Who we are and what this policy covers
GTS Exterior Care LLC (GTS, we, us) operates GTS Fieldwork, a private customer relationship and job-management application for our exterior-care business. This policy explains how information is handled in the CRM, the service-request information it receives, and its quote-response workflow. Customers do not receive access to the private CRM dashboard. This policy does not replace the separate privacy notices of Intuit, Google, Quo, OpenAI, or other services you use directly.
Information handled by the CRM
We record information customers provide through service requests and communications, information entered by our owner, and information imported from our existing business records or other lead sources the owner authorizes. This can include names, email addresses, phone numbers, service-property addresses, requested services, lead sources, job notes, scheduling details, checklists, quote amounts and responses, invoice details, payment-status information, and service history.
The CRM also keeps operational records such as message contents and delivery status, timestamps, identifiers, follow-up notes, recorded communication preferences, and connection information needed to operate authorized integrations. Hosting and communication providers process technical information needed to deliver and protect their services, which may include network, device, session, cookie, and request information. Browser storage also retains calendar display preferences.
The CRM is not designed to collect card numbers, card security codes, online-banking credentials, government identifiers, or sensitive personal information unrelated to a job. Please do not send those details in quote forms, messages, or notes. Customers entering payment details on an Intuit-hosted payment page provide them to Intuit, not to the CRM.
Why we use information
We use information to respond to service requests, prepare and record quotes, plan and complete jobs, communicate with customers, prepare and track invoices, maintain business records, respect communication preferences, troubleshoot problems, and protect the application. Importing a customer record or requesting a quote does not, by itself, subscribe that person to marketing. Any marketing use requires an appropriate separate basis and applicable opt-out controls.
Service providers and recipients
OpenAI Sites and the underlying Cloudflare infrastructure provide application hosting and database services. Google Apps Script and Gmail support outbound business email and customer quote-response pages. Quo handles message content, sender and recipient numbers, delivery status, and selected conversation records. The embedded Google Calendar uses Google’s sign-in and browser services. These providers receive information needed for their functions. Authorized technical support may access relevant records when assisting with the application.
Messages and quote links disclose the selected information to their intended recipients. A customer quote link grants access to that particular quote to anyone holding the link, so it should not be forwarded unnecessarily. We may also disclose information when legally required or as necessary to investigate misuse and protect rights and safety. We do not sell CRM customer information or make it available to unrelated advertisers.
Optional QuickBooks connection
QuickBooks access begins only after the business owner authorizes the connection through Intuit. When enabled, the CRM uses the QuickBooks Online Accounting connection to match or create customer records, create invoices selected by the owner, and retrieve invoice identifiers, payment links, balances, and status information. It may send customer contact and billing information, service descriptions, amounts, due dates, and permitted online-payment settings to QuickBooks.
Invoice emails can include the customer’s name and address, line items, totals, balance, due date, and the Intuit-hosted payment link. Relevant invoice snapshots and identifiers are retained in the CRM. This integration does not use the QuickBooks Payments API to charge cards or move money. GTS operates the CRM for its own business purposes, not on Intuit’s behalf. Intuit’s own terms and privacy statement apply to its services.
Your choices and requests
Contact gtsexteriorcare@gmail.com or call 616-557-7602 to ask about your information, request corrections or deletion, or update communication preferences. We may need enough information to verify the request and locate the correct records. Applicable law may require us to retain certain records or limit what we can disclose or remove. We will explain relevant limits when responding. Please do not include passwords or full payment-card details in a request.
The owner may stop the CRM’s QuickBooks connection using Disconnect CRM. Disconnecting revokes the app’s authorization at Intuit and then clears the local connection. If revocation cannot be confirmed, the CRM keeps the encrypted connection for a retry. App credentials and invoice history remain stored. Contact GTS as well to address further processing and retained copies. Disconnecting does not delete invoices in QuickBooks, previously sent emails or texts, or historical CRM records.
Retention and deletion
Records support ongoing customer service, job history, billing, accounting, dispute handling, and applicable recordkeeping duties. Retention depends on the record’s purpose and legal requirements. The CRM does not currently apply a fixed automatic deletion schedule. Archived records remain stored unless separately removed. Deletion requests require review and a separate removal process; provider-held records and backups may be governed by their own retention requirements. We do not promise immediate deletion of every copy.
Security and access
The CRM dashboard requires the owner’s authorized sign-in. The application uses HTTPS and encrypts stored integration credentials at the application level. Access restrictions and safeguards reduce risk, but no system can guarantee complete security or uninterrupted availability. Do not share account credentials or confidential quote links. Contact us promptly if you believe a link or account has been misused.
Changes and contact
We will update this policy when relevant practices change and identify its effective date. Where required, we will provide additional notice or obtain consent before a materially different use of information. Questions and requests: GTS Exterior Care LLC, gtsexteriorcare@gmail.com, 616-557-7602.