Privacy Policy
This Privacy Policy explains how Headquartered LLC (“Headquartered,” “we,” “us”) collects, uses, and shares information in connection with the Headquartered field service management platform, our website at headquartered.app, and related services (together, the “Service”).
Headquartered is business software. Our customers are service businesses — such as HVAC, plumbing, and electrical companies — that use the Service to run their operations (“Businesses”). Businesses use the Service to store information about their customers (“End Customers”) and to send them communications such as estimates, invoices, and appointment messages. This policy covers both groups.
1. Information we collect
Account and business information. When a Business signs up, we collect information about the business and its team members: names, email addresses, phone numbers, business name and contact details, user roles, and login credentials. Passwords are stored only in hashed form — we never store or see your plaintext password.
End Customer information entered by Businesses. Businesses enter information about their End Customers into the Service in order to run their operations. This typically includes names, phone numbers, email addresses, service addresses, equipment details, job and service history, notes, estimates, invoices, and — where a Business collects one — an electronic signature image approving an estimate. We process this information on behalf of the Business that entered it, to provide the Service.
Communications sent through the Service. When a Business sends an estimate, invoice, appointment notification, or text message through the Service, we process the contents of that communication and related delivery information (such as the recipient address or phone number, timestamps, and delivery status).
Booking and request information. If you are an End Customer who submits a booking or estimate request through a Business’s online booking page, we collect the information you provide — such as your name, phone number, email address, service address, and a description of the work requested — on behalf of that Business.
Technical information. Like most online services, we automatically collect limited technical data when the Service is used: IP address, browser and device type, and server logs. We use this for security, troubleshooting, and operating the Service.
Payment information (when payments launch). When online payments become available, payment card details will be collected and processed by our payment processor. We will not store full card numbers on our systems.
2. How we use information
We use the information described above to:
- Provide, operate, maintain, and secure the Service;
- Send the communications a Business directs us to send (for example, delivering an invoice email or an appointment text message to an End Customer);
- Provide customer support;
- Protect against fraud, abuse, and security threats;
- Improve the Service;
- Comply with legal obligations.
We do not sell personal information, and we do not use End Customer information for our own advertising or marketing.
3. Text messaging (SMS) disclosures
Businesses may use the Service to send text messages to End Customers who have provided their phone number and consented to receive service-related messages — for example, appointment confirmations, estimate and invoice notifications, and replies when an End Customer calls or texts the business.
- Consent. End Customers opt in to receive text messages by providing their phone number and agreeing to receive service-related messages — either directly to the Business (for example, when booking service by phone) or by submitting their number through a Business’s online booking or estimate request form.
- Message frequency varies. Message and data rates may apply.
- Opting out. Reply STOP at any time to stop receiving text messages. Reply HELP for help.
- No third-party marketing use of mobile information. We do not share, sell, rent, or trade mobile phone numbers or SMS opt-in data with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except for vendors and service providers acting on our behalf solely to deliver messages (such as our text messaging service provider).
4. How we share information
We share information only in the following circumstances:
Service providers. We use a small number of vendors to operate the Service, such as cloud hosting and database infrastructure, email delivery, text message delivery, address geocoding and travel-time calculation for scheduling (service addresses and technician base locations are converted to map coordinates by our geolocation provider), and (when payments launch) payment processing. These providers process information only to provide their services to us and are not permitted to use it for their own purposes.
Accounting integrations a Business connects. A Business may connect its own accounting software to the Service — currently QuickBooks Online, a product of Intuit Inc. When a Business does so, we transmit that Business’s records — its customers’ names and contact details, invoices, payments, and catalog items — into the Business’s own accounting company, at the Business’s direction and under authorization the Business grants and can revoke at any time. This is not processing performed on our behalf: once transmitted, those records live in the Business’s own accounting software and are governed by the Business’s agreement with its accounting provider. Disconnecting the integration stops further transmission; records already in the Business’s accounting software remain there, under the Business’s control.
Within a Business’s account. Information a Business enters is visible to that Business’s authorized users according to the roles and permissions the Business sets.
Legal requirements. We may disclose information if required by law, subpoena, or other legal process, or where we believe disclosure is necessary to protect rights, safety, or the integrity of the Service.
Business transfers. If we are involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction. We will continue to protect it as described in this policy.
We do not sell personal information, and we do not share it with third parties for their own marketing.
5. Cookies and similar technologies
The Service uses only essential cookies and browser storage — for example, to keep you signed in and remember preferences such as your theme. We do not use third-party advertising cookies or trackers.
6. Data retention
We retain information for as long as a Business’s account is active and as needed to provide the Service. When an account is closed, or upon a valid deletion request, we delete or de-identify the associated information within a reasonable period, except where we are required to retain it for legal, security, or financial record-keeping purposes. Residual copies may persist temporarily in encrypted backups before being purged on a routine cycle.
7. Security
We use reasonable administrative and technical safeguards to protect information, including encryption of data in transit (HTTPS/TLS), hashed password storage, and role-based access controls. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
8. Your choices and rights
Businesses and their users can review and update account information in the Service, and can contact us at the address below to request access to, correction of, or deletion of their information.
End Customers: the Business you hired is responsible for the information it maintains about you. If you have a question or request about your information, we encourage you to contact that Business directly; you may also contact us at the address below and we will assist and route your request to the relevant Business where appropriate.
Text messages: reply STOP to any message to opt out, as described in Section 3.
We will respond to verified privacy requests within a reasonable time and as required by applicable law. Depending on where you live, you may have additional rights under state privacy laws.
9. Children
The Service is business software and is not directed to children. We do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, contact us and we will delete it.
10. Changes to this policy
We may update this policy as the Service evolves. If we make material changes, we will update the effective date above and, where appropriate, provide additional notice. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.
11. Contact us
Questions or requests about this policy or your information:
Email: privacy@headquartered.app
Mail: Headquartered LLC, 5900 Balcones Drive STE 100 Austin, TX, 78731, US