Privacy Policy

1. Information We Collect

InspectReports.com is a comprehensive home inspection software platform. We collect information you provide directly to us when you create an account, use our services, or contact us for support.

Information You Provide

• Account & Business Information: Name, email address, password, company name, business address, phone number, inspector license numbers
• Organization Settings: Business branding (logos, colors), microsite preferences, email signatures, and white-label branding configurations
• Inspection Reports: Complete inspection reports, findings, recommendations, property conditions, and safety observations
• CRM Data: Client contacts (homebuyers, sellers), real estate agent information, property details, addresses, and relationship management data
• Contract Information: Smart contracts, e-signature data, contract templates, terms and conditions, and legal agreements
• Appointment Data: Scheduled inspections, calendar events, availability settings, service pricing, and booking preferences
• Media Files: Photos uploaded to reports, annotated images with markup, property documentation, and visual evidence
• Communication Records: Email logs, automated notifications, client communications, and support interactions
• Templates & Narratives: Custom report templates, pre-written inspection narratives, and standardized content

Information We Collect Automatically

• Platform Usage: Dashboard interactions, report building activities, appointment scheduling, contract generation, and feature utilization
• Real-Time Auto-Save Data: Every action in our report builder (text edits, image uploads, content changes) is automatically saved
• Calendar & Scheduling: Appointment booking patterns, availability preferences, and scheduling optimization data
• Technical Information: IP address, browser type, operating system, device information, and access logs
• Performance Analytics: Page load times, feature usage statistics, error logs, and system performance metrics
• Security Monitoring: Login attempts, authentication events, and security-related activities

2. How We Use Your Information

We use the information we collect to provide our comprehensive home inspection platform services:

Core Platform Services

• Online Booking System: Process 24/7 appointment bookings, manage availability, send confirmation emails, and handle payment processing
• Appointment Management: Maintain calendar views, enable drag-and-drop scheduling, manage multiple inspectors, and track appointment statuses
• CRM Operations: Store and organize client/agent contacts, manage property databases, track relationships, and maintain communication history
• Smart Contract Generation: Auto-populate contracts with client data, enable e-signature workflows, and send completion notifications
• Report Building: Provide real-time auto-save functionality, manage templates, enable photo annotation tools, and support collaborative editing
• Report Publishing: Generate secure URLs, enable password protection, create interactive filterable reports, and manage sharing permissions

Communication & Branding

• White-Label Email System: Send branded emails under your business name, deliver appointment confirmations, reminders, and inspector notifications
• Microsite Management: Create and maintain branded inspector microsites, showcase services, and provide professional online presence
• Client Communication: Facilitate report sharing, enable direct email delivery, and maintain professional correspondence

Platform Operations

• Maintain system security and prevent unauthorized access
• Provide technical support and respond to user inquiries
• Monitor platform performance and optimize user experience
• Analyze usage patterns to improve features and functionality
• Ensure data backup and recovery capabilities
• Comply with legal obligations and industry standards

3. Information Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties except as described in this policy.

We may share information:

• With service providers who perform services on our behalf
• When required by law or to protect our rights
• In connection with a business transaction (merger, acquisition, etc.)
• With your consent or at your direction

Report Sharing & Publishing

When you publish inspection reports through our platform, the information is shared according to your specific settings:

• Public Links: Reports published to secure URLs that can be shared with clients and real estate agents
• Password Protection: Optional password-protected access for sensitive reports
• Direct Email Sharing: Reports sent directly to specified email addresses from your branded email system
• Interactive Features: Filterable reports that allow clients to filter by issues, tags, or house areas
• White-Label Presentation: All shared reports maintain your professional branding without platform watermarks

Automated Workflow Sharing

Our connected workflow system automatically shares information between related services:

• Appointment data flows to contract generation
• Contract information auto-creates draft inspection reports
• CRM data populates across appointments, contracts, and reports
• Email notifications are sent to all relevant parties (clients, agents, inspectors)

4. Data Security

Given the sensitive nature of home inspection data, client information, and business operations, we implement comprehensive security measures:

Technical Security Measures

• Real-Time Data Protection: All auto-save operations use encrypted connections to protect your work as you build reports
• Secure File Storage: Photos and media files are stored with encryption and access controls
• Database Security: Client data, property information, and inspection reports are stored in encrypted databases
• Authentication Systems: Multi-factor authentication options and secure login processes
• API Security: All platform integrations use secure, authenticated connections

Operational Security

• Access Controls: Role-based permissions for inspectors, admins, and organization members
• Audit Logging: Comprehensive logs of all system access and data modifications
• Regular Backups: Automated backups of all reports, contracts, and client data
• Security Monitoring: 24/7 monitoring for suspicious activities and potential threats
• Incident Response: Established procedures for handling security incidents

Platform-Specific Protections

• Report Security: Password-protected reports and secure sharing links with expiration options
• Contract Protection: E-signature security and tamper-evident document storage
• Email Security: Encrypted email delivery for sensitive communications
• Microsite Security: Secure hosting for branded inspector websites

5. Data Retention

Our data retention policies are designed to support your business needs while respecting privacy requirements:

Active Account Data

• Inspection Reports: Retained indefinitely while your account is active to support your business records
• Client & Property Data: Maintained in your CRM for ongoing business relationships
• Contracts & Signatures: Preserved for legal and business continuity purposes
• Email Logs: Maintained for communication history and compliance tracking
• Templates & Narratives: Stored to support your ongoing report creation workflow

System & Technical Data

• Auto-Save History: Recent versions maintained for recovery purposes (30 days)
• Usage Analytics: Aggregated data retained for platform improvement (2 years)
• Security Logs: Maintained for security monitoring and compliance (1 year)
• Support Communications: Retained for service quality and training purposes (3 years)

Account Termination

Upon account termination, you have 90 days to export your data. After this period, we will securely delete your information, except where retention is required by law or for legitimate business purposes such as dispute resolution.

6. Your Rights and Choices

As a professional using our platform, you have comprehensive control over your data:

Data Access & Management

• Account Settings: Update business information, branding, and preferences through your dashboard
• CRM Control: Add, edit, or delete client and property information at any time
• Report Management: Edit, publish, unpublish, or delete inspection reports
• Contract Control: Manage contract templates and generated agreements
• Communication Preferences: Control email notifications and automated messages

Data Export & Portability

• Report Export: Download your inspection reports in PDF format
• CRM Export: Export client and property data in standard formats
• Contract Export: Download signed contracts and agreements
• Media Export: Download all photos and annotated images
• Template Export: Export your custom report templates and narratives

Privacy Controls

• Report Sharing: Control who can access your published reports
• Password Protection: Add or remove password protection from reports
• Microsite Visibility: Turn your branded microsite on or off at any time
• Email Branding: Control how your business appears in automated emails

Account Deletion

You can delete your account at any time through your dashboard settings. This will remove all your data from our systems, including reports, contracts, CRM data, and media files. We provide a 90-day grace period for data recovery before permanent deletion.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information and to improve our services. You can control cookies through your browser settings, but disabling cookies may affect the functionality of our services.

8. Third-Party Services

Our service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

9. Children's Privacy

Our services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information in accordance with this privacy policy.

11. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the new privacy policy on this page and updating the effective date.

12. Contact Us

If you have any questions about this privacy policy or our privacy practices, please contact us at: