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Privacy Policy

Last updated: February 21, 2026

1. Introduction

FloorsForce ("we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our cloud-based flooring operations platform at floorsforce.com (the "Service").

2. Information We Collect

2.1 Account Information

When you create an account, we collect your name, email address, and organization details (company name, phone, address). Authentication is managed through Clerk, our identity provider.

2.2 Business Data

Through your use of the Service, you may submit order records, customer names, inventory data, purchase order numbers, installation notes, photos, and other operational data ("Business Data"). This data is stored to provide the Service's functionality.

2.3 Images and AI Processing

When you use label scanning features, images of shipping labels are sent to third-party AI providers (Google Gemini and/or OpenAI) for text extraction. These images are processed in real-time and are not stored by FloorsForce after parsing is complete. The AI providers process these images under their respective data processing agreements and do not use them for model training.

2.4 Usage Data

We automatically collect activity logs, including order state changes, inventory movements, and feature usage. This data is used for audit trails, analytics, and enforcing plan usage limits.

2.5 Device and Browser Data

We may collect browser type, device type, IP address, and general location information to provide and secure the Service. Camera access is requested only for barcode scanning features and is never activated without your explicit permission.

3. How We Use Your Information

We use collected information to:

  • Provide, maintain, and improve the Service
  • Process orders, manage inventory, and track installations
  • Send transactional notifications (order updates, team alerts)
  • Enforce subscription plan limits and usage quotas
  • Provide customer support
  • Detect and prevent fraud, abuse, or security incidents
  • Generate aggregated, anonymized analytics to improve the Service

4. How We Share Your Information

We do not sell your personal information. We may share information in the following circumstances:

  • Service providers: We use third-party services to operate the platform, including Convex (database and backend), Clerk (authentication), Amazon SES (email), Google Gemini and OpenAI (AI label parsing), and Intuit QuickBooks (accounting integration, when enabled by you).
  • Within your organization: Users within the same workspace can see shared business data (orders, inventory, messages) according to their assigned role and permissions.
  • Legal requirements: We may disclose information if required by law, court order, or government request, or to protect the rights, property, or safety of FloorsForce, our users, or the public.
  • Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

5. Data Storage and Security

Your data is stored on Convex's cloud infrastructure in the United States. We implement industry-standard security measures including:

  • Encryption in transit (TLS/HTTPS) for all connections
  • Role-based access control (RBAC) enforced at the database level
  • Organization-level data isolation (multi-tenant architecture)
  • Audit logging of all data access and state changes
  • OAuth token encryption for third-party integrations

While we take reasonable measures to protect your data, no system is completely secure. You are responsible for maintaining the security of your account credentials.

6. Data Retention

We retain your Business Data for as long as your account is active. After account termination, you may request a data export within 30 days. Following this period, we will delete your data within 90 days, except where retention is required by law or for legitimate business purposes (e.g., billing records, fraud prevention).

Activity and audit logs may be retained for up to 12 months after account closure for security and compliance purposes.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your personal information, subject to legal retention requirements
  • Export: Receive your data in a portable, machine-readable format
  • Restriction: Request that we limit processing of your information
  • Objection: Object to processing of your information for certain purposes

To exercise any of these rights, contact us at privacy@floorsforce.com. We will respond within 30 days.

8. Cookies and Tracking

The Service uses essential cookies for authentication and session management through Clerk. We do not use advertising cookies or third-party tracking pixels. No cross-site tracking is performed.

9. Children's Privacy

The Service is not directed to individuals under 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us and we will promptly delete it.

10. International Data Transfers

If you access the Service from outside the United States, your information will be transferred to and processed in the United States. By using the Service, you consent to this transfer. We ensure appropriate safeguards are in place for international data transfers in compliance with applicable data protection laws.

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act, including the right to know what personal information is collected, to request deletion, and to opt-out of the sale of personal information. We do not sell personal information. To exercise your CCPA rights, contact us at privacy@floorsforce.com.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or in-app notification at least 30 days before they take effect. The "Last updated" date at the top indicates the most recent revision.

13. Contact Us

For questions or concerns about this Privacy Policy or our data practices, contact us at: