Privacy Policy

Last updated: April 2026

1. Information We Collect

We collect the following types of information:

• Account information — your email address for authentication and communication
• Business information — company name, address, phone number, license number, and logo as provided in your profile
• Estimate/invoice data — customer details, job specifications, line items, and pricing you submit for document generation
• Usage data — pages visited, features used, and interactions with the service (collected via Google Analytics)
• Payment data — processed and stored by Stripe; we do not store credit card numbers on our servers

2. How We Use Your Information

We use your information to: generate estimate and invoice PDFs, manage your account and subscriptions, send transactional emails (estimate notifications, payment confirmations, trial reminders), improve our service, and comply with legal obligations.

3. Third-Party Processors

We share data with the following third-party service providers who process data on our behalf:

• Stripe (stripe.com) — payment processing, subscription management, and billing. Stripe processes your payment card information directly and is PCI-DSS compliant.
• Zoho Mail (zoho.com) — transactional email delivery for magic links, notifications, and account communications sent from Estimates@sendtheestimate.com.
• Google Analytics / Google Ads (google.com) — website analytics, conversion tracking, and advertising measurement. Google may set cookies on your browser for these purposes.

We do not sell your personal information to third parties.

4. Data Security

We take the following measures to protect your data:

• Submission data is encrypted at rest using AES-256 encryption
• Authentication uses secure, time-limited magic email links — we do not store passwords
• Session tokens are stored in httpOnly cookies to prevent XSS attacks
• All API endpoints are protected with rate limiting and CORS restrictions

5. Data Retention

Completed estimate and invoice PDF files are automatically purged after 90 days. Audit logs are retained for 90 days and then automatically deleted. Account information is retained until you request deletion. Magic link tokens expire after 15 minutes.

6. Cookies

We use the following cookies:

• Authentication cookie (essential) — a secure, httpOnly JWT cookie to maintain your login session
• Google Analytics cookies (analytics) — used to understand how visitors interact with our website
• Google Ads cookies (advertising) — used to measure advertising effectiveness and conversions

7. Your Rights (GDPR / CCPA)

Depending on your location, you may have the following rights regarding your personal data:

• Right to access — request a copy of the personal data we hold about you
• Right to rectification — request correction of inaccurate data
• Right to erasure — request deletion of your personal data ("right to be forgotten")
• Right to portability — request your data in a portable, machine-readable format
• Right to opt out of sale — we do not sell personal information, but you may contact us to confirm
• Right to non-discrimination — we will not discriminate against you for exercising your rights

California residents (CCPA): You have the right to know what personal information we collect, request its deletion, and opt out of its sale. We do not sell personal information. To make a request, contact us at the email below.

EU/EEA residents (GDPR): Our legal basis for processing your data is contract performance (generating estimates you request) and legitimate interest (improving our service). You may withdraw consent for analytics tracking at any time by disabling cookies in your browser.

8. Children's Privacy

SendTheEstimate is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children.

9. Changes to This Policy

We may update this privacy policy from time to time. We will notify registered users of material changes via email. The "Last updated" date at the top indicates the most recent revision.

10. Contact

For questions about your data, to exercise your privacy rights, or to request deletion of your account, contact us at Estimates@sendtheestimate.com.