Electrical Change Orders

Privacy Policy

Effective Date: October 27, 2026 · Version 1.3

1. Introduction

Electrical Change Orders™ is operated by electricalchangeorder.com LLC, a Colorado limited liability company (“we,” “us,” or “our”). We operate the website at electricalchangeorders.com and the associated web application (collectively, the “Service”). This Privacy Policy explains how we handle your information when you use our Service. By accessing or using the Service, you agree to the terms of this Privacy Policy.

2. How We Handle Your Data

We process your data solely to deliver the Service to you. We are not in the business of collecting, stockpiling, or monetizing your project information. Here is exactly what we handle and why:

Account Information

When you sign in with an emailed code, we receive your email address. When you use “Continue with Google,” Google shares your name and email address with us. We use them to identify your account, send your sign-in codes, manage your subscription, and contact you about the Service.

Project Data You Upload

Documents you upload (CCDs, RFIs, ASIs, contracts, T&M tickets, field tickets, specifications) and the change order outputs the Service generates (takeoff data, narratives, risk assessments, labor estimates) are stored in your account so you can access your work. This data belongs to you, and we process it only to deliver the Service. Corrections you make, such as labor or takeoff adjustments, are used only to tune results in your own account. Vendor names and email addresses you enter on a request for quote are stored with that change order; the Service drafts the email, and you send it from your own email (we do not send it). T&M tickets you create hold crew names and hours, material, site photos, and the signer's name, title, company and on-screen signature; they are stored with that change order like your other documents. Section 5 explains how long it is kept and how it is deleted.

Payment Information

Payment processing is handled entirely by Stripe, Inc. We never see, store, or have access to your card number, CVV, or full payment details. We keep your Stripe customer and subscription IDs along with your plan, seat count, and billing status.

Usage Data

Our hosting provider automatically logs each request to the Service, including your IP address, browser type, the page or feature requested, and the time. We also count how much you use plan-limited features, such as document extractions and CO packages, to apply your plan’s limits. When you accept our Terms of Use, we record the version, the time, your IP address, and your browser type as a record of that acceptance. We use this information to operate, secure, and improve the Service.

Support Requests

If you use Report a Problem or email us, we receive what you send, along with the page you were on and the job or CO package it concerns, so we can look into it.

Cookies

We use session cookies to maintain your login state and essential cookies for the Service to function. We do not use third-party advertising or tracking cookies.

Website Analytics

We use Umami, a privacy-focused analytics service, to count page visits and see which pages and buttons are used. Umami does not use cookies, does not collect your name or email address, and does not track you across other websites.

3. What We Do With Your Data

We use your information to:

  • Provide, operate, and maintain the Service
  • Process your documents and generate change order outputs
  • Process payments and manage your subscription
  • Communicate with you about your account, updates, and support requests
  • Enforce our Terms of Use and protect against misuse
  • Comply with legal obligations

4. AI Processing

The Service uses artificial intelligence to extract, analyze, and organize information from your uploaded documents. Your documents are processed in real time to generate change order outputs including scope narratives, takeoff data, risk assessments, and labor estimates.

Our Commitments on AI and Your Data

  • We do not use your project data to train AI models. Your documents are processed to deliver your results, not to train any AI model, ours or our providers’.
  • We do not sell your project data. Your documents and generated outputs are never sold, licensed, or provided to third parties for their own use.
  • Your data is kept separate. Other customers cannot access your jobs, documents, or CO packages. Teammates you invite to your organization can see the jobs and CO packages shared with that organization. We access customer data only when needed to provide support, investigate a problem, keep the Service secure, or comply with the law.

Document content is processed by our AI providers, Anthropic and Google (Gemini API), solely to deliver the Service to you. Both process it under their commercial terms and data processing agreements, which prohibit them from using your content to train their models. They may retain it for a limited period to detect abuse and to meet legal obligations.

Voice Assistant (optional, off by default). If voice is turned on for your account and you start a voice conversation, your microphone audio is streamed to ElevenLabs to turn your speech into text and to speak the assistant’s replies. The text of what you say is then answered by the same Expert Assistant as typed chat, and both sides of the conversation are saved in that job’s assistant thread like typed messages. We have set ElevenLabs not to keep audio recordings; it keeps the conversation transcript for up to 30 days. Nothing is sent to ElevenLabs unless you start a voice conversation.

5. Data Retention and Deletion

We keep your project data until you delete it or ask us to delete your account:

  • While you’re a customer, and after: Your data stays in your account while your subscription is active, and after it ends, so your work is there if you come back. If you don’t want it kept, delete it yourself or ask us to delete your account.
  • Job or CO package deletion: When you delete a job or CO package, its documents, generated outputs, and stored files are removed from our database and file storage when you delete it.
  • Account deletion: If you ask us to delete your account, we permanently delete your account information, project data, uploaded files, and generated outputs within 30 days.
  • Backups: Deleted data can remain in our hosting provider’s database backups for a limited time, until those backups expire.

We may keep basic account and billing records (name, email, and payment history) longer where needed for legal, tax, or accounting obligations, resolving disputes, or enforcing our agreements.

6. Your Right to Delete Your Data

You have full control over your data:

  • Delete individual jobs or CO packages at any time from within the app. Their files and data are removed when you delete them (see Section 5 about backups).
  • Request full account deletion by emailing us. We will permanently delete all your data within 30 days.
  • Export your data before deletion. You can download your proposal packages, takeoff exports, and other generated outputs at any time while your account is active.

7. Data Sharing and Disclosure

We may share your information with:

  • Service Providers: Companies that run parts of the Service for us, each receiving only what it needs for its part:
    • Railway: hosting, database, and file storage, located in the United States
    • Stripe: payments and billing
    • Anthropic and Google: AI processing of document content (Google also provides “Continue with Google” sign-in)
    • ElevenLabs: speech-to-text and spoken replies for the optional Voice Assistant, only when you start a voice conversation
    • Resend: delivery of sign-in codes, account emails, the optional daily change order reminder email (which lists change order names), and our internal account notifications
    • Umami: website analytics
    • Google Fonts: the site’s typeface, which your browser loads directly from Google
    • Google Workspace: our email, if you write to us
  • Legal Requirements: When required by law, regulation, legal process, or governmental request
  • Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction
  • With Your Consent: When you explicitly authorize us to share information

We do not sell your personal information or project data to third parties.

8. Data Security

We use reasonable technical and organizational measures to protect your information, including encryption in transit (TLS), access controls that limit each account to its own data, and server-side processing of all proprietary logic. Uploaded and generated files are kept in private cloud storage. They open only through the app, for signed-in users who have access to the job or CO package they belong to, or through short-lived links (valid for about an hour) that the app creates for those users. No method of storage or transmission is 100% secure, and we cannot guarantee absolute security.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your personal information and project data
  • Get a copy of your data

To exercise any of these rights, contact us at the email address listed below.

10. Children’s Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly process personal information from children. If we become aware that we have received information from a child under 18, we will take steps to delete that information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the effective date. Your continued use of the Service after changes are posted constitutes acceptance of the revised policy.

12. Contact Us

If you have questions about this Privacy Policy or how we handle your data, contact us at:

Electrical Change Orders™
electricalchangeorder.com LLC
Email: info@electricalchangeorders.com

See also: Terms of Use