Last updated: [EFFECTIVE DATE] · Draft for attorney review
1. Information we collect
We collect information you provide directly (account and business information), information your business stores in SCOUT about its own customers and operations (Customer Content), and information generated automatically by using the product (usage and log data). We do not collect more than is reasonably necessary to provide and secure the service.
2. Account & business information
When you create a SCOUT account we collect information such as your business name, your name and email address, and billing information needed to process payment (processed by our payment provider; see Service providers).
3. Customer content
Your use of SCOUT generates and stores Customer Content: records about your customers, jobs, scheduling, invoices and payments, communications, documents, and related business data you or your team enter or that SCOUT's integrations bring in on your behalf. This may include personal information about your own customers that you control as the business providing it to us. We process it on your instructions, as described in our Data Processing Addendum.
4. Usage, device & log information
We collect technical information when you use SCOUT, such as IP address, browser and device information, pages and features accessed, and timestamps, for security, troubleshooting, and improving the product.
5. Cookies
SCOUT uses a small number of strictly necessary cookies to keep you signed in (a session cookie) and to protect your session. These cookies are required for the product to function and are not used for third-party advertising. [ATTORNEY REVIEW: confirm whether any analytics or marketing cookies are in use on the public site and, if so, add the applicable consent/disclosure mechanism for the relevant jurisdictions.]
6. Integrations
If you connect a third-party integration (see Integrations), we exchange the data necessary to provide that connection with the third-party provider, under your authorization. That provider's own privacy practices govern its handling of the data on its side.
7. AI processing
SCOUT uses automated and AI-assisted processing to draft communications, summarize records, and generate recommendations from your account's own data. This processing is performed to provide the service to you; see the AI section of our Terms of Service for your responsibility to review AI-generated output.
8. Service providers & subprocessors
We use third-party service providers to help operate SCOUT, such as cloud hosting/database infrastructure and payment processing (Stripe). These providers process data only as necessary to provide their service to us and are bound by appropriate confidentiality and data-protection obligations. Attorney/business review: publish and maintain a current, named subprocessor list (hosting provider, database provider, payment processor, email provider, etc.) and a mechanism for customers to be notified of subprocessor changes, per the DPA.
9. Data retention
We retain account and Customer Content for as long as your account is active, and for a limited period after cancellation to allow data export and as required for legal, tax, or security purposes. [ATTORNEY REVIEW: define the specific post-cancellation retention period and backup-expiry timeline.]
10. Deletion
You may request deletion of your account and Customer Content by contacting support, subject to the retention exceptions above and our DPA's deletion/return terms.
11. Security
See our Security page for the technical and organizational measures we use to protect data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
12. Legal disclosures
We may disclose information when required by law, legal process, or to protect the rights, property, or safety of SCOUT, our customers, or others.
13. Privacy rights
Depending on where you or your business are located, you may have rights to access, correct, or delete personal information, or to know how it is used. [ATTORNEY REVIEW: this draft intentionally does not assert specific statutory rights (e.g., under the California Consumer Privacy Act/CPRA or other state/federal privacy laws) or SCOUT's specific role (business/service provider vs. controller/processor) under each until confirmed; see the DPA for the processor-role framework as drafted.] To make a request, contact us using the process below.
14. Contact
Privacy questions or requests: [PRIVACY CONTACT EMAIL]. See Contact for other ways to reach us.