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FSMsync ("we," "our," or "us") is a field service management platform built for trade businesses — HVAC, plumbing, electrical, and related industries. This Privacy Policy explains how we collect, use, store, and protect information when you use our mobile application (iOS and Android), web application at app.fsmsync.com, and marketing website at fsmsync.com.
By using FSMsync, you agree to the practices described in this policy. If you do not agree, please discontinue use of the service.
Information We Collect
We collect information you provide directly, information generated through your use of the service, and limited device-level data required for app functionality.
| Category | Examples | Purpose |
|---|---|---|
| Account information | Name, email address, password (hashed), company name, phone number | Authentication and account management |
| Business data | Customer records, job details, estimates, invoices, payment records, service types, notes | Core application functionality |
| Payment information | Credit/debit card data (processed by Square), billing address | Processing customer payments via Square hardware |
| Location data | GPS coordinates (foreground only, when app is open) | Job routing and technician dispatch |
| Device & Bluetooth | Bluetooth scan for Square card reader; device OS, model, app version | Connecting to Square payment terminal |
| Usage data | Feature interactions, session duration, error logs, crash reports | Improving app reliability and performance |
| Signup attribution | The marketing page or campaign that brought you to sign up (the referring site's hostname and campaign tags in the signup link), captured once at registration | Understanding which page brought you to sign up |
| Push notification tokens | Firebase Cloud Messaging (FCM) device token | Sending job assignments and alerts to technicians |
| Subscription & billing | Stripe customer ID, subscription plan, payment status | Managing your FSMsync subscription |
Location access: FSMsync requests location permission only while the app is in use (foreground). We do not track your location in the background. You can revoke location permission at any time in your device settings.
Bluetooth access: Bluetooth is used solely to detect and connect to Square card readers for in-person payment processing. We do not scan for or store data from other Bluetooth devices.
How We Use Your Information
We use the information we collect to:
- Provide, operate, and improve the FSMsync platform
- Authenticate users and protect account security
- Process payments made by your customers via Square
- Send push notifications for job assignments, estimate approvals, and system alerts
- Send SMS messages to customers who have opted in — limited to technician-en-route notifications and day-before appointment reminders
- Generate estimates, invoices, and payment records for your business
- Manage your subscription, trial period, and billing via Stripe
- Respond to support requests and communicate service updates
- Account support and service operation — checking whether your account has reached setup milestones (first customer, first job, first invoice) and when it was last active, so we can help you get set up. This does not use login times.
- Detect, investigate, and prevent fraudulent or unauthorized activity
- Comply with applicable legal obligations
We do not sell your personal information to third parties. We do not use your business data for advertising purposes.
SMS / Text Messaging
With one exception described at the end of this section (the founder line), FSMsync sends SMS messages on behalf of the trade businesses that use our platform. SMS is used solely for transactional notifications related to a service appointment — never for marketing, promotions, or solicitation.
Message types:
- Technician en route: When your service technician begins traveling to your appointment
- Appointment reminder: A reminder the day before your scheduled service appointment
Consent: SMS messages are sent only to customers who have explicitly opted in. Opt-in is captured directly from the customer when they approve a service estimate on the customer-facing estimate page. The first SMS sent to any recipient identifies the sending business, states the message purpose, and includes the phrase "Reply STOP to opt out."
Frequency: Message frequency varies based on your service appointment activity. Most customers receive one to three SMS messages per appointment.
Charges: Standard message and data rates may apply, as set by your mobile carrier.
Opt-out: You can stop SMS at any time by replying STOP to any FSMsync message. To get help, reply HELP or contact support@fsmsync.com.
The FSMsync founder line (a sales number operated by ki-YOTE LLC): +1 817-518-3329 appears in sales emails ki-YOTE LLC sends to trade businesses. If you call it and the founder can't pick up, the greeting offers a text back; only if you press 1 do we send one text in reply to your call so you can say what you need and when to call back. Pressing 1 is optional and not a condition of anything: without it you still get a callback and no text. Any further texts are replies in a conversation you started. We never text a number that hasn't pressed 1 or texted this line first, and we never send marketing blasts from it. For this line we collect your phone number, the time of your call, any voicemail you leave (recording and transcript), and the texts you send, and we use them only to return your call. Message frequency: at most one text in reply to a call where you pressed 1, plus replies in a thread you started. Message and data rates may apply. Reply STOP to stop, HELP for help.
Mobile information sharing: We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes. No mobile information, including SMS opt-in status and phone numbers, is shared with third parties or affiliates for marketing or promotional purposes. Mobile information is shared only with the SMS service provider (Twilio) strictly for the purpose of delivering messages, and with the trade business whose service you are receiving.
Third-Party Services
FSMsync integrates with the following third-party services. Each operates under its own privacy policy:
| Service | Purpose | Data shared |
|---|---|---|
| Square | In-person and card-not-present payment processing | Payment card data, transaction amounts. Card data never touches FSMsync servers — it goes directly to Square. |
| Stripe | FSMsync subscription billing | Email, subscription plan, payment method for your FSMsync account billing |
| Firebase (Google) | Push notifications (FCM) | FCM device token |
| Sentry (Functional Software, Inc.) | Error, crash, and performance monitoring for the web app, mobile app, and our servers | Error details and stack traces; browser or device model and OS version; the page, screen, or request path where it happened (payment-link tokens, search terms, and login credentials are removed first); if you're signed in, your FSMsync user ID, role, and company ID; on the mobile app, a random install identifier used for crash-free session counts. Form contents and request bodies are never sent. We don't send your name, email, or phone. |
| Twilio | SMS message delivery (technician en-route, appointment reminders) | Customer phone number, SMS message body, opt-in status — only for customers who have opted in |
| QuickBooks Online (Intuit) | Optional accounting integration | Invoice and payment data you explicitly choose to sync — only when you connect your QuickBooks account |
| Anthropic | Optional "Draft with AI" estimate drafting | Only what you type into the drafting form (problem, what you found, work to be done, parts, exclusions), your service type, and your price book items — sent when you choose to draft an estimate with AI. Customer names and contact details are not sent. Under Anthropic's commercial API terms your inputs are not used to train its models. |
| Railway | Backend infrastructure and hosting | All application data transits and is stored on Railway's servers (SOC 2 Type II) |
Links to their privacy policies: Square · Stripe · Firebase · Sentry · Intuit/QuickBooks · Twilio · Anthropic
Data Sharing
We do not sell, rent, or trade your personal information. We share data only in these limited circumstances:
- Service providers: Third-party processors listed above, strictly to deliver the service
- Within your company account: Admins, dispatchers, and technicians on the same company account can access shared business data (customers, jobs, estimates) according to their assigned role
- Legal obligations: When required by law, court order, or to protect the rights and safety of FSMsync, its users, or the public
- Business transfer: If FSMsync is acquired or merged, data may transfer as part of that transaction. We will notify you via email prior to any such transfer
Data Retention
We retain your data for as long as your account exists — including after cancellation, when your account becomes read-only and your administrators keep access to export your records. We do not delete your business data just because your subscription ends, so you can always come back or take your data with you.
- You may request deletion of your account and associated data at any time — see Your Rights. We respond to privacy requests within 30 days
- Records you delete inside the app are removed from view immediately; personal information on deleted records is permanently anonymized by an automated process after 90 days
- Audit logs are retained for 3 years, then deleted
- Financial transaction records may be retained longer where required by applicable tax or legal regulations
- Anonymized, aggregated usage statistics may be retained indefinitely and cannot be linked back to you
Security
We take reasonable technical and organizational measures to protect your data:
- All data transmitted between the app and our servers uses TLS 1.2 or higher
- Passwords are hashed using bcrypt and are never stored in plaintext
- Authentication uses short-lived JWT access tokens with refresh token rotation
- Each user session is limited to two active devices simultaneously
- Payment card data is never transmitted to or stored on FSMsync servers — Square's PCI-compliant SDK handles all card capture
No method of transmission or storage is 100% secure. If you believe your account has been compromised, contact us immediately at support@fsmsync.com.
Your Rights
Depending on your location, you may have the following rights regarding your personal information:
- Access: Request a copy of the personal data we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your account and associated personal data
- Portability: Request your business data in a structured, machine-readable format
- Opt out of notifications: Disable push notifications at any time in your device Settings app
- Revoke location access: Disable location permission at any time in your device Settings app
To exercise any of these rights, email support@fsmsync.com with the subject line "Privacy Request." We will respond within 30 days.
California residents may have additional rights under the CCPA. EU/EEA residents may have additional rights under the GDPR. Contact us to learn more.
Children's Privacy
FSMsync is a business management platform intended for use by adults operating trade businesses. We do not knowingly collect personal information from children under 13 (or under 16 in applicable jurisdictions). If you believe a child has provided us with personal information, please contact us and we will delete it promptly.
Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and update the "Last updated" date at the top of this page. Your continued use of FSMsync after changes become effective constitutes acceptance of the updated policy.
We encourage you to review this page periodically.
Contact Us
If you have questions about this Privacy Policy or want to exercise your privacy rights, please reach out: