Privacy Policy

Shops. If you signed up for Service Almanac, we hold your account details and we run the service for you. For the customer records inside your account, you are the one deciding what gets collected and why. We hold and process them on your instructions, and we do not do anything else with them.

Homeowners and building owners. If your details are in this system, it is because a shop you do business with put them there. Your relationship is with that shop. If you want to see, correct, or remove what they hold about you, ask them — and if you cannot reach them, email us at hello@servicealmanac.com and we will pass it on and help where we can.

Your account. The email address you sign in with, your shop name and contact details, and your settings and time zone. There is no password, so we never hold one.

The book you keep here. Whatever you enter or import: customer names, email addresses and phone numbers, service addresses, equipment and its history, agreements and their prices and dates, visits, notes you write, quotes, and invoices.

Payment information. If you subscribe, Stripe holds the card and tells us only the basics — that a payment succeeded, when, and for how much. If you take payments from your customers through the product, the same is true of theirs. Card numbers go to Stripe directly; we never see or store them.

Technical records. Ordinary server logs (page requests, IP addresses, browser type, timestamps), error reports when something breaks, a count of how often each feature is used so we know what to build next, and a record that a given email was sent and whether it was delivered.

If you joined the list. If you gave us your email on the home page before signing up, we keep that address and the trade you selected, to email you product news. Every one of those emails has an unsubscribe link.

• Running the service: showing you your book and keeping it correct.
• Sending email you asked us to send — your sign-in link, and the reminders, renewals, quotes, and invoices that go to your customers under your shop’s name.
• Taking your subscription payment, and the payments your customers make to you.
• Support: when you write in about a problem, looking at what is needed to fix it.
• Keeping the service up and safe: finding faults, blocking abuse, and rate-limiting the public forms.
• Understanding which features get used, so a one-person company builds the right next thing. These counts are about usage, not about people.

• We do not sell or rent your data, or your customers’ data, to anyone.
• We do not use it for advertising, and we run no advertising trackers.
• We do not use your book to train AI models — ours or anyone else’s.
• We do not browse an individual shop’s records out of curiosity. Access happens when you ask for help, when a fault requires it, or when the law requires it.

We keep this list short on purpose, and every one of these is under a contract that limits them to working on our behalf. Here is who they are and what each actually sees:

Beyond that list, we would only hand over data if the law genuinely required it — and if we are allowed to tell you it happened, we will. If the business is ever sold, the data goes with it and this policy goes with the data; we will tell you before anything changes.

Three parts of the product send text to an AI model: reading the spreadsheet you paste in during import, drafting a renewal or follow-up email from a customer’s history, and turning a written request into a job. Only the text that feature needs is sent, only when you or a scheduled job you set up triggers it, and the provider is contractually barred from training on it. If an AI call fails, the rest of the product keeps working.

One cookie, and it is the one that keeps you signed in. We use no advertising or tracking cookies, and the page-traffic measurement we run is cookieless — which is why you have never seen a cookie banner here.

• Your book: for as long as your account is open. Cancelling a paid subscription stops future charges but does not delete the account. If the owner chooses Close your account in Settings and confirms the shop name, the live account and its book are deleted then, with no recovery window. Closing an account does not cancel an active Stripe subscription; cancel it from Billing first.
• Backups: encrypted database backups roll off on their own schedule, so deleted data can persist in a backup for a short period after it is gone from the live system.
• Records of email we sent: kept so we can answer “did that reminder go out?”, then trimmed.
• Email safety records: an email address that unsubscribed, complained, or permanently bounced can stay on our do-not-send list, with a small change history, after an account closes. We keep it to honour the person’s choice and avoid sending to a dead address; it contains no message content.
• Payment records: kept as long as tax and accounting rules require, which is longer than the rest.
• Technical logs and error reports: a short window, measured in weeks, not years.

Export. The account owner can choose Download everything in Settings at any time. It produces one file containing the shop’s records with no limit on the number of records, including customers, jobs, quotes, invoices, plans, visits, team members, account activity, and a list of uploaded media. It does not contain the photo or video files themselves. Contact us before closing if you need help taking a copy of those files. Smaller spreadsheet downloads remain available on the list pages for day-to-day work.

See it or correct it. Nearly everything we hold about your shop is on screen and editable. If something is wrong and you cannot fix it yourself, tell us and we will.

Delete it. If you can sign in, go to Settings and choose Close your account. The owner confirms the shop name, and the account and its live book are deleted immediately. Cancel any active subscription in Billing first because closing the account does not cancel it at Stripe. If QuickBooks is connected, closing removes the connection details we hold but does not verify that Intuit revoked its authorization. Email us before closing if you want us to revoke and verify that access. Uploaded files are removed separately after the account closes. If storage is unavailable or the collection is very large, some files can remain after closure. Email us if you want us to verify that they are gone. Encrypted provider backups can also retain a copy for a limited period, and the email safety records described above can remain. If you cannot sign in, email hello@servicealmanac.com from the account address. We will verify the request, complete it within 30 days, and confirm when it is done.

Depending on where you live you may have further rights over your personal information, including asking what we hold and objecting to some uses of it. Ask and we will honour them; we do not intend to make anyone cite a statute to get a straight answer. [To confirm with counsel: which privacy laws actually apply, and whether this section needs their specific language]

Data is encrypted in transit and at rest. Every query the application makes is scoped to your shop’s own account so one account cannot reach another’s, and that scoping is tested automatically on every change we ship. Sign-in is by emailed link, so there is no password to steal from us. Access to production systems is limited to who needs it, and we watch for faults continuously.

No system is perfectly secure. If your data is ever caught up in a breach, we will tell you what happened, what was affected, and what we are doing about it — promptly, and without waiting to be asked.

The application and database run in the United States, and our vendors process data there. If you use the service from outside the US, your information is being handled in the US.

This is business software for trade shops. It is not meant for children, and we do not knowingly collect information from anyone under 16. If you believe a child’s information reached us, tell us and we will remove it.

When the product changes, this page changes with it — including this list of companies. Small corrections update the date at the top. Anything that meaningfully changes what we do with your data gets an email to the account before it takes effect.

Questions, requests, or a concern about how something is handled: hello@servicealmanac.com. A real person reads it. The Terms of Service cover the rest of the agreement. Last updated August 31, 2026.