HouseFilez Privacy Policy
Effective date: August 1, 2026 · Operated by Sparkswerks LLC (“HouseFilez,” “we,” “us,” “our”)
This Privacy Policy explains what information HouseFilez collects, how we use it, who can see it, and the choices you have. It is part of our Terms of Service. The short version: your records are yours, we use your data only to run the Service, access is controlled by account and role, and we don't sell it.
1. Information We Collect
Information you give us
| Category | Examples |
|---|
| Account information | Name, email address, password (stored only as a secure hash), company name, trade(s), timezone, phone number, billing rate, logo, and document templates. |
| Business records | Customers, contractors, vendors, jobs, properties, rooms and home-manual details, schedules, tasks, notes, worksheets, material catalogs, estimates, proposals, and invoices. |
| Files you upload | Job photos, receipts, permits, insurance certificates, W-9s, contracts, and other documents — including images captured with your device's camera. |
| Team & onboarding data | Employee names, contact details, roles, trade divisions, emergency contacts, driver's-license images submitted through onboarding forms, and time-clock punches. |
| Communications | Messages you compose in the app, email addresses you send documents to, and support messages you send us. |
Information collected automatically
- Usage and log data — sign-in events, timestamps on records (who created or changed what, and when), and basic technical logs kept by our hosting providers for security and debugging;
- Device information — browser type and screen size, used to lay the app out correctly (for example, phone vs. desktop views).
We do not run third-party advertising trackers, and we do not collect precise GPS location.
Information we deliberately avoid
- We never see or store full payment-card numbers or bank credentials — online payments are handled by our payment processor;
- The Service is not designed to store Social Security numbers or other government ID numbers, and we ask you not to enter them (the employee-onboarding form says the same);
- The Service is not intended for medical or health records.
2. Information About Other People
Contractors use HouseFilez to keep records about their customers, employees, and vendors. For that data, the contractor (not HouseFilez) decides what is collected and why — we store and process it on the contractor's behalf.
- If you enter information about another person (a homeowner, an employee, a subcontractor), you are responsible for having the right or consent to do so, and for honoring their requests about that data;
- If you are a homeowner or employee whose information appears in a contractor's account, your first stop for questions, corrections, or deletion is that contractor — they control the record. We will assist them, and where the law gives you rights directly against us, we honor those too (see Your Choices & Rights).
3. How We Use Information
We use the information described above to:
- Provide the Service — store your records, render your documents, calculate totals, sync across devices, and back your data up;
- Do what you ask — for example, email an invoice or onboarding link to a recipient you choose, generate a PDF, send a scheduled payroll summary to the address you configured, or prepare an “on my way” text in your messaging app;
- Operate accounts and teams — authentication, role-based access, invitations, and sharing you set up;
- Keep the Service secure — detect abuse, enforce access rules, and investigate problems;
- Improve the Service — understand which features are used and fix what breaks, using aggregated or de-identified information where practical;
- Communicate with you about the Service — receipts of important changes, security notices, and responses to support requests;
- Comply with law and enforce our Terms.
We do not sell your personal information, and we do not use your business records to advertise to your customers.
4. Who Can See What
Visibility inside the Service is governed by account ownership, team roles, and the sharing choices you make:
- Your company account — the owner controls all company data. Team members see what their role allows (for example, admins can see financials, time records, payroll summaries, and personnel files; members and viewers see less). These rules are enforced in the database, not just in the app's screens;
- Shared records — when you share a job with another company or a homeowner, they see the information covered by the permission level you chose. Financial documents stay with the businesses involved and are not shown to homeowners on contractor-owned jobs;
- Links you send — onboarding and document links act like keys; anyone holding the link can open what it points to, so send them only to the intended person;
- Emails and texts — anything you send leaves the Service and is visible to its recipients.
5. When We Share Information
We share personal information only:
- At your direction — with people you share records with, recipients of emails you send, and integrations you enable;
- With service providers — vendors that host and operate parts of the Service for us (see the next section), bound to use the data only to provide their service;
- For legal reasons — if required by law, subpoena, or legal process, or to protect the rights, safety, or property of HouseFilez, our users, or the public; where lawful and practical, we will tell you before disclosing your data;
- In a business transfer — if we merge, are acquired, or sell assets, data may transfer with the business, subject to this Policy;
- With your separate consent — for anything else.
6. Service Providers We Rely On
| Provider type | What they do for us | What they handle |
|---|
| Cloud database & hosting (e.g., Supabase, our web host) | Store the application data and files, run authentication, and serve the app | All Service data, encrypted in transit and at rest |
| Email delivery (e.g., Resend) | Send emails you trigger (invoices, invitations, reports) and account emails | Recipient addresses and message contents |
| Payment processing (e.g., Stripe) | Process online payments where enabled | Payment details, handled under the processor's own policy — we never see full card numbers |
| Sign-in providers (e.g., Google) | Optional “Continue with Google” sign-in | Your name and email from the provider, with your consent at sign-in |
Each provider processes data under its own security and privacy commitments; we choose providers that support encryption and access controls.
7. Cookies & Local Storage
- We use browser local storage to keep you signed in (your session token) and to remember basic preferences (like theme). This is essential to the Service working;
- We do not use third-party advertising or cross-site tracking cookies;
- If the app is installed to your home screen, it may cache app files on your device so it loads fast and works with a weak connection. Signing out and removing the app clears its access.
8. How We Protect Information
- All traffic between your device and our servers is encrypted (HTTPS); data is encrypted at rest by our hosting provider;
- Passwords are stored only as secure one-way hashes — we cannot read them;
- Access rules are enforced at the database layer (row-level security), so an account can only read the rows its ownership, role, and shares allow — the same rules the app screens follow;
- Uploaded files live in access-controlled storage and are served through expiring signed links where appropriate;
- No system is perfectly secure. If we learn of a breach affecting your personal information, we will notify you and the authorities as applicable law requires. Please use a strong, unique password and keep your sign-in email secure — password resets go there.
9. How Long We Keep Information
- We keep your information for as long as your account is active — the point of the Service is a durable service record, so nothing is auto-deleted while you use it;
- If you close your account, you may request an export within 30 days; after that we may delete your content from active systems, with residual copies persisting in routine backups for a limited period before being purged;
- We may keep limited records longer where the law requires it (for example, billing records) or to resolve disputes and enforce our Terms;
- Records that belong to a company account are controlled by the company owner — an individual team member leaving does not delete company records they contributed.
10. Your Choices & Rights
- Access and correction — most of your data is directly visible and editable in the app. For anything else, contact us;
- Export — you can download documents and PDFs from the app, and you may request an export of your data;
- Deletion — you may request deletion of your account and personal information at support@housefilez.com. If your information lives inside another user's business records (for example, you are a customer of a contractor), we may need to coordinate with, or refer you to, that account's owner;
- Email choices — transactional emails (invoices you send, invitations, security notices) are part of the Service; scheduled reports can be turned off in the app;
- Depending on where you live (for example, California or the EU/UK), you may have additional legal rights — to know, access, correct, delete, port, or restrict processing of your personal information, and to not be discriminated against for exercising them. To exercise any of these, contact us at support@housefilez.com; we will verify your request and respond within the time the law requires. We do not sell or “share” (for cross-context advertising) personal information as those terms are defined in the California Consumer Privacy Act.
11. Children
The Service is for business use and is not directed to children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us personal information, contact us and we will delete it.
12. Where Data Is Processed
The Service is operated from the United States, and our providers store and process data in the United States (and possibly other locations they operate in). By using the Service you understand your information will be processed in the United States, where privacy laws may differ from those in your location.
13. Changes to This Policy
We may update this Policy as the Service evolves. For material changes we will give notice (in the app or by email) before they take effect, and we will update the effective date above. Continuing to use the Service after the effective date means you accept the updated Policy.
Questions, requests, or concerns about privacy:
Sparkswerks LLC
601 Saint Patrick Cir.
Irondale, AL 35210
support@housefilez.com
© 2026 Sparkswerks LLC. All rights reserved. · Terms of Service