Privacy Policy

1. About TakeOn

TakeOn Estimating is a business workspace for authorized estimating teams, sales representatives, managers, and collaborators. This policy covers the TakeOn website and TakeOn apps that link to it. Public access to this policy or an app listing does not grant access to a company workspace.

Your organization manages workspace membership and supplies the project records used in its business. Contact us about privacy at notifications@takeonestimating.com.

You can request a company account where enrollment is enabled. Administrator membership approval is required before accessing projects. Email verification is required when a verification flow is used; self-registration creates credentials and waits for company approval. Registering does not grant administrator privileges or let you choose another company workspace. Pending users can check status, contact support, sign out and delete their account.

2. Information we process

• Accounts and business contacts: names, business email addresses, company and phone number supplied during registration, role and approval status, account identifiers, password hashes, email-verification and password-recovery token hashes and expiry, and sign-in session records. Existing company directories can contain phone numbers, job titles, colleague and vendor contact details; TakeOn does not access your device address book.
• Project and work records: opportunity names, customer and worksite details and addresses, estimates and reference numbers, dates, assignments, approvals, admin Yes/No votes and review comments, tasks, notes, work requests, and other estimating information supplied by your organization.
• Files and metadata: plans, drawings, PDFs, specifications, spreadsheets, proposals, correspondence, and images you select, together with filenames, versions, sizes, checksums, upload times, and the uploader's account identifier.
• Assistant conversations: questions you enter, recent chat messages and generated answers, together with relevant project and company information that your signed-in account is authorized to access. Questions may contain personal or business information; do not enter passwords or API keys.
• Communications: project discussions, direct sales-team and administrator conversations, and project-scoped vendor conversations; message bodies, sender and participant identifiers, timestamps, unread markers, linked projects, blocked-contact relationships, abusive-content reports and moderation decisions; vendor pricing recipients, subjects, instructions, selected file links and delivery status; and support or privacy correspondence. When vendor conversation email replies are configured, TakeOn receives and parses replies sent to its dedicated receiving addresses. It retains accepted plain-text message bodies and delivery/replay records, without accessing your mailbox or importing attachments.
• Activity and technical information: project changes, upload events, task updates, notifications and read status, sign-in attempts, session identifiers, and service errors. Hosting, storage and communications providers also process connection and operational information such as IP addresses, request times and paths, browser or client information, response status, and security diagnostics.

Information comes from you, authorized colleagues, administrator imports, and use of the service. Records may be linked to your account and may contain information about clients, vendors, or other people. Submit only information you are authorized to use.

Operational error records and delivery attempts may include upload or other record identifiers that can be linked to an account. These support troubleshooting, security, and reliable service. The native apps do not include a dedicated crash-reporting SDK or custom device-performance collector.

Vendor portal acceptance: before shared-portal access, we record affirmative acceptance of the vendor terms and acknowledgment of this disclosure, including vendor contact email/name/company, inviting organization, acceptance timestamp, originating grant identifier, document version, SHA-256 hash and an exact text copy. The vendor and authorized administrators or estimating managers can download the acceptance receipt. A changed contact email or updated document requires fresh acceptance. We do not record a handwritten signature or independently verify the person behind an email-link session.

3. How we use information

We use information to authenticate and verify users; review membership requests; recover account access; enforce permissions; manage estimates, assignments, bid decisions and deadlines; store and retrieve selected documents; answer Assistant questions about the software and authorized project information; provide project, direct and vendor messaging, notification inboxes, configured email replies, and configured push or pricing communications; maintain business history; screen known objectionable message patterns and investigate reports and misuse; and answer support and privacy requests. Technical information supports delivery, reliability and security.

We do not sell personal information or use TakeOn information for targeted advertising or cross-app advertising tracking. TakeOn does not include advertising or third-party behavioral analytics SDKs. The website serves its fonts and branding from its own origin.

Platform improvement insights use company-scoped operational counts and voluntary structured feedback to identify recurring friction and recommend reviewed improvements. Feedback records contain a random retry identifier, company, staff/vendor category, account role, selected feature, worked/difficult/blocked result and date, without user identifiers, vendor identity, email, free-text comments or file contents. Administrators and estimating managers can see aggregate insights for their own organization. This feature does not record browsing sessions, train a third-party AI model or automatically change software, project decisions or access permissions.

4. Sharing and service providers

Authorized organizations and colleagues. Workspace administrators and colleagues can access records according to their roles and project permissions. Authorized service personnel may access information as needed to operate, support, and secure the service or handle a privacy request. Company branding does not make workspace records public.

Selected vendors. When pricing delivery is enabled, an authorized request shares relevant project details, instructions, deadlines, and specifically selected file revisions with its recipients. Project-scoped vendor conversations can share their messages with the selected vendor through a private web conversation and configured email delivery. Anyone who receives or is forwarded a private vendor link can access its allowed content until the link expires or is revoked. Revocation cannot recall downloaded copies. Pricing replies go to the configured company reply mailbox; configured conversation replies use dedicated receiving addresses and are checked against the intended recipient and current conversation access. Each deployment uses its configured sender and reply settings; this is separate from the privacy contact.

Approved vendor portal contacts can discover only published, approved or bidding opportunities and explicitly shared project files in their inviting company. Vendors do not receive the staff directory, internal estimates, admin votes or other vendors’ quotations. Private drafts and quotes are scoped to the vendor contact and authorized company staff. Adding an individual vendor contact through the staff form queues a private portal invitation; bulk import does not send invitations automatically.

• Render hosts the application and PostgreSQL database in Oregon, United States, and processes service logs and database recovery data.
• When administrator document AI is enabled, OpenAI receives the selected estimate report or vendor document, its filename, and extraction instructions to identify project dates, amounts, vendor details and document references. The automatic pipeline saves supported high-confidence results to the selected project; missing or conflicting figures pause for administrator review. TakeOn uses the Responses API with response storage disabled and does not upload these documents to a reusable OpenAI file library. OpenAI states that API content is not used for model training unless the account opts in; abuse-monitoring content may be retained for up to 30 days by default, subject to the provider's stated exceptions. TakeOn does not claim zero provider retention. The original documents and extraction drafts are kept privately in the company database for authorized administrator access and attributable source erasure during account deletion.
• When you send an Assistant question, OpenAI receives the question, recent chat messages, your account role, software guidance and relevant records allowed by your workspace and project permissions. Context can include accepted estimate amounts and labor hours, material details, dates, assignments, named votes, notes, tasks, saved plan findings, document metadata and permitted vendor or company contact information. The chat answers questions without changing records or reading a new original document. It uses the Responses API with response storage disabled (store: false); the provider retention and training terms above still apply. TakeOn does not save a separate Assistant transcript in its database.
• Amazon Web Services (Amazon S3) stores uploaded project documents in the Ohio (us-east-2), United States region. Authorized downloads use limited-duration links.
• Amazon Simple Email Service (SES) or Resend can send configured verification, password-recovery and membership-decision email. These messages contain a limited-duration account link or status notice. SES can also send generic bid-review alerts with sign-in-required links. Optional message email notifications contain a sign-in-required conversation link; vendor conversation email includes the selected project conversation message and a private reply link. Neither enrollment, review alerts nor internal message notices include project documents or vote comments. When conversation replies are configured, SES receives email at a dedicated receiving domain and Amazon Simple Notification Service (SNS) delivers authenticated notifications to TakeOn; unsupported content and attachments are not imported.
• Resend is also an optional vendor pricing and message-email provider. It receives recipient and message information when that integration is activated. Vendor pricing requires an authorized approved request and an explicit selected-document allowlist; a vendor conversation is limited to its authorized project and does not grant general company-workspace access. Staging sends are restricted to separately configured controlled test addresses.
• Apple handles App Store distribution and any diagnostics you elect to share through Apple. Where remote notifications are configured and you enable them, Apple Push Notification service receives an app-specific device token and generic update payload with record identifiers. Push permission is optional; the server notification inbox remains available when push is denied or delayed. Delivery configuration and provider acceptance do not prove that a particular phone received an alert.

Providers process information needed to deliver their services under their applicable service and data-protection terms. Our requirements for providers and authorized organizations that receive personal information are to restrict it to authorized purposes, protect it consistently with this policy and applicable law, and assist with relevant privacy requests. Provider operations and support may involve processing outside the primary storage regions, including in countries with different privacy laws. Contact us for details about a particular provider or transfer. See Render's privacy information and AWS's data privacy information .

We may also disclose information when required by law or as necessary to address fraud, security incidents, disputes, or protection of legal rights.

Render privacy information · AWS data privacy information · OpenAI API data controls

5. Cookies and device access

The website uses the essential takeon_session cookie to keep you signed in. It expires after eight hours; signing out revokes the session and removes the cookie. You can block or clear cookies in your browser, but workspace sign-in requires this cookie. Reading this policy does not require signing in or an account.

You choose documents through the system file picker or selected images through the system Photos picker. TakeOn does not access your device address book or GPS location. Native clients keep a session credential in Keychain, not your password. A native sign-in explicitly requests a session lasting up to 30 days; older app sessions and ordinary web sign-ins expire after eight hours. Online sign-out, account access changes, password recovery and deletion can revoke a session sooner. Temporary previews and selected-photo copies are cleared on sign-out, account change or next launch. Exported files remain under your control.

Where remote notifications are available, you can decline permission or turn them off in app or system settings. The app-specific token is associated with your authenticated session. The app remembers your explicit notification choice in Keychain separately for each server and account, restores that choice only when you sign in as the same account, and does not transfer it to another user. Turning notifications off in the app records the opt-out. Notification previews use a general workspace-update message; viewing project details requires sign-in and appropriate access.

When remote notifications are enabled, TakeOn stores the app-specific APNs token, platform, environment, and registration times with your account and sign-in session. Successful in-app opt-out, online sign-out, or an account-deletion request removes the associated registrations. System permission changes are reconciled when the app next connects. Turning delivery off, uninstalling the app, or going offline does not immediately erase existing registrations. Expired or disabled-account registrations are removed by server cleanup while the application is running; no alerts are sent for expired sessions. When a phone reconnects, a recent unread project-review invitation may be retried for up to 24 hours if it is still pending and was not previously accepted by APNs. Provider acceptance times and bounded delivery attempts support this recovery; acceptance is not proof of phone receipt.

The vendor portal uses the essential HttpOnly takeon_vendor cookie for private email-link access, lasting up to 30 days or earlier revocation. Clearing it requires opening a valid invitation or requesting a fresh email link. Possession of an email address alone does not grant portal access.

6. Retention and deletion

We retain information for the purposes below. Archiving a project, disabling an account, uninstalling an app, or allowing a link to expire does not by itself delete the underlying records.

• Account information: retained while needed for authorized workspace access and administration. Settings or the account page supports current-password-confirmed deletion, including for pending accounts. Access, sessions and device tokens are revoked immediately. Personal profile fields, verification/recovery tokens, notifications, preferences, blocks and direct-conversation history are erased. Authored project messages, vote comments, activity/work-request/information text, draft answers and attributable uploaded files are erased. A disabled pseudonymous account identifier remains to maintain anonymized workflow references and prevent automatic reprovisioning.
• Temporary attachments: upload sessions expire seven days after creation. Cleanup removes expired temporary files while the application is running and retries interrupted cleanup. Expiry does not automatically erase saved draft answers. Account deletion separately removes attributable submitted uploads as well as private attachments, including available S3 object versions, before claiming their erasure.
• Draft answers: retained so their author can resume a request, until submitted or removed through an authorized deletion process. Account deletion removes private drafts and clears the author’s retained submitted draft answers after resolving reliable account attribution in review snapshots.
• Assistant chat: conversation text is held temporarily in the current website or app session. Clearing the chat or ending that session removes its displayed conversation; the native app also clears it when the chat is dismissed or the account changes. This does not erase OpenAI's provider-managed abuse-monitoring records, which follow the retention terms described above, or alter the underlying project records.
• Shared records: anonymized numeric estimates, vote choices, timestamps and workflow decisions, and other members’ content may remain. Account deletion removes attributable authored content and cached review, pricing or attributable message-email payloads, revokes affected vendor and account reply links, and pseudonymizes reliably linked snapshot attribution. It does not guess the author of an ambiguous historical record or erase another person’s files. Legacy snapshots, imports and copied submitted project fields with unresolved personal content require record-specific assessment; deletion stays processing until that review is completed. Any personal information retained as an exception must have a documented applicable legal or regulatory basis, with its scope and retention period explained to the requester. A general business-record label alone does not establish that exception.
• Vendor links: expire after 30 days or sooner if revoked. Expiry does not erase the underlying project, message, or copies already held by recipients. Rejected or replayed incoming conversation email can leave provider-message identifiers with no message body; account deletion clears any account/conversation provenance from those replay-prevention records.
• Logs and recovery copies: the current Render workspace makes application logs available for seven days and provides a three-day database point-in-time recovery window. Provider-managed security records may follow separate provider retention requirements. Any separately exported backup or retained incident evidence is restricted to recovery, investigation, or a documented legal need and is removed when that need ends. We do not promise immediate erasure of an individual record from an immutable recovery copy; deleted information must not be restored to active use.
• Privacy correspondence: we keep what is needed to verify, process, and document a request and any legal obligation or dispute about its handling. Unnecessary identity-verification material is not retained after verification.

Our privacy contact coordinates deletion with the workspace administrator and relevant providers. We assess unresolved records, remove or de-identify unnecessary personal content, explain any information that must be retained under applicable law or regulation, and communicate the completed result. When assessment is pending, only the original account name and account contact address remain for identifying relevant records and communicating the outcome; access stays revoked. Those fields are erased when fulfillment completes.

If storage is unavailable or record-specific assessment remains, the result states that deletion is processing and includes a request identifier. A durable server job retries storage cleanup. Completion is not reported until attributable files and account content have been erased and any unresolved historical content has been reviewed. Provider logs and recovery copies follow their configured expiry and are not represented as erased instantly. We provide a status response within 30 days and communicate any additional time required.

Vendor acceptance receipts are retained with the business contact to document portal access and the exact disclosure accepted. Expiring or revoking a link does not erase the receipt. Contact the privacy address to request a copy, correction or deletion; applicable retention obligations and business records are assessed before erasure. Removing the underlying vendor record permanently also removes linked portal acceptance records.

7. Your choices and requests

Email notifications@takeonestimating.com to request access, correction, an export, or deletion of your personal information or account, ask about retention, or withdraw consent where processing relies on consent. Available legal rights depend on your location and the circumstances. We may need to verify your identity and coordinate with your organization; do not send passwords or sensitive documents with an initial request. You can turn optional internal message email notifications off in Notification preferences without disabling your in-app inbox.

Account deletion reports whether erasure completed or storage cleanup or record-specific assessment is still processing. We explain anonymized workflow records and provider backup/log retention in the result and this policy. We respond to privacy requests within 30 days, communicate any justified legal or regulatory retention and additional time required, and confirm completion through the verified privacy contact process. Contact the privacy address if you cannot sign in or need a request status update. Privacy correspondence is not used for marketing.

8. Security and policy updates

We use HTTPS, salted password hashes, authenticated sessions, workspace and role permissions, limited-access document and conversation links, and encrypted cached message-email payloads and private reply capabilities to help protect information. No method of transmission or storage is completely secure. TakeOn is a professional business service intended for authorized adult users, not children.

We update this policy when our practices change and revise the effective date. Material changes will be communicated through the service or another appropriate channel. Questions about this policy or our handling of information should be sent to notifications@takeonestimating.com.