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.

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;
• Detect and prevent fraud, abuse, 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. 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, 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, 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.
• 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.

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.

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. For up to six hours after deletion, copies may remain in the database’s routine point-in-time recovery history, which is then overwritten automatically.

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.