Privacy Policy

1. Information We Collect

Fortress OS collects and processes the following categories of information in the course of providing our services:

Customer and Contact Information

• Names, addresses, phone numbers, and email addresses of clients and property contacts
• Property addresses and related geographic data
• Communication history including emails, SMS messages, and call transcripts

Operational Data

• Work order details, job status, scheduling records, and dispatch history
• Invoice amounts, payment records, and accounts receivable data
• Crew assignments, labor records, and performance metrics
• Estimating data including material costs and pricing

System and Usage Data

• Agent activity logs, audit trails, and error records
• API usage metrics and cost tracking data
• System performance and health monitoring data

2. How We Use Information

Information collected by Fortress OS is used exclusively for the following internal business purposes:

• Coordinating service dispatch and work order management
• Automating scheduling, follow-up communications, and reminders
• Generating invoices, tracking payments, and managing accounts receivable
• Analyzing business performance and generating operational reports
• Training and improving AI agent decision-making for internal use
• Ensuring compliance with internal policies and procedures

3. No Third-Party Sharing or Sale of Data

Information processed by Fortress OS is used solely to operate and improve our internal business systems. We do not use customer or operational data for advertising, profiling, or any purpose outside of delivering roofing services.

4. Service Providers and Integrations

Fortress OS integrates with a set of third-party platforms necessary to deliver our services. Data may be transmitted to these platforms solely to perform functions on our behalf:

• Centerpoint Connect — CRM and work order management
• QuickBooks Online — Invoicing and financial records
• Twilio — SMS and voice communications
• Google (Gmail, Calendar, Drive) — Email, scheduling, and document storage
• Slack — Internal team communications
• DocuSign — Contract execution
• Anthropic (Claude API) — AI-powered text processing and decision support

Each of these providers is bound by their own privacy policies and, where applicable, data processing agreements. We do not authorize these providers to use your data for their own independent purposes.

5. Data Storage and Security

All data processed by Fortress OS is stored in Supabase (PostgreSQL) hosted on AWS infrastructure. We implement the following security controls:

• Row-level security (RLS) on all database tables
• All credentials stored in AWS Secrets Manager — never in code or configuration files
• Encrypted connections (TLS) for all API calls and data transfers
• Audit logging of all data access and modification events
• Human-in-the-loop approval required for high-risk automated actions

6. Data Retention

We retain operational data for as long as necessary to deliver our services and comply with applicable legal and accounting requirements. Work orders, invoices, and financial records are retained in accordance with standard business and tax record-keeping obligations (typically seven years). Communication logs and AI decision records are retained for audit and quality assurance purposes.

You may request deletion of your personal data by contacting us at the address below, subject to legal retention obligations.

7. AI and Automated Decision-Making

Fortress OS uses AI to automate routine business processes including drafting communications, flagging priorities, and recommending actions. We maintain a Risk Tier system that requires human approval for all medium, high, and critical-risk decisions. No automated action is taken without appropriate human oversight for consequential decisions.

AI models process data solely to perform the tasks described in this policy. We do not use your data to train external AI models or contribute to third-party AI training datasets.

8. Your Rights

Depending on applicable law, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Object to or restrict certain processing activities
• Receive a copy of your data in a portable format

To exercise any of these rights, please contact us using the information below. We will respond within 30 days.

9. Children's Privacy

Fortress OS is a business-to-business platform not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the updated policy at this URL with a revised effective date. Continued use of Fortress OS after changes are posted constitutes acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please contact:

Roofing USA
Charleston, South Carolina
Email: service@roofingusa.com