needed to run the Service — Stripe (payments), our hosting and email providers (site delivery, transactional email), and, only for assistant requests you make, the AI service provider that runs the included assistant (section 3). We may also disclose information if required by law or to protect our rights and users.

7. Retention

Account and license records are kept while they are needed to provide the Service. When deletion of one identity is validly completed, that identity's personal profile fields and active credentials are removed or irreversibly anonymized. Closing one customer organization anonymizes the personal data used only for that organization, but it does not erase an identity, device, or credential that remains legitimately required for a different organization or entitlement. We retain only the minimized records that are still needed for accounting, fraud prevention, security, legal duties, and an auditable record of the request. Stripe keeps payment, invoice, and tax records under its own legal and accounting obligations; we do not copy full payment-card data into Roofaio.

Routine authentication, licensing, provider-delivery, and server records follow documented limited retention schedules rather than becoming a permanent copy of account details. A record may be held longer when it is needed for a documented security incident, dispute, or legal duty. Correspondence is kept only as long as needed to handle the request and related obligations.

8. Your choices and rights

You may request access to, correction of, or deletion of the personal information we hold about you by emailing support@roofaio.com. Removing one person's identity from a company account does not silently cancel the company's subscription or remove other members. Closing the entire customer account is a separate request: we confirm the requested subscription timing and access effect before carrying it out. Any refund is also a separate decision and is never inferred from a deletion or cancellation request.

Completed identity deletion revokes that person's Roofaio sessions, devices, pending invitations, and unused access credentials, then anonymizes their personal account fields subject to the minimized retention described above. Because Roofaio project files stay on your computers, these account operations do not delete local project files. Depending on your jurisdiction (for example, the EEA/UK or California), you may have additional statutory rights — contact us and we will honor them.

9. Security

Because project data stays on your machine unless you choose to send it, the largest part of your risk surface stays under your control. For what we do hold, we use encryption in transit, access controls, and minimal collection by design. No method of transmission or storage is perfectly secure; if we ever become aware of a breach affecting your personal information, we will notify you as the law requires.

10. Children

The Service is a professional tool and is not directed at children under 16. We do not knowingly collect their data.

11. Changes

If we change this policy, we will post the revised version here with a new date and, for material changes, notify active subscribers by email.

12. Contact

Privacy questions or requests: support@roofaio.com.