Privacy Policy

TradeOS (“TradeOS,” “we,” “us,” or “our”) is a field service management platform operated by TradeOS LLC, a Missouri limited liability company located at 112 River Oaks Rd, Pevely, MO 63070. TradeOS LLC is the data controller for all personal information collected through the Service, including mobile phone numbers and SMS opt-in consent records. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have. It applies to the TradeOS web dashboard, mobile technician app, and related services (collectively, the “Service”).

1. Information we collect

We collect the information you provide and the information generated as you use TradeOS:

• Account information — name, email, phone number, company name, role, and password (hashed).
• Business data you enter — customers, jobs, schedules, invoices, pricebook items, photos, notes, and uploaded files.
• Call and message data — when the AI receptionist answers a call or sends a text on your behalf, we store recordings, transcripts, summaries, and the action taken.
• Location data — if a technician enables location on the mobile app, we store GPS coordinates so dispatchers can route jobs efficiently. Location is only captured while the app is in use.
• Payment data — Stripe processes card payments on our behalf. We store the payment status, amount, and a reference ID — we never see or store full card numbers.
• Device & usage data — IP address, browser/OS, pages visited, and timestamps, used for diagnostics and abuse prevention.

2. How we use your information

• Provide, operate, and improve the Service.
• Book and route jobs, generate invoices, collect payments, and send notifications (SMS, push, email).
• Transcribe voice recordings into text for invoicing and call summaries.
• Sync data to third-party tools you connect (for example, QuickBooks Online).
• Detect, investigate, and prevent fraud, abuse, and security incidents.
• Comply with legal obligations.

3. Service providers we share data with

TradeOS is built on a small, deliberate set of vendors. We share only the data each vendor needs to perform their function:

• Supabase — hosts our database, authentication, and file storage.
• Vercel — hosts the web dashboard and marketing site.
• Stripe — processes payments and payouts. Stripe is a PCI-DSS Level 1 provider.
• Retell AI — powers the AI voice receptionist and SMS messaging.
• OpenAI — provides the speech recognition model used for voice-to-text invoicing. Audio sent to OpenAI is not used by them to train models.
• Intuit QuickBooks Online — if you connect QuickBooks, we share customers, invoices, and payments you choose to sync.
• n8n — our workflow automation layer, self-hosted, that orchestrates the above services.

We do not sell your personal information. We do not share your data with advertisers. We only disclose data to third parties in the limited cases described here, or when required by law.

4. SMS messaging program

TradeOS operates an SMS messaging program (“TradeOS Service Notifications”) that sends transactional text messages on behalf of contractors who use the Service. Recipients may include the contractor’s customers (appointment confirmations, “technician on the way” updates, invoice and payment links, appointment reminders, requests for a Google review after a completed job) and the contractor’s own staff (dispatch notifications, daily briefings, missed-lead follow-ups).

How customers opt in. When a customer calls a contractor that uses TradeOS, our AI receptionist verbally informs the caller that we will send an SMS confirmation to the phone number they provide. Continuing the call and providing a phone number constitutes consent to receive transactional SMS related to that service request. Contractor staff opt in by being added to a TradeOS account by their employer and providing a mobile number for dispatch and operational messaging.

Message frequency. Recurring; varies by job activity. Typical: 2–10 messages per active service job for customers, and 1–5 per workday for contractor staff.

Cost. Message and data rates may apply. TradeOS does not charge recipients for messages.

Opt out. Reply STOP to any message to unsubscribe at any time. You can also email support@tradeoperatingsystems.com with the subject “STOP” and your phone number.

Help. Reply HELP to any message, or contact support@tradeoperatingsystems.com.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. Mobile opt-in data is used solely to deliver the messages you have consented to receive and to operate the Service. TradeOS LLC does not sell SMS data.

Carriers. TradeOS sends SMS through major US carriers including AT&T, Verizon, T-Mobile, US Cellular, and others. Carriers are not liable for delayed or undelivered messages.

5. QuickBooks Online data

If you connect a QuickBooks Online company, TradeOS uses Intuit’s OAuth 2.0 flow to obtain a secure access token. We store that token encrypted in our database and use it only to push the records you authorize — customers, invoices, payments, and related line items. TradeOS is the source of truth; sync direction is one-way (TradeOS → QuickBooks). You can disconnect at any time from the Integrations panel in Settings, which revokes the token and stops all sync. Our use of information received from Intuit APIs complies with Intuit’s Developer Code of Conduct.

6. How long we keep your data

We keep business data (customers, jobs, invoices, call logs) for as long as your account is active. When you cancel, we retain records for up to 90 days for billing reconciliation and then delete or anonymize them, except where a longer retention period is required by law (for example, financial records we may need to keep for up to seven years).

7. Security

All data is transmitted over TLS. Passwords are hashed. Database access is restricted by Row-Level Security policies that isolate each company’s data. OAuth tokens are encrypted at rest. We review access logs and follow the principle of least privilege internally. No system is perfectly secure — if you discover a vulnerability, please report it to support@tradeoperatingsystems.com.

8. Your rights

Depending on where you live, you may have the right to access, correct, export, or delete your personal information, and to object to or restrict certain processing. To exercise any of these rights, email support@tradeoperatingsystems.com. We respond within 30 days.

California residents have specific rights under the CCPA. We do not sell personal information as the term is defined in that law.

9. Children

TradeOS is not intended for use by anyone under 16. We do not knowingly collect personal information from children.

10. International users

TradeOS is operated from the United States. If you access the Service from outside the U.S., you consent to your information being transferred to and processed in the U.S.

11. Changes to this policy

We may update this policy as the Service evolves. Material changes will be announced in-app or by email at least 14 days before taking effect. Continued use after the effective date means you accept the update.

12. Contact