Service Plan Pro (“we”, “us”, or “our”) is operated by Chan Automation. This policy explains what information we collect, how we use it, and what rights you have over it. By using Service Plan Pro, you agree to this policy.
1. Who this policy covers
This policy covers two groups of people:
- Business owners who sign up to use Service Plan Pro to manage their memberships and billing.
- End customers whose information is entered into Service Plan Pro by a business owner.
2. What information we collect
We collect the following when you use our service:
- Account information: name, email address, and password when you sign up.
- Business information: business name and industry. If you connect ServiceM8, your ServiceM8 account details. If you enter them, your tax name, tax rate and tax registration number, which are printed on the invoices you issue.
- Customer data entered by business owners: names, email addresses, phone numbers, and physical addresses of end customers.
- Payment information: billing details processed securely through Stripe. We do not store full card numbers. Stripe handles all payment data.
- Usage data: how you interact with the app, pages visited, and features used. For visitors to our website, how you found us (the referring website, the first page you landed on and any campaign tags in the link), whether you started and finished signing up, and an approximate location (country, region and city) derived from your connection. None of this website and signup data includes your IP address.
- IP addresses: when you sign in, our authentication provider, Supabase, records the IP address of the sign-in request with your login session, and keeps it until that session ends. When a customer signs a service agreement, we record the IP address it was signed from as part of the signature record. Our hosting provider, Vercel, keeps request logs that include IP addresses for one hour.
- Communications: any messages you send to us via email or support channels.
3. How we use your information
- To provide and operate the Service Plan Pro platform.
- To process payments and manage subscriptions via Stripe.
- To send transactional emails and SMS messages (payment receipts, upcoming visit reminders, billing alerts) via Resend and Twilio.
- To sync with your connected ServiceM8 account to create job cards and log payment notes.
- To post invoices, payments and customers to your connected accounting software (QuickBooks Online) when you turn posting on.
- To improve our product and fix issues.
- To send you important account and service updates.
4. Third-party services we use
Service Plan Pro integrates with the following third-party services. Each has its own privacy policy:
- Stripe: payment processing (stripe.com/privacy)
- Supabase: database and authentication (supabase.com/privacy)
- Resend: transactional email delivery (resend.com/legal/privacy-policy)
- Twilio: SMS notifications (twilio.com/legal/privacy)
- ServiceM8: field service management integration, only if you connect it (servicem8.com/privacy)
- Intuit QuickBooks Online: accounting integration, only if you connect it (intuit.com/privacy)
- Google Sheets: customer import, only used when you choose to import from a Google Sheet you have shared by link. We fetch that sheet once as a CSV file and do not access your Google account (policies.google.com/privacy)
- Vercel: hosting provider (vercel.com/legal/privacy-policy)
5. QuickBooks Online connection
Connecting QuickBooks Online is optional. If you connect it, you authorise Service Plan Pro with Intuit through OAuth, and we then:
- Read your company information (name, country, home currency and tax settings), your chart of accounts, your items, your tax codes, and your customer list, which we search by email address and name so that an existing customer is matched before a new one is created.
- Write customers, invoices and payments, a service item if you ask us to create one, journal entries for your Stripe payouts, and, only if you turn on deferred revenue, journal entries for deferrals and their monthly recognition.
Nothing is posted until you have mapped your accounts and turned posting on. The OAuth access and refresh tokens Intuit issues, and your QuickBooks company identifier, are stored encrypted at rest.
You can disconnect at any time from Settings. Disconnecting revokes our access at Intuit and deletes the stored tokens. If you disconnect Service Plan Pro from inside QuickBooks instead, Intuit removes our access on its side and the tokens we hold stop working.
We keep a log of what was posted to QuickBooks (each customer, invoice, payment and journal entry, with its QuickBooks reference and any error) with your account, so you can see what was posted. It is kept for as long as the rest of your account data.
6. Data storage and security
Your data is stored by Supabase in a PostgreSQL database with row-level security, in its East US (North Virginia) region in the United States. The application’s server runs on Vercel in its Washington, D.C. region in the United States. All data is encrypted in transit using HTTPS. We take reasonable steps to protect your information, but no internet service can guarantee absolute security.
7. Data retention
We retain your data for as long as your account is active. If you cancel your account, we will retain your data for 30 days in case you wish to reactivate, after which it will be deleted. Stripe may retain payment records as required by law. Disconnecting QuickBooks Online deletes the stored access and refresh tokens immediately.
8. Your rights
- You can access and update your account information at any time from your dashboard.
- You can request a copy of your data by emailing us.
- You can request deletion of your account and data by emailing us.
- If you are in the EU or UK, you have additional rights under GDPR, including the right to object to processing and the right to data portability.
9. Cookies
We use cookies to keep you logged in, to maintain your session, and to protect the connection when you link ServiceM8 or QuickBooks. We do not use advertising cookies. We set two first-party cookies to measure how visitors find us and whether signup works. They hold no name, email or other personal details, and they are never shared with anyone.
Some pages include a video served from youtube-nocookie.com, and on some of them the video loads only when you press play. YouTube sets its own cookies only if you press play, and those are covered by Google’s privacy policy.
10. Children’s privacy
Service Plan Pro is intended for use by business owners and is not directed at children under 13. We do not knowingly collect information from children.
11. Changes to this policy
We may update this policy from time to time. We will notify you of significant changes by email or via a notice in the app. Continued use of the service after changes means you accept the updated policy.