Privacy Policy

Managolio LLC (“Managolio,” “we,” “us,” or “our”) provides software that helps contractors and small contracting businesses manage leads, estimates, scheduling, customer communication, and payments (the “Service”). We operate from Richmond, Virginia, United States.

This Privacy Policy describes how we collect, use, disclose, and protect information when you visit our website at managolio.com (the “Site”), create an account, or use the Service. By using the Site or the Service, you agree to the practices described here.

Information you provide

• Account and profile details: your name, business name, email address, phone number, and password.
• Business information: details about your company, team members, pricing, and how you configure the Service.
• Billing information: your subscription plan and payment details, which are handled by our payment processor, Stripe (we do not store full card numbers).
• Content you add: leads, contacts, estimates, projects, schedules, invoices, documents, photos, and other information you or your team enter into the Service (“Customer Data”).
• Support and communications: messages you send us and information you share when you contact support.
• Assistant requests: what you type or say to the optional AI assistant, kept as text, as described in “AI assistant” below.

Information we collect automatically

• Usage data: pages viewed, features used, actions taken, and timestamps.
• Device and log data: IP address, browser type, operating system, device identifiers, and referring pages.
• Cookies and similar technologies: used to keep you signed in, remember preferences, and understand how the Site and Service are used.

Information from third parties

We may receive information from providers that help us operate, such as our payment processor (Stripe, which confirms payments) and authentication providers (to verify sign-in). If you connect your QuickBooks Online account, we also receive information from Intuit as described in “Payments and connected accounts” below.

We use the information we collect to:

• Provide, operate, and maintain the Site and the Service;
• Create and manage your account and authenticate sign-ins;
• Process subscriptions, billing, and payments;
• Respond to your requests and provide customer support;
• Send service-related messages, including security, billing, account, and support notices;
• Monitor, troubleshoot, secure, and improve the Service;
• Review sign-up and account information, such as names, business names, and email domains, to confirm eligibility under our Terms of Service;
• Detect and prevent fraud, abuse, misuse of the Service (including use by competitors, which our Terms of Service prohibit), and security incidents; and
• Comply with legal obligations and enforce our agreements.

When you use the Service, you may enter personal information about your own leads, customers, and team members. With respect to that Customer Data, you act as the controller and Managolio acts as a processor: we process Customer Data only to provide the Service to you, according to your instructions and our agreement. The written processing terms that govern this are in the “How we process your customers’ information” section of our Terms of Service.

You are responsible for ensuring you have the rights to collect that information, for providing any required notices, and for obtaining any required consents to share it with us. You are also responsible for responding to your own customers when they exercise privacy rights, and for meeting any deadline that applies to that response.

Working with your data. You can view and edit records directly in the Service. While your account is open, an Owner or Operations Manager can export your records as spreadsheet files, and uploaded photos and documents download from the pages they appear on. Conversations with the AI assistant are Customer Data we process for you, but because each is private to the person who had it and its text is deleted 30 days after it was written, they are not included in the records export. The records export stays available even after a subscription lapses or you close your account; photos and documents cannot be downloaded from the Service once access ends, so retrieve them beforehand or contact us and we will help.

Removing records. Records are removed in different ways depending on what they are. Contacts, leads, addresses, documents, photos, field logs, and similar entries can be deleted individually, though not while other records depend on them, such as a contact attached to an active job. Records that form the permanent history of a job (estimates, projects, invoices, and payments) are retained for the life of the account rather than deleted one at a time. Closing your account deletes all of it, as described under “Data retention” below. We will assist you with a deletion request you receive from one of your customers.

We do not sell personal information, and we do not share it for cross-context behavioral advertising or targeted advertising, as those terms are used in state privacy laws. We do not use Customer Data to build or improve products for anyone other than you, and we do not sell or license it to data brokers, advertisers, or model developers. We share information only as described below:

• Service providers: companies that help us run the Service, such as cloud hosting and storage, our payment processor, and email delivery providers. They may access information only to perform services for us and are bound by confidentiality obligations.
• Legal and safety: when required by law, to enforce our agreements, or to protect the rights, property, or safety of Managolio, our customers, or others.
• Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.
• With your direction or consent: when you ask us to share information or otherwise agree.

To deliver the Service, we use trusted third parties, including cloud hosting and file storage, Stripe for subscription billing and card payments, Intuit QuickBooks Online for the optional bookkeeping sync you choose to connect, Anthropic for the optional AI assistant (it receives the requests people make to the assistant and the account information needed to answer them, as described in “AI assistant” below), and email providers for transactional and account messages. These providers process information on our behalf, or as independent controllers for their own services, under contractual safeguards and their own privacy policies.

Managolio helps you bill your customers and get paid. Some of these features use third-party payment services, and some let you connect your own account with a provider. This section explains what that involves and how information is handled.

Your Managolio subscription

We use Stripe to process payments for your Managolio subscription. Stripe collects and processes your payment details; we receive confirmation of payment and limited billing information (such as your plan, card brand, and the last four digits of your card). We do not store full card numbers. Stripe’s handling of your information is governed by its own privacy policy.

Collecting payments from your customers

Managolio lets you offer your own customers several ways to pay you, and can optionally keep your books in sync:

• Card payments through Stripe: if you connect a Stripe account, your customers can pay by card through your customer portal. Payments are processed by Stripe and settle directly to your connected account; Managolio never holds the funds. Because Managolio is the platform your Stripe account is connected through, we can see the details of payments on that account. We use only the payments made through Managolio, and only to show them in your account, process refunds you ask for, and keep your records in sync; they are Customer Data we process for you, as described above. We never see full card numbers.
• QuickBooks Online (bookkeeping, not payments): if you connect your QuickBooks Online company, invoices you send and payments or refunds you record in Managolio are written into your books automatically, and payments or refunds you record in QuickBooks are reflected back in Managolio. QuickBooks does not collect payments from your customers through Managolio.
• Venmo, Cash App, and Zelle: you can display your own handle so customers can pay you directly. Managolio has no account or system connection with any of them and sends them nothing from our servers. For Venmo and Cash App we show your customer a payment link that opens that app or website with your handle and the invoice amount already filled in; anything reaching those services is sent by your customer’s own browser if they choose to use the link. Zelle handles and check details are shown as instructions only.

Connecting your QuickBooks Online account

When you connect QuickBooks, you authorize Managolio through Intuit’s secure sign-in (OAuth). We never see or store your Intuit password. We store the resulting access credentials in encrypted form and use them only to provide the integration you turned on.

With your authorization, we access accounting data in your QuickBooks company to keep your books in sync with Managolio, including your company profile, your customers, your invoices with their payments and refunds, and the product/service items and accounts used to book them. We use this information solely to operate the sync: we do not sell it, and we do not use it for advertising. You can disconnect QuickBooks at any time from your payment settings, which removes the stored credentials.

The Service includes an optional AI assistant. Owners, Operations Managers, and Estimators can type or speak a request to it. It can find records, answer questions about the account’s numbers, and draft a lead, contact, calendar event, or warranty claim. The assistant does not add records to the account or send anything to your customers or team; a draft becomes a record only when the person checks it and presses Create. Crew members cannot use the assistant, and neither can Managolio support while helping with an account. Nothing is sent to the assistant’s provider unless someone asks the assistant something.

What is sent, and why

The assistant runs on an AI model from Anthropic, through Anthropic’s commercial API. To answer a request, we send Anthropic:

• The text of the request;
• A short note with the current date and time in the account’s time zone, the person’s first name and role, whether they can see dollar figures, whether the request was typed or spoken, and the type and ID of the record open on screen, if any;
• The results of the lookups the assistant runs to answer that request, such as the names, contact details, and other fields of leads, contacts, jobs, calendar events, and warranty claims, and account figures. These are limited to what that person can already see in Managolio, and free-text notes are cut to 500 characters; and
• The earlier messages of the same conversation, so the assistant can follow it.

No audio is ever sent.

How Anthropic handles it

Anthropic processes this information on our behalf under its commercial terms, which do not allow it to train its models on it. Anthropic deletes what we send and what it returns within 30 days, unless it must keep it longer to comply with the law or to enforce its usage policies. A request that its automated safety systems flag as breaking those policies may be kept for up to two years, and the safety classification scores attached to it for up to seven years. Anthropic may process a request outside the United States. Anthropic’s commercial terms and its data processing addendum govern its handling of this information.

Voice

If you speak a request, your speech is turned into text on your own device by an open-source speech model (Moonshine) that runs in your browser. The audio never leaves your device and is never stored. Only the text is sent, as described above. The speech model’s files are served from Managolio’s own servers, so your browser does not contact Moonshine or any other speech service. Your browser asks for permission to use the microphone the first time, and the microphone is used only when you tap it.

Who can read a conversation

Each conversation is private to the person who had it. No one else in the account can read it, including its Owner. Managolio’s staff and support tools never show it either. To run the Service, those tools show usage counts only: how many requests were made, how they ended (for example, answered or refused), and what they cost. They never show the text.

Records the assistant helps create

A lead, contact, calendar event, or warranty claim created from an assistant draft is an ordinary record in your account, kept and exported like any other. Its timeline shows that it was created with the assistant, and by whom.

How long conversations are kept is described under “Data retention” below.

We use cookies and similar technologies that are essential to operate the Site and Service (for example, to keep you signed in) and, where applicable, to measure usage and improve performance. You can control non-essential cookies through your browser settings; disabling some cookies may affect how the Site or Service works.

To understand how people find us, the Site sets one first-party analytics cookie (mg_visit). It holds a random identifier, so we can recognize your browser when you return, and the site or campaign that first brought you here (for example, a tag on a business card link), so a later visit or sign-up is credited to it. The cookie expires 90 days after your last visit, and the source it remembers is kept for up to 90 days from your first visit. With each page you view we also record the page, how long it was on screen, how far down you scrolled, the links and buttons you click on the Site, your country and state or region, your type of device, browser, operating system, screen width and language. We do not store your IP address or your browser’s full identifying details, and we do not use this for advertising or sell or share it. You can turn the cookie off at any time under Cookie preferences at the bottom of any page; a second cookie, mg_consent, remembers your choice for a year. We treat a Global Privacy Control signal from your browser as turning it off, unless you turn it back on under Cookie preferences. With it off, a visit is still counted, but only within a single browser tab.

We retain information for as long as your account is active or as needed to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. When information is no longer needed, we delete or de-identify it.

If you close your account, it can be restored for 30 days. After that we permanently delete your Customer Data (including uploaded photos and documents) from our active systems, and we may retain certain records where required by law or for legitimate business purposes such as tax, accounting, and fraud prevention. Copies may remain for up to seven days in the database’s point-in-time recovery history, and for up to 30 days in encrypted backup copies, after which they are deleted. A copy we make as a safeguard before a change to the database, or to test a restore, is kept only for as long as it is needed for that purpose, and is then deleted.

For AI assistant conversations, the text of each message is deleted 30 days after it was written. Usage records (counts and cost, with no text) are kept for 13 months, and are deleted with the rest of your account’s data if you close your account. Conversations are not included in the records export. While a person can use the assistant, they can also delete a conversation from their chat list, and its messages are then deleted from Managolio right away, not after 30 days; its usage records are kept as above. After a message is deleted, a copy may remain for up to seven days in the database’s point-in-time recovery history, and for up to 30 days in encrypted backup copies, after which it is deleted. A copy we make as a safeguard before a change to the database, or to test a restore, is kept only for as long as it is needed for that purpose, and is then deleted. What Anthropic keeps of a conversation is described under “How Anthropic handles it” in the AI assistant section above.

If we suspend or terminate an account for violating our Terms of Service, or decline a sign-up, we may keep the information needed to enforce that decision (such as names, email addresses and domains, business names, and the reason for the decision) for as long as it is needed to prevent the account from being re-created and to establish, exercise, or defend legal claims.

We use administrative, technical, and physical safeguards designed to protect information, including encryption in transit, access controls, and reputable infrastructure providers. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. Please keep your account credentials confidential and notify us promptly of any unauthorized use.

If we become aware of a security incident affecting Customer Data, we will notify the account it belongs to without undue delay. Because that business is the controller of the information, deciding whether the incident requires notice to any individual or regulator, and giving that notice, is its responsibility; we will assist as its processor.

Depending on where you live, you may have rights to access, correct, delete, or receive a portable copy of your personal information, to opt out of certain processing, and to appeal a decision we make about your request. To exercise these rights, contact us at admin@managolio.com. We will respond within the time applicable law allows and may need to verify your identity before we act. We will not discriminate against you for exercising a privacy right.

• Email from us: we send service and account messages only: security, billing, account, and support notices, plus the job, schedule, invoice, and pipeline notifications you have switched on. We do not send marketing email. You can turn notification emails on or off at any time in Settings → Notifications; security, billing, account, and support notices always send.
• Account information: you can review and update much of your information directly in the Service.
• Customer Data: if we hold your information because a contracting business you dealt with uses Managolio, that business decides how it is used, and we only process it for them. Please direct your request to that business. If you contact us instead, we will refer you to them and assist them in responding.

If we decline a request, we will tell you why and how to appeal. If you are unsatisfied with the outcome of an appeal, you may be able to complain to your state attorney general.

Managolio is based in the United States, and the Service is operated from the United States. If you access the Service from outside the United States, you understand that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.

The Site and Service are intended for businesses and are not directed to children under 18. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

The Site and Service may link to third-party websites or services we do not control. This Policy does not apply to those third parties, and we encourage you to review their privacy practices.

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Site or Service after changes take effect means you accept the updated Policy.