Privacy Policy

1. Scope of this Privacy Policy

This Privacy Policy applies to information collected or processed through:

• the Rloop public website;
• Organization registration, subscription, and account pages;
• Organization workspaces and administrative dashboards;
• contractor registration, invitation, and login pages;
• contractor profiles and contractor dashboards;
• assignment, scheduling, document, messaging, reporting, and analytics features;
• support forms and communications;
• subscription checkout, billing, and account-management functions;
• any related Rloop service that links to this Policy.

This Policy does not govern the independent privacy practices of Organizations, contractors, third-party websites, or services that Rloop does not control.

2. Privacy roles and responsibilities

Rloop processes different categories of information in different capacities depending on the context.

A. Information Rloop controls

Rloop generally determines the purposes and means of processing information used to manage the public website, user accounts, Platform security, support, subscription billing, Company communications, legal compliance, and business administration.

B. Information controlled by Organizations

Organizations generally determine why and how contractor records, assignment information, internal messages, operational documents, client information, and other workspace content are collected and used within their workspaces.

In those circumstances, Rloop processes the information to provide, host, secure, maintain, and support the Platform on the Organization’s instructions and under the applicable agreement.

Questions about an Organization’s use of workspace information should generally be directed to that Organization. Rloop may assist the Organization with verified requests as required by law or contract.

3. Information we collect

The information collected depends on your relationship with Rloop and how you use the Platform.

A. Identity and contact information

We may collect:

• first and last name;
• username or display name;
• business email address;
• telephone number;
• mailing or business address;
• city, state, and ZIP code;
• job title or role;
• Organization, company, or business name.

B. Account and authentication information

We may collect:

• account credentials;
• authentication status;
• account type and role;
• workspace membership;
• permissions and administrative privileges;
• account creation and login timestamps;
• verification status;
• password-reset activity;
• account preferences and settings.

Passwords are processed through the authentication and security systems used by the Platform. Rloop does not display passwords in readable form.

C. Organization and subscription information

Organizations and their representatives may provide:

• legal or operating business name;
• business contact details;
• industry and operational information;
• workspace settings;
• subscription plan and billing cycle;
• authorized users and administrators;
• account preferences;
• support and implementation information;
• subscription history and account status.

D. Contractor profile and credential information

Contractors or Organizations may submit information including:

• business identity and ownership information;
• trade, skill, and service categories;
• work experience;
• service areas;
• availability and scheduling information;
• equipment and vehicle information;
• insurance information;
• licenses, permits, and certifications;
• tax or business records uploaded by the user or Organization;
• credential expiration dates;
• internal review notes created by an Organization;
• status, approval, suspension, or archival information;
• assignment history and operational performance information.

E. Assignment and workflow information

We may process information concerning:

• available, offered, accepted, declined, or canceled assignments;
• assignment descriptions and requirements;
• job or workflow status changes;
• scheduled dates and times;
• arrival, progress, and completion information;
• internal notes and activity histories;
• messages between authorized workspace users;
• photos, files, and completion evidence;
• financial amounts entered by an Organization for recordkeeping;
• administrative actions and audit information.

Financial amounts shown within Organization or contractor dashboards may be records entered or maintained by an Organization. Rloop does not process or settle compensation between Organizations and contractors.

F. Client, property, or project information

Organizations may use Rloop to store information about their own clients, properties, projects, assignments, or service locations, including:

• client or contact names;
• business contact information;
• service or project addresses;
• assignment descriptions;
• scheduling information;
• access instructions;
• photos and supporting records;
• communications and status information.

Organizations are responsible for having the authority and lawful basis required to place this information in their workspaces.

G. Uploaded content and documents

Uploaded content may include:

• business formation documents;
• certificates of insurance;
• licenses and certifications;
• tax forms;
• identification documents where requested by an Organization;
• expiration dates;
• assignment photographs;
• contracts and supporting records;
• other content submitted through workspace features.

H. Subscription and transaction information

We may collect or receive:

• subscription plan;
• billing frequency;
• amounts charged to Rloop customers;
• payment status;
• transaction and invoice identifiers;
• limited payment-method details;
• billing contact and address;
• refund, credit, cancellation, and renewal information;
• tax information associated with the subscription purchase.

I. Device and technical information

When you access Rloop, we or our service providers may automatically collect:

• internet protocol address;
• browser type and version;
• device type;
• operating system;
• approximate location derived from an IP address;
• referring pages;
• dates and times of access;
• pages and Platform features used;
• error and diagnostic information;
• session and authentication events;
• security, request, and audit logs.

J. Communications and support

We collect information provided through emails, forms, telephone communications, support messages, legal notices, privacy requests, complaints, feedback, and other correspondence.

4. Sources of information

We may collect information from:

• you directly;
• your account and Platform activity;
• an Organization that invites or administers your account;
• Organization Administrators and authorized representatives;
• contractors and other users participating in the same workspace;
• clients or business contacts whose information is submitted by an Organization;
• subscription payment providers;
• hosting, email, security, storage, and infrastructure providers;
• public records and publicly available sources where lawfully used;
• lawful governmental, regulatory, or legal sources.

5. How we use information

We may use information to:

• operate, maintain, and improve Rloop;
• create and manage accounts and workspaces;
• authenticate users and protect accounts;
• provide subscription features;
• process subscription purchases, renewals, credits, refunds, and cancellations;
• manage Organization users, permissions, and settings;
• provide contractor profiles and workflow tools;
• display and manage credential records submitted through a workspace;
• support assignment and scheduling workflows;
• facilitate authorized workspace communications;
• store and display documents, photos, and operational records;
• provide reporting and analytics features;
• provide customer service and technical support;
• send account, subscription, security, and legal notices;
• respond to complaints, inquiries, and disputes;
• prevent fraud, abuse, misconduct, and unlawful activity;
• monitor Platform performance and troubleshoot errors;
• enforce our agreements and policies;
• comply with tax, accounting, legal, regulatory, and recordkeeping obligations;
• protect the rights, safety, property, and security of users and others;
• carry out other purposes disclosed when information is collected.

Rloop does not use workspace information to make independent hiring, classification, assignment, disciplinary, compensation, or termination decisions for Organizations.

6. Organization workspace data

Organization workspaces may contain contractor records, client records, project details, documents, internal notes, assignment activity, communications, and other operational information.

Organizations control which Users are invited, which roles they receive, what information is entered, and how workspace information is used.

Rloop processes workspace data to provide, secure, maintain, support, and improve the Platform and to comply with applicable legal obligations.

Organization Administrators may be able to access, edit, export, restrict, or delete information in their workspaces, subject to Platform functionality, legal requirements, retention rules, and applicable agreements.

Users should understand that information submitted to an Organization workspace may be accessible to the Organization’s authorized administrators and users. Rloop does not control the Organization’s independent use of information after it is accessed or exported from the Platform.

7. How we disclose information

We may disclose information in the following circumstances.

A. Within an Organization workspace

Information may be made available to authorized Organization Administrators, employees, contractors, and invited users according to workspace settings, permissions, and Platform functionality.

For example, a contractor may receive assignment details, contact information, schedules, messages, documents, or other information the Organization chooses to share.

Organization Administrators may receive contractor identity, credential, availability, activity, communication, and assignment information submitted or generated through the workspace.

B. Service providers

We may disclose information to companies that provide services supporting Rloop, including:

• website and application hosting;
• content delivery and network security;
• email delivery;
• database and file storage;
• subscription payment processing;
• authentication and account security;
• analytics and error monitoring;
• communications and support systems;
• legal, accounting, insurance, and professional services.

These providers may access information only as reasonably necessary to perform services for us or as otherwise permitted by law and contract.

C. Legal, compliance, and safety purposes

We may disclose information when we reasonably believe disclosure is necessary to:

• comply with law, court orders, subpoenas, warrants, or legal process;
• respond to governmental or regulatory requests;
• investigate fraud, abuse, threats, security incidents, or misconduct;
• protect users, the public, property, or the Platform;
• establish, exercise, or defend legal claims;
• enforce our agreements and policies.

D. Business transactions

Information may be disclosed or transferred in connection with a financing, merger, acquisition, reorganization, asset sale, business sale, bankruptcy, or similar transaction.

E. With your direction or consent

We may disclose information when you direct or authorize the disclosure or intentionally use a feature designed to share information.

8. Subscription payment information

Rloop may use a third-party payment processor to process subscription purchases, recurring subscription charges, plan changes, credits, refunds, and related transactions.

The payment processor may collect payment-card, banking, billing-address, identity, tax, and transaction information directly from the paying Organization or account holder under its own terms and privacy policy.

Rloop may receive limited information such as subscription status, transaction identifiers, invoice information, amount, currency, payment status, payment-method type, and limited account details.

Rloop does not intend to store complete payment-card numbers when payment processing is handled by an external payment processor.

9. Contractor information

Contractor information may be submitted by the contractor, an Organization, or an authorized Organization representative.

Rloop processes contractor information to provide contractor profiles, credential tracking, invitations, account access, assignment workflows, messaging, scheduling, document management, reporting, analytics, and related Platform functions.

Organizations may review, approve, reject, suspend, archive, or otherwise manage contractor records within their own workspaces.

Rloop does not independently certify that a contractor is qualified, licensed, insured, safe, compliant, or legally classified. Verification fields and status labels are software records based on information submitted or reviewed by users.

Access to a contractor account does not guarantee assignments, compensation, approval, continued access, employment, or any minimum level of business activity.

10. Uploaded documents

Documents uploaded to Rloop may contain personal, business, financial, licensing, insurance, tax, or identification information.

Uploaded documents may be processed to:

• create and maintain workspace records;
• support Organization review processes;
• display credential and expiration information;
• support assignment and contractor-management workflows;
• investigate disputes, abuse, or security incidents;
• comply with legal and recordkeeping obligations.

Organizations determine which documents they require from their contractors and are responsible for ensuring those requests are lawful and appropriate.

Users should not upload documents that are not reasonably necessary. When possible, remove or redact unnecessary sensitive information before uploading files.

11. Communications

We may use contact information to send:

• account and security notices;
• workspace invitations;
• assignment and scheduling notifications;
• document and credential notices;
• messages initiated by authorized users;
• subscription, billing, renewal, and cancellation information;
• customer-support responses;
• policy and Platform updates;
• marketing communications where permitted.

Users may unsubscribe from promotional email using an available unsubscribe method. Transactional, legal, administrative, subscription, and security communications may still be sent where necessary.

Communications transmitted through the Platform may be visible to authorized Organization users according to workspace access and permissions.

12. Cookies and similar technologies

Rloop may use cookies, session identifiers, local storage, server logs, and similar technologies to:

• keep users signed in;
• maintain secure sessions;
• protect against cross-site request forgery and other attacks;
• remember preferences;
• operate website and dashboard features;
• diagnose errors;
• understand Platform usage;
• improve reliability and security.

Some cookies are necessary for authentication, security, and essential Platform functions. Blocking them may prevent parts of Rloop from working correctly.

Additional information is provided in the Rloop Cookie Policy.

13. Analytics, diagnostics, and audit logs

Rloop may collect and analyze technical and usage information to understand how the Platform performs, identify errors, investigate misuse, maintain security, and improve features.

Audit records may include account activity, administrative actions, permission changes, status transitions, document activity, security events, login activity, and timestamps.

We may create aggregated or de-identified information that does not reasonably identify an individual. We may use and disclose such information for analytics, security, product development, research, and business purposes, subject to applicable law.

14. Sale or sharing of personal information

California law may define “sale” and “sharing” more broadly than an exchange of information for money. Certain advertising or cross-context behavioral advertising activities may qualify when used.

If Rloop later engages in activity treated as a sale or sharing under applicable law, we will update this Policy and provide any required notice or opt-out mechanism.

15. Data retention

We retain information for as long as reasonably necessary for the purposes described in this Policy, including:

• operating and securing the Platform;
• maintaining accounts and workspaces;
• administering subscriptions;
• providing contracted Platform services;
• resolving disputes and support issues;
• preventing fraud and abuse;
• maintaining tax and financial records;
• enforcing agreements;
• complying with applicable law.

Retention periods may depend on the type and sensitivity of information, legal obligations, account status, subscription history, workspace instructions, dispute risk, security needs, and operational requirements.

Organizations may configure, remove, export, or request deletion of certain workspace data, subject to available features, legal obligations, backup cycles, and contractual requirements.

Information may remain in backups, legal archives, security records, audit logs, or restricted systems for a reasonable period after deletion from active systems.

16. Data security

Rloop uses administrative, technical, and organizational safeguards intended to protect information against unauthorized access, loss, misuse, alteration, and disclosure.

Measures may include:

• authentication and access controls;
• password hashing;
• encryption in transit;
• secure session and cookie settings;
• application security headers;
• role-based workspace permissions;
• restricted administrative access;
• infrastructure and network protections;
• logging and monitoring;
• reasonable provider and access-management practices.

Users and Organizations are responsible for protecting their credentials, selecting appropriate permissions, removing unauthorized users, securing exported data, and promptly reporting suspected compromise.

No system is completely secure. Rloop cannot guarantee that unauthorized persons will never defeat safeguards or that transmission and storage will always be risk-free.

17. Your privacy choices

Depending on your relationship with Rloop and applicable law, you may:

• update certain account information;
• correct inaccurate information;
• request account closure;
• unsubscribe from promotional email;
• manage browser cookies;
• request access to certain information;
• request deletion of certain information;
• request correction of certain information;
• exercise additional rights provided by applicable law.

We may need to verify identity, authority, or account ownership before processing a request. We may retain information where required or permitted by law.

Closing an individual account does not necessarily delete information controlled by an Organization or cancel an Organization’s subscription. Workspace information may remain subject to the Organization’s instructions, legal obligations, and applicable agreements.

18. Requests involving Organization workspace data

When an Organization controls the information involved in a privacy request, the requester should generally contact that Organization directly.

Rloop may refer a request to the relevant Organization or require confirmation from an authorized Organization Administrator before modifying or deleting workspace information.

Rloop may assist Organizations with access, correction, deletion, restriction, export, or other verified requests as required by applicable law or contract.

Rloop will not independently override an Organization’s lawful control of workspace information unless required by law, necessary to protect security, or permitted by the applicable agreement.

19. California privacy rights

California residents may have privacy rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act, when that law applies to the Company and the information involved.

Subject to legal limitations and exceptions, rights may include the right to:

• know the categories and specific pieces of personal information collected;
• know the sources and purposes of collection;
• know the categories of third parties to whom information is disclosed;
• request deletion;
• request correction;
• opt out of the sale or sharing of personal information;
• limit certain uses of sensitive personal information where applicable;
• receive equal service and pricing without unlawful discrimination for exercising privacy rights.

An authorized agent may submit a request where permitted by law. We may require proof of authorization and identity verification.

Rloop will not discriminate against a user for making a lawful privacy request.

Additional disclosures are provided in the Rloop California Privacy Notice.

20. Children’s privacy

Rloop is a business software platform intended for adults and is not directed to children under 13.

Users must be at least 18 years old to create an Organization account, purchase a Subscription, create a contractor account, or enter into a binding agreement through Rloop.

If we learn that personal information was collected directly from a child under 13 without legally required authorization, we will take reasonable steps to delete it.

21. Third-party services and links

Rloop may contain links to third-party websites or rely on third-party services for technical, infrastructure, communication, security, support, or subscription-payment functions.

Third parties may independently collect or process information under their own terms and privacy policies. Their independent privacy and security practices are not controlled by this Policy.

Users should review the privacy terms of any third-party service they choose to use.

22. Data location and international processing

Rloop is operated from the United States and is currently intended primarily for Organizations and users located in the United States.

Information may be processed or stored in the United States or other locations where service providers operate. Privacy laws in those locations may differ from the laws where a user resides.

Organizations that submit information about individuals located outside the United States are responsible for evaluating and complying with applicable international data-protection requirements.

23. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to Rloop, information practices, service providers, legal requirements, or business operations.

The revised Policy will display an updated “Last updated” date.

Where required by law or appropriate for material changes, we may provide additional notice through the website, Platform, account, email, or another reasonable method.