Privacy Policy

Last updated: May 12, 2026  ·  Effective: May 12, 2026

About This Policy

Home Therapist Cooling, Heating & Plumbing ("Home Therapist," "we," "our") operates the HomeT mobile application and the Home Therapist OS (HT OS) web platform. This Privacy Policy explains what information we collect when you use these tools, how we use it, and your rights regarding that information.

HomeT is an internal field-staff application. It is distributed exclusively to current employees and authorized contractors of Home Therapist. It is not a consumer application and is not intended for use by members of the general public.

Information We Collect

We collect the following categories of information when you use HomeT or HT OS:

• Account information — your name, work email address, employee role, and profile photo you upload.
• Authentication data — encrypted session tokens stored on your device that keep you signed in. We do not store your password in plain text.
• Job and service data — job notes, photos you take at job sites, status updates, line items, and customer information you enter or view while performing your work duties.
• Device information — device type, operating system version, and app version, used to diagnose technical issues.
• Usage logs — structured server logs recording API requests, timestamps, and error events. These logs contain your user ID but do not contain full message bodies or sensitive field data.

Location Data

When you grant location permission, HomeT (and the HT OS web platform when used on a location-capable browser) collects your device's approximate geographic coordinates and associates them with your user account. Location data is used solely for internal business purposes:

• Verifying time-clock punches occur at expected job sites or office locations
• Confirming a technician is on-site during the period a job is being worked
• Dispatch and routing — helping the office staff see active field positions on the day's dispatch board
• Safety and incident response — knowing where a staff member is in the event of an emergency call for help

You may revoke location permission at any time through your device or browser settings. Doing so will not affect your ability to clock in or out, but office staff will not see your live position on the dispatch board. Location records are retained alongside the related work records (typically seven years for financial and service documentation) and are visible only to owners and authorized office staff.

How We Use Your Information

Information collected through HomeT and HT OS is used solely for business operations:

• Authenticating your identity and maintaining your session
• Displaying your assigned jobs, schedules, and work history
• Recording job photos, notes, and status updates to your work orders
• Calculating pay, commission, and time records
• Sending push notifications about job assignments and updates
• Troubleshooting technical problems reported by staff
• Maintaining security audit logs required for compliance

Sharing of Information

We do not sell, rent, or trade your personal information for marketing or advertising purposes. Your information is shared only with the service providers listed below, and only to the extent each provider needs in order to perform an internal business function on our behalf. Each is bound by their own terms of service and applicable data-processing commitments.

• Within Home Therapist — owners and authorized office staff can view your job activity, schedules, location records, and work history as part of normal business operations.
• Hosting and storage — our application runs on a private virtual server and database. The hosting provider operates the underlying infrastructure but does not access application data.
• Transactional email — ZeptoMail (Zoho) delivers password resets, two-factor codes, estimate and invoice emails, and other system messages. They process message envelopes (recipient address, subject, body) only long enough to deliver them.
• Payment processing — Stripe processes customer card payments. Card numbers are entered directly into Stripe's secure form and are never transmitted to or stored by our servers. Stripe receives the customer's billing details and the payment amount.
• CRM and call routing — GoHighLevel (GHL) routes inbound customer calls and SMS, stores lead records, and is the source of the call recordings the customer hears the recording notice about. Lead data (customer name, phone, address, message) is shared with GHL solely so calls and texts can be routed back to our team.
• AI services for internal call-quality review — recordings of inbound customer calls are transcribed by OpenAI (Whisper) and scored by Anthropic (Claude) for internal coaching and quality assurance only. Audio and transcripts are not shared with these providers for any purpose other than producing the transcript or score they return. Output is visible only to owners and authorized office staff.
• Operational data sync — Airtable holds legacy customer, lead, and ops data we are still in the process of migrating into HT OS. Make.com runs internal automations that move data between these systems and our app. Both receive only the fields each specific automation requires.
• Accounting export — QuickBooks Online receives a one-way export of invoice, payment, and vendor records for bookkeeping. Customer contact details are included on customer-linked transactions.
• Fleet telematics — Bouncie collects GPS and engine data from company vehicles. This is vehicle-mounted hardware, not your phone, but staff vehicle assignments link the vehicle's location to the assigned driver during working hours.
• Legal requirements — we may disclose information if required by law, court order, or to protect the rights and safety of Home Therapist, our staff, our customers, or the public.

We do not share your information with advertising networks, data brokers, or analytics services that would use it for cross-context behavioral advertising.

Photos

Job photos you take or upload through HomeT are stored on our private server and associated with your work orders. Photos are visible to office staff and owners for job documentation, quality assurance, and warranty purposes. Photos are not shared with third parties and are not used for advertising.

Push Notifications

If you grant notification permission, the app may send you push notifications about job assignments, schedule changes, and other work-related updates. You can disable notifications at any time through your device's Settings. Disabling notifications does not affect your ability to use the app.

Data Retention

Your account information and work records are retained for as long as you are employed by Home Therapist, and for a reasonable period afterward as required by business and legal obligations (typically seven years for financial and service records). When your account is deactivated, it is soft-deleted — your historical records are preserved for audit purposes but your login access is removed. You may request deletion of personal profile information (name, photo, contact details) by contacting us using the information below.

Security

We protect your information using industry-standard measures:

• All data in transit is encrypted using TLS (HTTPS)
• Database connections use encrypted channels
• Passwords are hashed and never stored in plain text
• Two-factor authentication is required for administrative accounts
• All data mutations are recorded in a tamper-evident audit log
• Rate limiting and brute-force protections are applied to all authentication endpoints

No system is perfectly secure. If you believe your account has been compromised, contact us immediately using the information below.

Children's Privacy

HomeT is an employee-only application. We do not knowingly collect information from anyone under the age of 18. If you believe a minor has been given access to the application in error, contact us immediately.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Material changes will be communicated via the app or by email to staff. The "Last updated" date at the top of this page reflects the most recent revision.