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ProRate AI Privacy Policy

Effective date: October 18, 2026

ProRate AI ("ProRate", "we", "us") provides software that home-service businesses ("Companies") use to run their work: customers, proposals, invoices, scheduling, payments and email. This policy explains what information we collect, how we use it, and the choices you have. It covers our website (prorateai.com) and the ProRate application.

Who this policy covers

  • Companies and their team members who sign up for and use ProRate.
  • A Company's own customers, whose details the Company enters into ProRate. For that information the Company decides what is collected and why; we process it on the Company's behalf and only to provide the service to them. Questions about it should go to the Company first.
  • Visitors to our website.

Information we collect

  • Account information: name, email address, company name, phone, address and sign-in details. You can sign in with Google, Microsoft or a one-time email code.
  • Business records you create: customers and their contact details, service addresses, equipment, proposals, work orders, invoices, payments, signatures, notes, photos and files you upload.
  • Payment information: card and bank payments are processed by the Company's payment processor (Stripe or Square). ProRate does not store full card numbers; we keep the payment's amount, status and the processor's reference.
  • Information from connected accounts (Google or Microsoft), only when a Company connects them, described below.
  • Usage and device data: sign-ins, actions taken in the app (kept as an activity log for the Company's security and records), IP address, browser and device type.
  • Support messages you send us.

Google and Microsoft account data

A Company can connect a Google Workspace, Gmail, Microsoft 365 or Outlook.com account so ProRate can work through it. We ask only for the permissions a feature needs, when the Company turns that feature on:

  • Sign-in (Google, Microsoft): your name, email address and account identifier, to sign you in.
  • Sending email (Gmail gmail.send; Microsoft Mail.Send): to send the Company's invoices, proposals, receipts and appointment emails from its own address. ProRate sends messages only; it does not read, search or store the mailbox's other email.
  • Calendar (Google Calendar; Microsoft Calendars.ReadWrite): to add, update and remove the Company's scheduled visits on its calendars, and to see busy times so visits aren't double-booked.
  • Contacts (Google People API; Microsoft Contacts.ReadWrite): to keep the Company's customer contacts in step between ProRate and its address book, when the Company turns contact sync on.
  • Files (Google Drive drive.file; Microsoft OneDrive Files.ReadWrite): to save a copy of each PDF the Company emails to a customer in a folder named after the Company, when the Company turns this on. With Google, ProRate can reach only the files and folders it created.

We use this data only to provide these features to the Company that connected the account. Specifically:

  • We do not sell it, use it for advertising, or use it to build profiles of anyone.
  • We do not use it to train or improve artificial intelligence or machine-learning models, and we do not send it to AI services.
  • People at ProRate do not read it, except with the Company's permission (for example, to help with a support request), when needed for security (such as investigating abuse), or to comply with the law.
  • We share it only with the service providers that host and run ProRate (listed below), under contracts that limit their use to running the service.
  • Access tokens are encrypted at rest. A Company can disconnect an account in its email settings at any time, and can also revoke access from its Google or Microsoft account settings.

ProRate AI's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

How we use information

  • Provide, maintain, secure and improve the service, including the features a Company turns on.
  • Send the emails a Company asks us to send, and service emails such as sign-in codes and notices about its account.
  • Process subscription billing for ProRate itself.
  • Prevent fraud and abuse, keep activity logs, and meet legal obligations.
  • Answer support requests.

Some features use AI providers: reading an equipment nameplate from a photo you upload, and looking up product details for a Company's catalog. Only the photo or product query is sent for that purpose. Data from Google or Microsoft accounts is never sent to AI providers.

Service providers

We use these providers to run ProRate; each receives only what its job needs:

  • Google Cloud (hosting, database and file storage, in the United States).
  • Email delivery: the Company's own Google or Microsoft mailbox, or Mailjet if the Company chooses it, and our system sender for sign-in codes.
  • Payment processors chosen by the Company: Stripe or Square.
  • OpenAI, for the AI features described above.
  • Address lookup, when the Company configures it.

We may also disclose information if required by law, to protect rights and safety, or as part of a merger or sale of the business, with notice where required.

Retention and deletion

A Company's records are kept while its account is active and as needed for its legal and tax records. When a Company closes its account, we delete or anonymize its data within 90 days, except where the law requires us to keep it longer. Tokens for a disconnected Google or Microsoft account are deleted when it is disconnected. Copies of documents queued for a Company's Drive or OneDrive are deleted as soon as they are saved there.

Security

We protect information with encryption in transit and at rest, a separate database for each Company, role-based access, activity logs and regular security reviews. No system is perfectly secure; please keep your sign-in secure and tell us about anything suspicious.

Your choices and rights

You can view and update your account details in the app. Depending on where you live, you may have the right to access, correct, delete or export your personal information, and to object to or restrict certain processing. If your information was entered by a Company you do business with, contact that Company; we will help it respond. To make a request, email privacy@prorateai.com.

Cookies

We use cookies that keep you signed in and keep the service secure. We do not use advertising cookies.

Children

ProRate is for businesses and is not intended for anyone under 18. We do not knowingly collect information from children.

International users

ProRate is operated in the United States, and information is stored and processed there.

Changes

We will post any changes here with a new effective date, and tell Companies by email or in the app before a material change takes effect.

Contact

ProRate AI · privacy@prorateai.com