This Privacy Policy ("Policy") describes how Flat Roof Systems Group LLC, operating as FlatX ("FlatX," "we," "us," or "our"), collects, uses, discloses, retains, and protects information when you visit flatxsystems.com (the "Site"), contact us, request roofing services, receive communications from us, make a payment, or otherwise interact with us in a business capacity.
FlatX provides commercial flat-roofing services in the Portland, Oregon area. Our work may involve customer and property records, jobsite photos and videos, scheduling information, estimates, invoices, payment records, phone calls, SMS and MMS messages, service updates, and related communications.
1. Scope and Our Role
This Policy applies to information we process through the Site, customer inquiries, estimates, inspections, roofing projects, service calls, support, payments, communications, and related business operations. It does not apply to websites, products, or services operated by third parties, even if they are linked from the Site or used to support our business.
In some situations, FlatX determines how and why information is processed, such as when we respond to inquiries, schedule work, prepare estimates, perform roofing services, collect payment, administer our business, or communicate with customers. In other situations, third-party providers process information on our behalf, such as hosting, communications, payments, scheduling, or customer-management systems.
2. Information We Collect
The information we collect depends on how you interact with us, what services you request, and what information is made available to us. Categories of information may include:
- Business contact information, such as name, email address, phone number, company name, job title, role, billing address, service address, and mailing address.
- Inquiry and service information, such as roofing needs, property type, roof condition, service history, project requirements, budgets, timelines, preferred appointment windows, and information submitted through email, calls, messages, forms, meetings, or other channels.
- Customer and property data, such as property addresses, access instructions, site contacts, tenant or occupant details, building notes, inspection notes, estimates, work orders, service records, warranty records, maintenance history, and project status.
- Jobsite photos and media, such as photos, videos, captions, measurements, roof condition records, damage documentation, progress updates, completion photos, and related metadata.
- Communications data, such as emails, phone calls, text messages, MMS messages, voicemails, call recordings, transcripts, summaries, sender and recipient information, timestamps, attachments, and message delivery metadata.
- Payment and billing information, such as invoices, estimates, payment status, transaction identifiers, billing details, and related accounting records. Card details may be processed by our payment provider, such as Stripe, and are subject to that provider's terms and privacy practices.
- Client portal and account information, if made available, such as authorized user identifiers, account access records, project files, approvals, messages, documents, and activity logs.
- Site and device information, such as IP address, browser type, device type, operating system, pages viewed, referring pages, timestamps, log data, approximate location derived from IP address, cookie identifiers, and similar diagnostic information.
- Business administration information, such as proposal records, contracts, insurance records, tax information, vendor information, support requests, and correspondence.
We do not intentionally collect consumer health information, protected health information, government-issued identification numbers, or other highly regulated personal information unless it is necessary for the requested service and appropriate handling terms are in place.
3. Sources of Information
We collect information from you, your company, property owners, property managers, tenants or occupants, authorized representatives, service providers, payment processors, communications providers, publicly available sources, and our own Site, systems, logs, and records. We may also receive information when you send files, grant site access, provide roof or property records, share photos, respond to messages, make payments, or ask us to coordinate with another contact.
4. How We Use Information
We use information for business and operational purposes, including to:
- respond to inquiries, schedule calls, arrange inspections, prepare estimates, and evaluate requested roofing work;
- inspect properties, document roof conditions, plan work, coordinate crews, purchase materials, and perform roofing services;
- send appointment reminders, inspection updates, project updates, estimate follow-ups, billing notices, service messages, and administrative communications;
- support SMS, MMS, A2P 10DLC, consent, opt-out, HELP, STOP, delivery, and compliance-related workflows for customer communications;
- record, transcribe, summarize, or review calls where permitted by law and where used for training, quality, documentation, dispute resolution, or service support;
- create and maintain customer, property, job, estimate, invoice, warranty, and service records;
- process invoices, payments, refunds, deposits, accounting records, collections, and related billing activity;
- operate any customer portal, file-sharing, approval, scheduling, payment, or communication tools used to support our business;
- troubleshoot errors, investigate failed messages or payments, maintain security logs, and protect against fraud, misuse, or unauthorized access;
- administer customer relationships, contracts, insurance, vendors, support, account management, and business records;
- operate, maintain, secure, measure, and improve the Site, our internal systems, and our services;
- send marketing communications where permitted by law, subject to any available opt-out rights;
- protect FlatX, customers, workers, properties, systems, and the public from fraud, misuse, unauthorized access, security incidents, legal claims, or other harmful activity; and
- comply with law, legal process, tax, accounting, audit, insurance, contractual, licensing, permitting, and regulatory obligations.
5. Customer, Property, and Jobsite Data
Customer, property, and jobsite data is information we process in connection with estimates, inspections, repairs, maintenance, replacement work, warranty support, or related roofing services. It may include personal information about property owners, property managers, tenants, occupants, employees, contractors, vendors, site contacts, message recipients, field crews, office staff, and other business contacts.
We access and use this information only as reasonably necessary to provide requested services, follow customer instructions, maintain records, protect safety and security, comply with law, resolve disputes, collect payment, or as otherwise permitted by an applicable agreement.
Customers are responsible for ensuring they have the rights, notices, consents, permissions, and legal basis needed to provide property access, occupant information, jobsite media, and contact information to FlatX and to the third-party systems they ask us to use.
6. Jobsite Photos, Videos, and Records
FlatX may create, receive, store, and share jobsite photos, videos, measurements, inspection notes, condition reports, damage documentation, progress records, completion records, and similar project materials. We use these materials to evaluate work, prepare estimates, document conditions, coordinate crews, communicate with customers, support quality control, administer warranties, respond to disputes, and maintain business records.
We may share jobsite materials with authorized customer contacts, property representatives, subcontractors, suppliers, insurers, inspectors, payment processors, professional advisors, or other service providers where reasonably necessary for the project or our business operations.
7. Communications, Calls, SMS, and Messaging
FlatX may use phone, email, SMS, MMS, voicemail, and similar channels to communicate about inquiries, inspections, appointments, estimates, project updates, service issues, invoices, payments, warranty matters, and related business activity.
Where permitted by law, calls may be recorded, transcribed, summarized, or reviewed for training, quality, documentation, dispute resolution, customer support, and operational purposes. You should not share sensitive information in calls, texts, voicemails, or email unless it is necessary for the requested service.
If you opt in to receive text messages from FlatX, message frequency may vary. Message and data rates may apply. You can reply STOP to opt out of supported text messages and HELP for help where those options are made available. Opting out of marketing or non-essential messages may not stop transactional, administrative, service, safety, security, billing, or legally required communications.
We may maintain consent records, opt-out records, HELP and STOP handling, delivery logs, message content, and A2P 10DLC registration materials to support compliant messaging operations.
8. How We Disclose Information
We do not sell personal information. We disclose information only as described in this Policy, as instructed by a customer, as permitted by an applicable agreement, or as required or permitted by law. Disclosure categories may include:
- Service providers and contractors, including providers of hosting, cloud infrastructure, communications, email, SMS/MMS, phone, call recording, scheduling, customer management, payment processing, accounting, document storage, security, logging, development, project management, customer support, and business administration.
- Payment processors, including Stripe or similar providers that process payment information under their own terms and privacy practices.
- Project participants, including authorized customer contacts, property owners, property managers, tenants or occupants, field crews, subcontractors, suppliers, inspectors, consultants, insurers, and other people or companies involved in a roofing project.
- Professional advisors, such as lawyers, accountants, auditors, insurers, banks, and other advisors where reasonably necessary for business administration, compliance, claims, collections, or risk management.
- Legal, safety, and rights-related recipients, where we believe disclosure is required by law, subpoena, court order, legal process, regulatory request, contractual obligation, security investigation, insurance claim, permitting issue, or a good-faith need to protect rights, property, safety, customers, workers, systems, or the public.
- Business transaction recipients, in connection with a merger, acquisition, financing, reorganization, sale of assets, transfer of business, bankruptcy, diligence process, or similar transaction involving FlatX.
- Affiliates, owners, employees, contractors, and personnel, where they need access to perform work for FlatX or a customer and are subject to appropriate confidentiality or access obligations.
9. Third-Party Services
FlatX may use third-party services for hosting, communications, SMS/MMS, phone, call recording, scheduling, customer management, payment processing, accounting, document storage, mapping, security, and business administration. Those providers process information under their own terms, privacy policies, data-processing terms, and settings. FlatX does not control third-party services and is not responsible for their availability, security, performance, retention, content, or independent privacy practices.
10. Cookies and Similar Technologies
The Site may use cookies, local storage, logs, and similar technologies to operate the Site, diagnose issues, preserve preferences, and improve performance. You can control cookies through your browser settings, although some features may not work properly without them.
11. Deidentified and Aggregated Information
We may create or use aggregated, anonymized, or deidentified information for analytics, benchmarking, service improvement, security, planning, and business reporting. We do not use deidentified information to identify a person except where permitted by law, such as to test whether our deidentification processes are effective.
12. Data Retention
We retain information for as long as reasonably necessary for the purposes described in this Policy, including to provide services, maintain records, resolve disputes, enforce agreements, collect payments, comply with legal obligations, administer insurance, and protect our business, customers, workers, and properties. Retention periods vary by information type, relationship, service history, warranty needs, legal requirements, and applicable agreements.
Some information may remain in backups, logs, archives, accounting records, payment systems, communication systems, or other third-party systems for a limited period after deletion from active systems.
13. Security
We use administrative, technical, and organizational safeguards designed to protect information from unauthorized access, disclosure, alteration, and destruction. Safeguards may include access controls, least-privilege practices, authentication controls, encrypted transport, credential management practices, logging, monitoring, vendor review, confidentiality obligations, backup practices, and internal procedures appropriate to the nature of the information.
No system is perfectly secure, and we cannot guarantee the absolute security of information transmitted to or stored by us or by third-party systems. Customers are responsible for maintaining appropriate security in their own systems, users, devices, credentials, properties, and third-party accounts.
14. International Processing
FlatX is based in the United States. We and our service providers may process information in the United States and other locations where we or they operate. These locations may have data protection laws that differ from those in your jurisdiction. Where required, we use appropriate safeguards for cross-border transfers.
15. Privacy Rights and Choices
Depending on where you live and the nature of your relationship with us, you may have rights to request access to, correction of, deletion of, portability of, or restriction of certain personal information. You may also have the right to object to certain processing or to opt out of certain communications. To exercise a right, contact us using the information below. We may need to verify your identity and may decline or limit a request where permitted by law, including when information must be retained for legal, security, contractual, accounting, warranty, insurance, payment, or operational reasons.
You may unsubscribe from marketing emails by using the unsubscribe mechanism in the message or by contacting us. You may opt out of certain text messages by replying STOP where that option is made available. Even if you opt out of marketing or non-essential messages, we may still send transactional, administrative, service, safety, security, billing, or legally required communications.
16. U.S. State Privacy Notices
Some U.S. state privacy laws require specific disclosures. Depending on the circumstances, FlatX may collect the categories of personal information listed in Section 2, use them for the purposes listed in Section 4, and disclose them to the recipient categories listed in Section 8. We do not sell personal information. We do not knowingly sell or share personal information of children under 16. We do not use sensitive personal information to infer characteristics about a person unless permitted by law or necessary for a requested service.
We also do not share personal information for cross-context behavioral advertising as that term is defined by California law, unless we provide any required notice and opt-out mechanism. If you believe a state privacy law gives you a right that is not addressed here, contact us and we will review your request.
17. Children's Privacy
The Site and FlatX services are intended for business use and are not directed to children. We do not knowingly collect personal information from children under 13. If we learn that we have collected such information, we will take reasonable steps to delete it.
18. Changes to This Policy
We may update this Policy from time to time by posting a revised version on the Site and updating the effective date above. If we make material changes, we may provide additional notice where required by law or where appropriate under the circumstances. Your continued use of the Site or services after a revised Policy takes effect means the revised Policy applies to that use.
19. Contact Us
Questions or requests regarding this Policy may be directed to:
Flat Roof Systems Group LLC
Operating as FlatX
Email: contact@flatxsystems.com