PRIVACY POLICY
Effective date: August 11, 2026
1. Information We Collect
We collect information you provide directly to us, such as when you create an account, submit an inspection, or contact us for support. This includes your name, email address, business information, and any data you enter into the platform — including data about your own clients, such as homebuyers and agents. We also automatically collect certain technical information when you use our services, including IP address, browser type, device information, and usage patterns. If your company turns on AI features by saving your own Google Gemini API key, the inspection text you choose to process is sent to Google under your own key and Google account so it can be polished; AI features are off until a key is configured, and we never send your content to Google on your behalf without one. What happens to that text after it reaches Google is governed by your own Google account and by the service tier your API key belongs to: Google's terms differ by tier on whether content submitted to the API may be used to improve Google's models, and on whether human reviewers may read it. The tier is a property of the Google billing project behind your key — the platform cannot see it or detect it. Inspection text can carry personal information about your clients, since names and addresses often appear in the notes an inspector writes, so review Google's current terms for the tier your key uses before you turn the feature on. Google's terms also restrict which tiers may be used at all when the people your reports are made available to are in the European Economic Area, Switzerland, or the United Kingdom: for those users only Google's paid service tiers are permitted. If any of your clients are in those places, confirm that the tier behind your key allows it. Everything in this paragraph describes AI run on your own key. If your company is instead on our managed AI tier, the key and the Google account are ours: the inspection text you choose to process is sent to Google under our key, we select the Google service tier, and we keep it on a paid tier — including where your reports are made available to people in the European Economic Area, Switzerland, or the United Kingdom. On the managed tier there is no key for you to configure and no tier for you to check.
2. How We Use Your Information
We use the information we collect to provide, maintain, and improve our services; process transactions and send related information; send technical notices, updates, security alerts, and administrative messages; respond to your comments, questions, and customer service requests; and monitor and analyze trends, usage, and activities in connection with our services.
3. Data Storage & Security
Your data is stored on Cloudflare's global edge network using D1 (SQLite-compatible database) and R2 (object storage). We implement industry-standard security measures including encryption in transit (TLS 1.3), role-based access control, and ongoing security reviews. Inspection data is logically isolated per tenant — no tenant can access another tenant's data.
4. Data Sharing & Subprocessors
We do not sell, trade, or otherwise transfer your personal information to third parties except as described in this policy. We rely on a small set of service providers (subprocessors) to operate the platform: Cloudflare provides our infrastructure (hosting, database, file storage, bot protection, PDF rendering, and analytics delivery); Stripe processes subscription payments; transactional email is sent by one of Resend, SendGrid, Postmark, or Mailgun; SMS text messages on the hosted platform are delivered by Twilio or Telnyx; and Google Analytics provides usage analytics, delivered through Cloudflare's server-side tag loader (Cloudflare Zaraz). For email and SMS we name every provider the platform is built to use, not only the one active today: which one carries a given message is an operational configuration we may change, and each is engaged under the same obligations. These providers are contractually obligated to protect your data. Separately, an inspection company may connect its own email or messaging account (any of the providers named above). Messages sent that way go under that company's own account and provider contract rather than ours, and that provider is the company's processor, not our subprocessor. We do not sell or share mobile opt-in information or phone numbers with third parties or affiliates for their own marketing purposes. Whether Google is one of our subprocessors depends on how a company runs AI features, and both answers are live. Where a company is on our managed AI tier, Google is our subprocessor for that company: the inspection text it chooses to process is sent to Google under our own key and Google account, and is covered by the subprocessor obligations described above. Where a company instead saves its own Google Gemini API key, Google is not our subprocessor for that company: the integration runs under that company's own Google account, and any inspection text sent to it goes to Google under that account, not ours. Because that content travels under the company's own Google account rather than ours, Google's handling of it follows the company's own agreement with Google and the service tier of the key it saved — tiers differ on whether submitted content may be used to improve Google's models and on whether human reviewers may read it — rather than the subprocessor obligations described above. The platform cannot see which tier a company's key belongs to, so each company running its own key should check Google's terms for its own account. That check is a bring-your-own-key responsibility only: on the managed tier we select the Google service tier ourselves and keep it on a paid tier, so it is ours to keep current rather than yours to verify.
5. Controller & Processor Roles
We play two different roles depending on the data. For account data — your identity as a user and your billing information — we are the data controller. For company content — the data about your clients that you enter into your inspections — we act as a processor on your behalf, and the inspection company is the controller. If you are an end client (for example, a homebuyer) and you want to access, correct, or delete your personal data, please contact the inspection company you hired; they control that data. When a company asks us to help fulfill such a request, we will assist them in doing so.
6. Your Rights
You may access or correct your personal information at any time through your account settings. You may leave a company, or delete your InspectorHub account entirely — these are different actions with different consequences, described in Section 7. You may also request an export of your portal account data (see Section 7). If you are located in the European Economic Area, you have additional rights under the GDPR, including the right to data portability and the right to lodge a complaint with a supervisory authority.
7. Data Export & Deletion
Leaving a company removes only your own membership in that one company; your InspectorHub account and any other companies you belong to are unaffected. If you are the sole administrator of a company, you cannot leave it directly — you must first transfer the administrator role to another member, or delete the company instead. Deleting your account is a separate, more consequential action that closes your account entirely, and requires you to re-enter your password to confirm. If you solely administer any company, that company first enters the existing 30-day offboarding grace period — during which it can still be restored — before it is permanently torn down. Once any applicable grace period ends, your portal-side personal data (your name, email address, contact details, and login credentials) is erased or anonymized, and your session is ended. Some records are kept after deletion under a specific legal basis, not by oversight: financial and billing records are retained to meet tax and accounting obligations; security and audit logs are retained for a limited, defined period under our legitimate interest in platform security and to establish, exercise, or defend legal claims, with any directly identifying details in those logs removed on deletion; and records proving you accepted our terms are retained with identifying details such as your IP address scrubbed, so we can demonstrate what was agreed without keeping the underlying personal data. Inspection reports and related records are retained as professional records of the inspection company that produced them and are not affected by your personal account deletion; deleting your InspectorHub account does not alter the statutory and licensing retention obligations that apply to those inspection reports — see Section 5 if you are an end client seeking to reach the controller of that data. Following any purge, we retain only a destruction record — non-personal metadata confirming that the deletion took place — so we can demonstrate the data was removed. You may request an export of your portal account data — your profile and identity details, company memberships, consent records, and account-related emails — at any time from your account settings; it is delivered as a time-limited download link rather than an instant download. Inspection data and photo files are not included in this self-service export: those belong to the inspection company, and are provided separately as part of that company's data export when it is offboarded, described above.
9. International Data Transfers
Your data is processed on Cloudflare's global network, with primary storage located in the United States. By using the Service, you understand and agree that your data may be processed in the United States and in other jurisdictions where we or our service providers operate, which may have data-protection laws different from those in your own country.
10. Self-Hosted Instances
If you use the self-hosted version of the OpenInspection software, your data never touches our servers. You are solely responsible for the security and privacy of data on your own infrastructure. This privacy policy applies only to the hosted InspectorHub cloud platform.
11. SMS & Text Messaging
Inspection companies using our platform may send transactional SMS about an inspection — including appointment confirmations and reminders, report-ready notifications, and related job updates. Message frequency varies based on inspection activity. Message and data rates may apply. You can opt out at any time by replying STOP to any message, and you can reply HELP for assistance. Consent to receive text messages is not a condition of any purchase or service. We do not sell or share mobile opt-in information or phone numbers with third parties or affiliates for their own marketing purposes. How consent works depends on your role: if you are a consumer (for example a homebuyer or other client), the inspection company texts you only after express opt-in — such as an unchecked booking checkbox, an SMS opt-in link, or a recorded verbal attestation — and retains that consent record; if you are a business counterparty named on the inspection (for example a real-estate agent, attorney, or transaction coordinator), you may receive transactional job texts based on that established business relationship and the phone number provided for the transaction, without a separate consumer opt-in checkbox, while STOP remains available. SMS messages are delivered through our messaging providers, Twilio, Inc. and Telnyx LLC, acting as our subprocessors; either may carry a given message. On the hosted InspectorHub platform messages are sent from a number registered for that inspection company's messaging program; self-hosted operators and companies using their own messaging account send from their own number under their own provider account.
12. Account SMS & Text Messaging (InspectorHub to Subscriber)
If you provide a mobile phone number and opt in at signup, InspectorHub may send you account and billing text messages — including subscription renewal reminders, payment alerts, and account lifecycle notices — from a dedicated InspectorHub toll-free number. Message frequency is low and varies by account activity. Message and data rates may apply. You can opt out at any time by replying STOP to any message, and you can reply HELP for assistance. Consent to receive account text messages is not a condition of any purchase or service. We do not sell or share your mobile number or opt-in status with third parties or affiliates for their own marketing purposes. These account alerts are separate from any text messages you may receive from the inspection company you work with (§11 above). Account SMS is delivered through our messaging provider(s), Twilio, Inc. and/or Telnyx, Inc., acting as our subprocessors.
13. Email & In-App Notifications
Text messages are not the only way an inspection company reaches you through the platform. It also sends email, and posts notices inside your client portal. Some of these are the record of something you are a party to, and cannot be switched off: your sign-in link, an agreement sent to you to sign, your copy of that agreement once signed and its signature certificate, an invoice, and your inspection report when it is published — including the PDF copy. Everything else is yours to choose, one notification and one channel at a time: reminders, follow-ups after the inspection, review requests, and similar updates. Your notification settings list every notification the company can send you, show which ones are always sent and why, and let you switch the rest on or off per channel. Reach them from the bell in your client portal, or at /portal/<company>/notifications on the InspectorHub address that company uses. Switching email off there stops the optional email only — it never stops the messages listed above, because those record a transaction rather than tell you about one. If you are a member of an inspection company's team the same settings are under Settings → Profile in your company, and if you hold a real-estate agent account they are under Settings → Profile in the agent portal. Text messages are governed separately by section 11 above: your consent to be texted is a different question from which texts you want, and both are shown together on that screen.
14. Changes to This Policy
We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the effective date. Your continued use of the platform after changes constitutes acceptance of the updated policy.
15. Contact Us
If you have any questions about this privacy policy or our data practices, please contact us at privacy@inspectorhub.io or through our contact form.