Privacy Policy

Sota Landscaping OS is a private, internal application used by employees of Sota Landscaping LLC to document company purchases and cost jobs. It is not offered to the public. Access is by mobile phone number, limited to the company roster.

Employee roster details (name, mobile number, email, role, and the last four digits of a company card); receipt photos and the details read from them (vendor, amount, date, line items); job, customer, quote, schedule and timesheet records from Jobber; company card and bank transactions; emailed vendor invoices from allowlisted senders; and the actions taken inside the application, kept in an audit log.

Connected by OAuth from a company administrator. The application reads the chart of accounts and transactions and writes categorized purchases with the receipt image attached. No other Intuit data is read. The connection can be revoked at any time in QuickBooks under Apps, and the stored tokens are discarded when it is.

Company card and bank transactions are received through Plaid. Bank credentials never touch the application; Plaid returns transactions and account descriptors only. The connection can be revoked at the bank or at my.plaid.com.

With the read-only gmail.readonly scope, the application reads vendor-invoice attachments from allowlisted senders in a company mailbox and matches them to card charges. Nothing is sent, moved, labeled or deleted, and no other mail is read. The connection can be revoked at myaccount.google.com/permissions.

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

Jobs, clients, quotes, the schedule, timesheets and invoices are read through Jobber's API, connected by OAuth from a company administrator. Nothing is written to Jobber. The connection can be revoked in Jobber under Apps.

Login codes are sent by text to the mobile number on the roster. Nightly summaries and missing-receipt reminders are sent by text only to employees the company has enrolled. Reply STOP to opt out, HELP for help. Msg & data rates may apply. Message frequency varies.

The database, authentication and receipt-image storage are hosted on Supabase in the United States, encrypted in transit and at rest. Every table is protected by row-level security; receipt images are served through short-lived signed links.

Receipt images and emailed invoices are read by Anthropic's API to extract the vendor, amount, date and line items. That data is not used to train models. No bank credentials are ever sent.

Records are retained for as long as Sota Landscaping LLC directs, to support its books and job records. A connection revoked at the provider stops all further collection from it. On written request from the company, its records and receipt images are deleted from the application and its backups within 30 days, except where a copy has already been posted to the company's own QuickBooks file.

Questions about this policy or a deletion request: matt@htautomations.com.