Privacy Policy

Effective date: April 18, 2026

1. Introduction

Exacta ("we," "us," or "our") operates the Exacta platform at useexacta.com. This Privacy Policy describes how we collect, use, and protect information when you use our services.

2. Information We Collect

Account information: Name, email address, company name, and role when you create an account.

Business data: Customer records, job records, invoices, payments, service agreements, expenses, and other operational data you import or sync through connected integrations (e.g., Fieldwork, QuickBooks Online, Samsara).

Integration credentials: API keys, OAuth tokens, and connection credentials for third-party services you choose to connect. These are stored encrypted and never exposed to the browser.

Usage data: Pages visited, features used, and performance metrics to improve the platform.

3. How We Use Your Information

  • Provide, maintain, and improve the Exacta platform
  • Compute KPIs, analytics, and business intelligence dashboards
  • Sync data between your connected third-party services
  • Send service-related communications (account alerts, sync status)
  • Detect and prevent security issues

4. Third-Party Integrations

When you connect a third-party service (QuickBooks Online, Fieldwork, Samsara, etc.), we access your data on that platform only to the extent authorized by your OAuth consent or API credentials. We do not sell, share, or use your third-party data for any purpose other than providing the Exacta service to you.

Specifically for QuickBooks Online: We access your chart of accounts, expenses, purchase transactions, employee records, and vendor records solely to compute financial KPIs (labor rates, COGS/OpEx classification, expense reconciliation) within your Exacta dashboard. We do not modify your QuickBooks data.

5. AI-Assisted Data Processing

Exacta uses Anthropic's Claude API to parse technician service notes into structured treatment records. When this feature is active, the text content of service notes (which may include property addresses, unit numbers, and service descriptions) is sent to Anthropic's API for processing. Anthropic does not retain or train on data submitted via their API, per their data usage policy.

We also use Google Maps APIs (Geocoding and Distance Matrix) to compute property coordinates and drive times between service stops. Property addresses are sent to Google for geocoding. Google's use of this data is governed by the Google Maps Platform Terms of Service.

No AI service receives your financial data, payment information, or customer contact details. AI processing is limited to operational service notes and property addresses.

6. Data Storage and Security

Your data is stored in Supabase (PostgreSQL) with row-level security policies. Integration credentials are stored as encrypted JSONB and are never sent to the browser. All data is transmitted over HTTPS/TLS.

7. Data Retention

We retain your data for as long as your account is active. You may request deletion of your account and all associated data at any time by contacting us.

8. Data Sharing

We do not sell your personal information or business data to third parties. We may share data only: (a) with your explicit consent, (b) to comply with legal obligations, or (c) with service providers who assist in operating our platform (hosting, analytics), bound by confidentiality agreements.

9. Your Rights

You may access, correct, or delete your personal information at any time. You may disconnect any third-party integration, which immediately revokes our access to that service. Contact us at privacy@useexacta.com for any requests.

10. Changes to This Policy

We may update this policy from time to time. We will notify you of material changes via email or an in-app notice.

11. California Privacy Rights (CCPA)

If you are a California resident, you have the right to: (a) know what personal information we collect and how it is used, (b) request deletion of your personal information, and (c) opt out of the sale of your personal information.

We do not sell your personal information. We do not sell, rent, or trade any personal information or business data to third parties for monetary or other valuable consideration.

To exercise any of your California privacy rights, contact us at privacy@useexacta.com.

12. Changes to This Policy

We may update this policy from time to time. We will notify you of material changes via email or an in-app notice.

13. Contact

Questions about this Privacy Policy? Contact us at privacy@useexacta.com.