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Privacy Policy

Effective Date: September 20, 2026 • Last Updated: September 20, 2026

TextYourCRM ("TextYourCRM," "we," "us," or "our") is committed to safeguarding the privacy of trade contractors, subcontractors, small business owners, and their end customers. This Privacy Policy describes how we collect, store, process, and protect your information when you access our website at textyourcrm.io, use our SMS messaging bridge, utilize our hosted Twenty CRM instances, or interact with our services.

Important Notice Regarding SMS & Mobile Numbers: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with or sold to any third parties under any circumstances.

1. Information We Collect

We collect information in three main ways: directly from you, automatically through your use of the service, and via the communications you send across our SMS bridge.

A. Contractor Account Information

When you create an account, register for a subscription, or book a live demo, we collect:

  • Full name, company or trade name, and business address.
  • Mobile phone number(s) designated as authorized "whitelisted" texting seats.
  • Billing contact details, email address, and payment card details (processed securely via PCI-compliant payment gateways; we do not store full card numbers).
  • Trade license number and state jurisdiction (for automated sales tax computation).

B. Field Communications & CRM Data

As you use TextYourCRM from the job site, we process:

  • Inbound SMS & MMS: Text messages, itemized job descriptions, and pricing instructions sent to our dedicated gateway.
  • Voice Notes: Audio recordings dictated from the field, which are converted into machine-readable text transcripts to extract line items.
  • Job Site Media: Inspection photos, before-and-after imagery, and documentation sent via MMS or uploaded to your Twenty CRM database.
  • Client Contact Details: Homeowner or client names, service addresses, email addresses, and phone numbers that you instruct us to record or send estimates to.

C. Technical & Diagnostic Information

When you visit our website or access your desktop Twenty CRM dashboard, we automatically collect device IP addresses, browser types, operating system details, timestamps, and performance diagnostic logs.

2. How We Use Your Information

We use your information strictly for legitimate commercial and operational purposes, including:

  • Operating the SMS-to-CRM bridge to parse job details, create opportunities, and maintain your sales pipeline.
  • Generating branded PDF estimates, proposals, and invoices with accurate localized state sales tax.
  • Transcribing spoken voice notes into clean line items and quotes.
  • Provisioning, hosting, and securing your dedicated Twenty CRM database instance.
  • Sending requested operational SMS notifications, preview links, and automated follow-up check-ins that you have scheduled.
  • Preventing fraudulent use, unauthorized access, and spam abuse.

3. SMS Messaging, Carrier Compliance & Opt-Out

TextYourCRM operates in strict compliance with the Telephone Consumer Protection Act (TCPA), CTIA Guidelines, and North American A2P 10DLC regulations:

  • Operational Communications Only: We send text messages exclusively for transactional, operational, and customer-requested purposes (e.g., quote preview links, system responses, pipeline status alerts). We do not blast unsolicited promotional marketing messages.
  • Opt-Out Instructions: You or your clients can opt out of SMS communications at any time by replying STOP, CANCEL, UNSUBSCRIBE, or QUIT to any message received from our system. Upon receiving your opt-out request, a confirmation message will be sent, and no further messages will be dispatched unless you re-subscribe.
  • Help & Support: Reply HELP to any message for customer assistance, or contact our support team directly.
  • Message & Data Rates: Standard carrier message and data rates may apply depending on your mobile carrier and wireless plan. Message frequency varies based on your job site activity and subscription tier.
  • Carriers Disclaimer: Mobile carriers (including but not limited to AT&T, T-Mobile, and Verizon) are not liable for delayed or undelivered messages.

4. How We Share and Disclose Information

We do not sell, rent, or trade your personal information or your clients' information to third parties. We share information only with trusted service providers essential to executing our service:

  • Telephony & Gateway Providers: We use Twilio and accredited telecommunication carriers to route SMS and MMS messages between your phone and our software bridge.
  • Database & Infrastructure Providers: We utilize secure enterprise cloud infrastructure to host your Twenty CRM database and store job proposals and photos.
  • Payment Processors: We partner with Stripe to process subscription fees under strict PCI-DSS standards.
  • Legal Compliance: We may disclose information if required by a valid court order, subpoena, or applicable law, or to protect the safety and property of our users and the public.

5. Data Security & Storage

We implement industry-standard administrative, physical, and technical safeguards. All data transmitted between your device and our servers is encrypted using Transport Layer Security (TLS 1.3). Media files, database backups, and hosted CRM records are stored with AES-256 encryption at rest. Whitelists ensure that only verified contractor mobile phone numbers can command your CRM assistant.

6. Contractor Role as Data Controller

When you enter your homeowner or client details into TextYourCRM, you act as the Data Controller with respect to that client information, and TextYourCRM acts as a Data Processor. You are responsible for ensuring that you have appropriate rights and lawful consent to collect your clients' contact information and provide it to us for estimate generation and invoicing.

7. Your Privacy Rights

Depending on your jurisdiction (such as California under the CCPA/CPRA), you may have the following rights:

  • The right to access the personal information we hold about you.
  • The right to request correction of inaccurate records.
  • The right to request the deletion of your account and associated CRM data.
  • The right to non-discrimination for exercising your legal privacy rights.

To exercise any of these rights, email us at privacy@textyourcrm.io.

8. Data Retention

We retain your account details and CRM database records for as long as your subscription is active. Upon cancellation, you may export your contacts, quotes, and job photos. After account termination, backups are purged within 60 days, except where retention is mandated by tax or legal obligations.

9. Changes to this Policy

We may update this Privacy Policy periodically to reflect technological improvements or regulatory updates. We will notify you of material changes via email or text message notification before changes take effect.

10. Contact Us

If you have any questions or concerns regarding this Privacy Policy or our data handling practices, please contact:

TextYourCRM Privacy Team
Email: privacy@textyourcrm.io
Website: https://textyourcrm.io