Privacy Policy

This policy is a draft for review by the owner. The final text will replace this page before launch.

Effective date: [OWNER INPUT: effective date and version label]

Who we are

SteadyState Crew is run by SteadyState Technologies LLC [OWNER INPUT: confirm exact legal name and state of formation], [OWNER INPUT: postal business address]. This policy explains what personal data we handle, why, who helps us, how long we keep it, and your choices.

Two roles

For a shop's own account (the owner and staff), we decide how that data is used.
For the shop's customers and their visits, we process the data on behalf of the shop, which decides how it is used. In privacy-law terms the shop is the controller (business) and we are its processor (service provider). The shop's own privacy notice applies to its customers. Customers with questions should contact the shop first; we help the shop answer.

What we collect

Account: name, email, role, language, and two-step sign-in settings (recovery codes are stored only as hashes).
Business: shop name, address, time zone, services, prices, plan and billing status.
Customers, on the shop's behalf: names, emails, phone numbers, service addresses and access notes, booking requests, visits, notes, checklists and photos taken on a visit.
Payments: amounts, tips, fees, refunds and payment status. Card details are collected and held by Stripe, never by us.
Help and support: questions asked of the help assistant, help requests and our replies.
Technical: hashed IP addresses (for rate limits and sign-up checks), push-notification subscriptions you turn on, and an audit log of sensitive actions.

How we use it

To run the service; to send the emails the shop and its customers expect (sign-in links, booking confirmations, reminders, receipts); to keep the service secure and prevent abuse; to answer support requests; to bill the subscription; and to meet legal duties. We never sell personal data, never share it for cross-context behavioural advertising, and never use it for advertising.

Cookies and browser storage

We use one sign-in session cookie, which the app needs to work. The browser also keeps some data on your device so the crew app works offline and a booking in progress is not lost. We use no advertising or analytics cookies and no third-party trackers.

AI features

The help assistant and help-request sorting send the text of a help question or help request, and our help articles, to our AI provider (Anthropic). Under its commercial terms, that text is not used to train its models. No QuickBooks data and no customer records are sent to it.

QuickBooks Online data

Only when a shop owner connects QuickBooks Online. We ask Intuit for the accounting permission only (com.intuit.quickbooks.accounting). We use QuickBooks data only to provide the sync the owner turned on.

What we read: the company name, home currency, country, and sales-tax and multicurrency settings; the active Items, Accounts, Tax codes and Payment methods, for the mapping screen; a customer's QuickBooks id, looked up by email, so we do not create duplicates; and a document's version number just before we void it.
What we write: Customers, Sales Receipts, Invoices, Payments and Refund Receipts, and voids of unpaid Invoices whose job was cancelled. We never edit or delete other QuickBooks records.
What we store: the QuickBooks company id and name, a cache of the lists above, your mapping, the ids of the documents we created, Intuit's reference ids for troubleshooting, and the connection tokens, encrypted.
What we never do: read your books, bank data, reports or other customers; sell, rent or share QuickBooks data with anyone else; use it for advertising or to train AI models. QuickBooks data is not sent to our AI, maps or email providers.
Disconnecting: in the app or inside QuickBooks. We stop all access at once and delete the tokens; the ids, mapping and sync log are deleted 30 days later; everything when the account is deleted. An owner can ask us to delete the QuickBooks data sooner.

Who processes data for us

We share personal data only with these service providers, only so they can do their part of the service, and under contracts that require them to protect it. We may also disclose data when the law requires it, to protect people's safety, or to a successor if our business is sold (the successor must honour this policy).

Replit: hosting and the database. [OWNER INPUT: hosting and database region]
Stripe: card payments to the shop and subscription billing.
Resend: sending email.
Anthropic: the AI features described above. [OWNER INPUT: confirm whether requests pass through Cloudflare AI Gateway in production]
Google: Maps Platform for addresses, maps and travel times, and Route Optimization for route planning when it is turned on.
File storage for visit photos and imports: [OWNER INPUT: storage provider in production and its region]
Cloudflare Turnstile: a bot check on sign-up, when it is turned on.
Your browser's push service: delivers the notifications you turn on.
Intuit: only for shops that connect QuickBooks Online.

Where data is stored

SteadyState Crew is run from the United States and our providers may process data in the United States. If you use it from another country, your data is transferred there.

How long we keep data

QuickBooks data: as described above.
Help assistant conversations: 90 days after the last message. Help requests: 2 years.
Rate-limit records and expired sign-in data are removed on a schedule.
Cancelled accounts: the account is read-only after cancellation and its data is deleted 90 days after cancellation.
Everything else: while the account is open, then as described under Deleting your data.
Backups: [OWNER INPUT: how long database backups keep deleted data (the hosting provider's backup retention)]

Deleting your data

When your account is deleted, we delete your data from the app, including the help requests linked to your account. Emails that were already sent are not deleted: the copy of each help request in our support inbox and the confirmation email we sent you.

Security

Encrypted connections (HTTPS) everywhere; QuickBooks tokens encrypted at rest with keys kept apart from the database; two-step sign-in required for owners and office roles; sign-in by single-use email links; a shop's data is visible only to that shop's members. When our support team looks at a shop to help it, the view is read-only, time-limited and recorded in an audit log the owner can see. No system is perfectly secure; if a breach affects your data, we tell the affected shops (and Intuit, for QuickBooks data) without undue delay and as the law requires.

Your choices and rights

Owners can view, correct and export their shop's data in the app, and can ask us to delete the account.
Depending on where you live (for example California and other US states), you may have the right to know what personal data we hold about you, to get a copy, to correct it, to have it deleted, and not to be treated differently for using these rights. We do not sell or share personal data, so there is nothing to opt out of.
To make a request, write to the privacy contact below from the email you sign in with, so we can confirm it is you. We answer within the time the law sets (usually 45 days).
A shop's customers should send requests to the shop; if they write to us, we pass the request to the shop and help it answer.

Children

SteadyState Crew is a tool for businesses. It is not meant for anyone under 18, and we do not knowingly collect children's personal data. If you believe we have, contact us and we will delete it.

Changes to this policy

When this policy changes materially, owners are asked to accept the new version the next time they open the console. The effective date above shows the latest version.

Contact

Questions about your data: [OWNER INPUT: privacy contact email], [OWNER INPUT: postal business address].