Privacy Policy

Smoke Signal Intelligence LLC respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you use the AI Restoration Estimator website, software platform, applications, and related services.

1. INFORMATION WE COLLECT

A. Account Information

Information may include name, email address, company name, job title or role, account credentials, subscription information, account permissions, and communications with us.

B. Project and Restoration Data

Users may submit information relating to restoration, reconstruction, estimating, or other projects, including property addresses; customer or property-owner information; project names and numbers; scope descriptions; measurements; room dimensions; damage descriptions; photos and videos; audio recordings and dictations; floor plans; sketches; estimates; budgets; pricing information; subcontractor quotes; insurance-related documents; claim-related information; company estimating rules; internal notes; approval records; and other information uploaded or entered by users. We refer to this collectively as “Project Data.” Users should only provide Project Data that they are legally authorized to provide.

C. Audio and Dictation Data

If you use dictation, transcription, voice entry, or similar features, we may process audio recordings or transcribed text to provide those features. Audio or transcripts may be processed by third-party technology providers acting on our behalf. Do not record another person where doing so would violate applicable law or require consent that has not been obtained.

D. Files and Images

You may upload photographs, documents, drawings, estimates, spreadsheets, floor plans, or other files. These files may contain personal information about property owners, customers, employees, vendors, subcontractors, or other individuals. You are responsible for determining that you have the appropriate authority to upload and process those materials.

E. Usage and Device Information

When you access the Service, we may automatically collect information such as IP address, browser type, device type, operating system, login activity, pages or features used, date and time of access, error information, diagnostic information, and general usage information. We may use cookies, local storage, or similar technologies where appropriate.

F. Payment Information

If paid subscriptions are offered, payments may be processed by third-party payment processors. We may receive transaction information such as payment status, subscription type, billing contact information, and transaction identifiers. We generally do not need to store complete payment-card numbers when payments are processed through third-party payment providers.

2. HOW WE USE INFORMATION

We may use information to create and maintain user accounts; provide the Service; generate restoration scopes, estimates, budgets, calculations, and reports; process dictated or typed project information; analyze measurements and project information; apply user or company estimating rules; save project records; generate exports; provide collaboration and approval features; authenticate users; process subscriptions and payments; respond to customer- support requests; diagnose software problems; improve reliability and performance; develop and improve features; prevent fraud, abuse, or unauthorized access; protect users, Smoke Signal, and others; comply with legal obligations; and enforce our agreements.

3. ARTIFICIAL INTELLIGENCE PROCESSING

The Service may use artificial intelligence, machine learning, language models, computer vision, speech recognition, automation, or similar technologies. Project Data may be processed through these systems when necessary to provide requested features. Examples may include converting dictation into written scope information; identifying information in documents; organizing scope items; interpreting project descriptions; suggesting quantities; applying estimating rules; identifying missing information; generating project summaries; and assisting with estimate preparation. Automated systems can make mistakes. Users are responsible for reviewing output before using it for business, contractual, construction, or insurance purposes.

4. HOW WE DISCLOSE INFORMATION

Service Providers We may use third-party companies to help operate the Service, including providers of cloud hosting, databases, authentication, artificial intelligence, file storage, email, analytics, error monitoring, payment processing, security, and customer support. These providers may process information only as necessary to provide services to us and subject to applicable contractual or legal requirements. Your Organization If your account is associated with an employer, restoration company, contractor, or other organization, authorized administrators or personnel within that organization may have access to information associated with the organization's account. At Your Direction We may disclose information when you instruct us to do so, including when you export information or connect the Service to another platform. Business Transfers If Smoke Signal is involved in a merger, acquisition, financing, restructuring, bankruptcy, sale of assets, or similar transaction, information may be transferred as part of that transaction subject to applicable law. Legal and Safety Reasons We may disclose information when reasonably necessary to comply with law or legal process; protect the rights, safety, or property of Smoke Signal, our users, or others; investigate fraud, abuse, or security incidents; or enforce our Terms of Service.

5. SALE AND ADVERTISING USE OF PERSONAL INFORMATION

Smoke Signal does not operate the Service as a data-broker business. We do not sell Project Data to third parties for them to independently market products or services to property owners or customers contained within your projects. If our advertising, analytics, cookie, or data-sharing practices change in a manner that creates additional rights under applicable privacy law, we will update this Privacy Policy and provide required choices or notices.

6. OWNERSHIP OF PROJECT DATA

As between Smoke Signal and the applicable customer, users and their organizations retain their rights in the Project Data they submit to the Service. Using the Service does not transfer ownership of your estimates, customer records, pricing information, company rules, proprietary estimating methodologies, or other Project Data to Smoke Signal. You grant us the rights reasonably necessary to host, process, transmit, analyze, reproduce, and otherwise handle Project Data to operate, maintain, secure, support, and improve the Service.

7. PRODUCT IMPROVEMENT AND AI TRAINING

We may analyze usage information, feedback, error information, and other data to improve the Service. Where Project Data is used for product improvement, we will seek to limit use to what is reasonably necessary and apply appropriate safeguards. We will not represent confidential customer Project Data as our own work. If we introduce materially different uses of customer content for training generalized artificial-intelligence models, we will update our disclosures and provide any choices required by applicable law or contract. Enterprise agreements may include additional restrictions concerning use of customer data.

8. DATA RETENTION

We retain information for as long as reasonably necessary to provide the Service; maintain customer accounts; fulfill contractual obligations; maintain legitimate business records; resolve disputes; prevent fraud or abuse; comply with legal obligations; and enforce our agreements. Retention periods may vary based on the type of information. Deleted information may remain temporarily in backup systems, audit logs, security records, or other systems where immediate deletion is technically impractical or where retention is legally required.

During the public beta, we apply the following retention schedule to information held in our active production systems:

• Active project data: retained while the applicable project and account remain active.
• Deleted projects: retained for 30 days after deletion, then permanently removed from active production systems.
• Closed accounts: retained for 60 days after closure, then permanently removed from active production systems.
• Uploaded files and photographs: retained with their associated project. A file deleted by a user is removed promptly from active storage once no longer referenced.
• Raw field audio: retained for no more than 7 days after successful transcription and then deleted, unless a specific unresolved processing error requires temporary retention. Transcripts are retained with the associated project.
• Dictation transcripts, AI-generated scopes, and project outputs: retained with the associated project.
• Error and security logs: retained for 90 days, unless a specific security investigation or legal requirement requires longer retention.
• Legal-document acceptance records: retained for 7 years.
• Files identified as no longer associated with any project: held in restricted quarantine for 30 days, re-verified, and then permanently deleted.

Deleted information may persist for up to 30 days in routine backups until normal backup rotation completes.

9. SECURITY

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure. No internet-connected service can guarantee absolute security. Users are responsible for protecting their login credentials and for maintaining appropriate security on devices used to access the Service. Please contact us promptly if you believe an account or information has been compromised.

10. DATA BREACHES AND SECURITY INCIDENTS

If we become aware of a security incident involving personal information, we will investigate and take actions we determine are appropriate under the circumstances. Where legally required, we will provide notifications to affected individuals, customers, regulators, or other parties.

11. YOUR PRIVACY RIGHTS

Depending on where you live and applicable law, you may have rights concerning personal information about you, including rights to request access, correction, deletion, portability, information regarding how personal information is used or disclosed, and opt-outs of certain forms of sale, sharing, targeted advertising, or profiling where applicable. These rights are not absolute and may be subject to exceptions. To submit a privacy request, contact: info@airestorationestimator.com We may need to verify your identity before completing a request. If information about you was provided to us by a restoration company or another business using the Service, we may direct your request to that organization where it acts as the party responsible for that information.

12. BUSINESS CUSTOMER DATA

When a restoration company or other business uses the Service to process information concerning its own customers, employees, claimants, vendors, or projects, that business may determine why and how the information is processed. In those circumstances, Smoke Signal may act primarily as a service provider or processor on behalf of that customer. Requests regarding such information may need to be directed to the business that originally collected it.

13. CHILDREN

The Service is intended for business and professional use and is not directed to children.

We do not knowingly solicit personal information directly from children under 13 through the Service. If you believe a child has provided personal information to us inappropriately, contact us.

14. THIRD-PARTY SERVICES

The Service may contain links to, integrations with, or features provided by third-party services. Those third parties operate under their own terms and privacy policies. We are not responsible for the privacy practices of independent third-party services.

15. INTERNATIONAL USERS

The Service may be operated from and primarily intended for users in the United States. If you access the Service from another jurisdiction, information may be processed or stored in the United States or other locations where our service providers operate. Additional rights or obligations may apply depending on your location.

16. COOKIES AND ANALYTICS

We may use cookies and similar technologies for authentication, security, remembering settings, maintaining user sessions, measuring performance, diagnosing errors, and understanding how the Service is used. Where required by applicable law, we will provide appropriate notice or choices concerning non-essential cookies.

17. EMAIL COMMUNICATIONS

We may send transactional communications relating to account activity, security, projects, subscription status, support, product changes, and legal notices. If we send promotional email, you may opt out of promotional messages using the method provided in the communication. Transactional or legally required messages may still be sent.

18. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy as the Service evolves. If changes are material, we may notify users through the Service, by email, or through another reasonable method. The “Last Updated” date indicates when this Privacy Policy was most recently revised.

19. CONTACT US

Questions, concerns, or privacy requests may be sent to: Smoke Signal Intelligence LLC Email: info@airestorationestimator.com Website: airestorationestimator.com