Privacy Policy
Last updated 2 August 2026
1. What this policy covers
This policy covers the CoolProject marketplace at coolproject.us and the CoolProject contractor app for iPhone. They are one service operated by one company, and an account works across both. Where something applies to only one of them, we say so.
2. What we collect on the marketplace
| What we collect | Why | Where it comes from |
|---|---|---|
| Name, email address, phone number, and a password (stored hashed, never in readable form) | Account identity and sign-in | You provide it when you register |
| A government photo ID image, and a selfie photo or short video | To confirm contractors and contract signers are who they say they are | You upload it during a contractor application, or before signing a contract |
| Data read from the barcode on your ID — name, date of birth, address, document number | To check the ID matches what you told us | Read automatically from the ID image you upload |
| Property street addresses and their map coordinates | To place jobs, and — only after a contract is signed — to tell the contractor where the work is | You provide it when posting a job or adding a property |
| Job titles and descriptions, photos, videos and documents | To show contractors what the work involves | You provide it when posting a job |
| Messages between customers and contractors | To let the two sides communicate, and to screen for abuse | You write them in the marketplace |
| Your payment method type and a token from our payment processor. We never receive or store your full card number. | To take payment for fees | Entered directly with our payment processor |
| Contract contents, the signatures on them, and a signing audit trail recording who signed, when, and from what network address | Because a signed contract is a legal record | Created when you sign |
| Trade licences, insurance certificates and classifications | To show customers what credentials a contractor has provided | Contractors upload them |
3. What the contractor app collects
The iPhone app collects the following. This list matches the privacy manifest published with the app on the App Store.
| What the app collects | Why |
|---|---|
| Your email address | Sign-in identity |
| Receipt images, project photos, and recordings you import | The core capture feature |
| Voice notes | Transcribed into your project notes |
| Scanned documents, transcripts, and notes you write at capture time | Project record-keeping |
| The vendor, totals, tax and line items read from your receipts | Expense tracking on the project |
| Approximate location | The app never asks for your location. But videos you import can carry the coordinates where they were recorded in their metadata, and that metadata uploads with the file. We declare it because the data leaves your device, not because we request it. |
| The account identifier carried in your sign-in token | Keeps you signed in |
4. Who else processes your information
We share information with the providers below so the service can work. None of them receive it for their own marketing.
- Our payment processor — handles card details directly. We receive only a token and the card type.
- An AI provider that reads receipt images — receipt photos captured in the contractor app are sent to a third-party AI service to read out the vendor, totals, tax and line items. We send them for that processing only. The provider does not use them, or the details read from them, to train or improve its own models, and does not keep them for its own purposes.
- An automated message classifier — messages between customers and contractors are screened automatically for abuse and for attempts to move a deal off the platform. This means message content is machine-read.
- Our electronic signature provider — receives the contract and the signers' details when a contract is sent for signature.
- An address lookup provider — receives addresses you enter, to standardise them and find their map coordinates.
- Our hosting, content delivery and email providers — carry the service and send transactional email such as verification links and signing invitations.
5. What we never do
We do not track you across other companies' apps or websites. We do not use advertising identifiers. We do not sell personal information, and we do not share it with data brokers.
6. How long we keep it, and how to delete it
You can close your account at any time from your account page. Before you confirm anything, that page lists exactly what will be deleted and what will be kept, counted against your own data.
Closing an account is not the same as erasing everything you ever did here. Some of what you created belongs to the business you work for, and some of it belongs to the people you worked with. Here is how we divide it.
Deleted straight away. Yours alone, and permanently gone: your profile and bio, your photos, cover image and portfolio, your government ID image and your selfie or verification video, your service areas, and any bids that were never accepted.
Stays with your business. A contractor account is issued to a contracting business, not to the individual who signs in. Projects, receipts, scanned documents, transcripts, voice notes and project photos created in the contractor app belong to that business. Closing your account removes your access to them. It does not delete them, and it does not affect anyone else at that business. Removing them is the business's decision, not an individual signer's.
Stays with the people you worked with. Every contract has someone on the other side of it. Signed contracts, the invoices and fee records that go with them, message threads, and the work evidence attached to those jobs are theirs as much as yours. Closing your account does not remove them — the other party keeps full access and can still download them, because they may need them for a warranty claim, an insurance claim, a dispute, a property sale or their own tax records long after the work is finished.
Your name stays on these records. A contract without a signatory is not a contract.
We do not ask the other party for permission to delete these, and you cannot require us to. They are not one party's to erase.
Kept because the law requires it. A narrow set of records is retained beyond all of the above: the signing audit trail for each contract you signed, the payment and fee ledger, and the fact that your identity was verified and the date it happened — not the ID document itself, which is deleted.
We keep these because a signed construction contract carries legal consequences for years after the work is finished — Minnesota's mechanic's lien and statutory home warranty periods both run well past completion — and because tax law requires us to retain payment records. Retained for as long as Minnesota's mechanic's-lien and statutory home-warranty periods and tax-record retention rules require after the related contract completes, then deleted.
If your account received moderation strikes for breaking our acceptable-use rules, we keep that record too. Otherwise closing an account would erase an enforcement history and let it start over.
On your iPhone. Closing your account signs the contractor app out the next time it contacts our servers. Anything already downloaded to the phone stays in the app until you delete the app itself.
7. Contact us
Questions about this policy, or about your data, go to support@coolproject.us.
Pending counsel review: the legal entity name and registered address, and the specific retention durations behind the periods described in ยง6.