Information we collect
When a trade-business owner creates or administers a ScopeMason company, we collect account and business information such as names, work email addresses, authentication records, company and location details, inferred and confirmed trades and services, team memberships, billing status, support correspondence, and webhook configuration.
For subscriptions, we collect billing and access records such as Stripe customer and subscription identifiers, selected plan and billing interval, trial eligibility and dates, invoice and payment status, cancellation dates, retry and reconciliation status, and audited support actions. Stripe collects and stores payment-card details. ScopeMason does not store complete card numbers.
When a homeowner or other customer uses a contractor's quote link, we may collect their name, email address, optional phone number, service address, job description, answers, guided jobsite photos, typed or map-based measurements, an optional short voice recording and transcript, quote selections, optional add-on accept or dismiss events, acceptance or decline events, and records needed to resume the session.
If a quote enters email follow-up, we may collect and store the messages sent by ScopeMason, the company, and the customer; email delivery, bounce, complaint, and unsubscribe events; detected reply signals; offers made within the company's approved pricing settings; thread-ownership and takeover actions; and the company's Won or Lost disposition. Message bodies are encrypted at rest. ScopeMason-managed reply addresses route replies into the applicable company conversation rather than the company's ordinary inbox.
We also collect ordinary service and security data such as IP address, browser and device details, request identifiers, timestamps, page paths, rate-limit events, model usage metadata, email delivery status, webhook delivery status, and audit records.
How we use information
We use information to authenticate users, operate companies, read and structure company price books, infer services for owner confirmation, generate and validate service intake recipes, plan the next useful question or photo request, collect quote evidence, transcribe optional voice descriptions, analyze submitted photos, apply company-controlled pricing rules, create quote or review outcomes, identify price-book-backed optional work visible in photos, operate quote-related email conversations on the company's behalf, route questions or approvals to the company, attribute company-confirmed Won or Lost results, send emails and webhooks, determine trial eligibility, manage subscriptions and billing access, recover failed payments, prevent abuse, provide support, maintain audit records, and improve reliability.
ScopeMason does not sell personal information. We do not use company content or customer quote-session content to train shared AI models. Service providers process data only as needed to provide their contracted functions.
Photos, audio, and AI processing
Jobsite photos may be processed by AI systems to identify visible conditions, check whether a requested view is usable, and produce structured evidence for the quote flow. Photo analysis is not treated as an authoritative exact measurement and may require customer correction or company review.
For optional add-ons, AI may compare visible photo evidence with rules already reviewed and published by the company. AI does not invent an add-on, price-book item, quantity, or price. Only a high-confidence match that passes deterministic eligibility and pricing checks may be shown automatically; uncertain, safety-related, or review-only matches are routed to the company.
Optional voice input is used to create an editable transcript. Raw audio is deleted after successful transcription. Failed or interrupted audio is scheduled for deletion within 24 hours. ScopeMason does not collect or analyze video in the current service.
Mason may adapt the wording and order of intake questions to the customer's description and evidence. ScopeMason's database, not an AI provider conversation, remains the authoritative session record. We configure supported AI requests not to retain response data for provider product improvement where the provider supports that control. We store the validated structured output and operational audit details needed to run the service, not hidden model reasoning.
For email follow-up, AI may classify a customer's reply and draft a response using the quote, company settings, price book, and recorded conversation. Deterministic service rules control cadence, discount eligibility and amount, price floors, approvals, quiet hours, and stop conditions. The company can view the complete thread, take over and reply from the dashboard, stop follow-up, or explicitly hand the conversation back to Mason.
Retention
Normalized jobsite photos are retained until 90 days after the related lead is closed, unless the company or customer requests earlier deletion and no legal or security exception applies.
Structured scope, quote, consent, pricing, optional-add-on, email-conversation, suppression, offer, disposition, acceptance, and audit records are generally retained for 24 months from closure, or from the last activity when the record was never formally closed. Cancelling a subscription or entering restricted billing access does not delete company configuration or history. Company deletion and personal-account deletion are separate actions.
After a subscription has fully ended and no Checkout or payment issue remains, an owner can permanently delete the company with the exact confirmation shown in Account & billing. That workflow removes the company's settings, services, recipes, price books, team access and invitations, leads, sessions, evidence, photos, quotes, conversations, follow-ups, imports, logos, and stored job media. A personal-account deletion removes that login, profile, sessions, accounts, and memberships; an owner must first delete every company they own, while deleting a non-owner's login does not erase a shared company.
Account, trial-eligibility, suppression, subscription, payment, tax, dispute, fraud-prevention, security, and legal records may be retained when reasonably necessary to comply with law, protect the service, prevent repeated abuse, resolve disputes, or enforce agreements. Provider backups and required financial records may age out on a different schedule. We limit retained records to the applicable purpose and do not present in-product deletion as a guarantee that every law always requires immediate erasure.
Company and customer responsibilities
The trade company whose branded quote link you use controls the business purpose of the quote session and receives the resulting lead packet and managed email thread. Companies are responsible for their pricing, confirmed services, published add-on rules, accurate business identity and postal address, lawful customer communications, and instructions about jobsite evidence.
Do not submit photos, addresses, personal information, pricing material, or other content that you are not authorized to provide. Do not include sensitive identifiers, payment card details, medical information, or unrelated people in jobsite photos.
Sharing and service providers
We may share information with service providers that support hosting, storage, databases, authentication, AI processing, transcription, email sending and inbound reply delivery, payments, mapping, analytics, support, and security. We may also disclose information when required by law, to protect users or the service, during a corporate transaction, or with your direction.
Companies may configure signed webhooks that send quote and lead events to a destination they control. The company is responsible for that destination and its use of the data.
Security
We use reasonable administrative, technical, and organizational safeguards designed to protect information in transit and at rest. These include tenant isolation, private media storage, short-lived upload and download authorization, access controls, logging, and abuse prevention. No online system can guarantee absolute security.
Cookies and analytics
ScopeMason uses essential cookies for sessions, security, preferences, and quote continuation. We may use measurement tools to understand aggregate site and product usage. We do not use third-party advertising cookies on the ScopeMason marketing site.
Your choices and rights
Depending on where you live, you may have rights to access, correct, delete, export, restrict, or object to certain processing of personal information. If a trade company controls the quote session, we may route your request to that company while helping with the technical request where appropriate.
Commercial quote follow-up identifies the contractor, its commercial purpose, and the ScopeMason-powered assistant, and includes the contractor's postal address and an unsubscribe control. You may unsubscribe at any time or tell the sender you do not want further follow-up. We also stop commercial follow-up after an applicable complaint, hard bounce, or clear refusal. Unsubscribing from commercial follow-up does not prevent strictly necessary account, security, or transaction messages.
To exercise a privacy right, email privacy@scopemason.com. We may verify your identity before completing a request.
Children
ScopeMason is a business service for contractors and their prospective customers. It is not directed to children under 16, and we do not knowingly collect personal information from children under 16.
Changes and contact
We may update this policy as the service changes. Material updates will be posted here or communicated through the service when appropriate.
Privacy and deletion requests: privacy@scopemason.com. General questions: hello@scopemason.com.