Privacy Policy

Ryno Field Management Solutions ("RynoSuite," "we," "us," or "our") operates the RynoSuite field service management platform, accessible at rynosuite.com and app.rynosuite.com. This Privacy Policy explains how we collect, use, disclose, and protect information about you when you use our platform, website, or services.

By accessing or using RynoSuite, you agree to the practices described in this Privacy Policy. If you do not agree, please discontinue use of our services.

1 Information We Collect

Information You Provide Directly

When you register for RynoSuite, use our platform, or communicate with us, we may collect:

• Name, business name, email address, and password
• Phone number (for account and communication purposes)
• Business address and billing information
• Customer and property data that you enter into the platform (names, addresses, phone numbers, email addresses of your customers)
• Job details, estimates, invoices, notes, and attachments you create within the platform
• Communications and support requests you send to us

Information Collected Automatically

When you access our platform, we automatically collect certain technical information, including:

• IP address, browser type, and device identifiers
• Pages visited, features used, and actions taken within the platform
• Date and time of access
• Referring URLs

Information About Your Customers

RynoSuite is a business tool. When you use our platform to manage your service business, you may input personal information about your own customers, including their names, addresses, phone numbers, and email addresses. We process this data solely on your behalf to provide the platform's features and functionality. You are responsible for ensuring you have appropriate authorization to input and use your customers' information within RynoSuite.

2 How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the RynoSuite platform and its features
• Process and manage your account, subscriptions, and payments
• Send transactional communications such as account notifications, service updates, and security alerts
• Enable SMS/text message notifications to your customers on your behalf (see Section 3 below)
• Respond to your support requests and inquiries
• Improve, develop, and enhance our platform and services
• Provide optional AI-powered features you choose to use, such as the Ryno Assistant, AI estimate generation, AI writing tools, and the AI Visualizer, which process the information you submit to generate the requested output (see Section 6)
• Comply with applicable laws, regulations, and legal obligations
• Detect, prevent, and address fraud, security incidents, or misuse of our platform

We do not use your information or your customers' information for advertising or marketing purposes unrelated to RynoSuite's own services.

3 SMS / Text Message Communications

How We Use SMS Messaging

RynoSuite uses Twilio to send automated SMS text messages to the end customers of businesses that use our platform. These messages are strictly transactional and operational in nature. We do not send marketing or promotional SMS messages.

The types of SMS messages sent through RynoSuite on behalf of service businesses include:

• Estimate notifications, notifying a customer that an estimate has been sent and is ready for review
• Appointment reminders, reminding a customer of an upcoming scheduled service appointment
• Job status updates, notifying a customer when a technician is on the way or when a job has been completed
• Invoice notifications, notifying a customer that an invoice has been issued and is ready for payment
• Payment confirmations, confirming receipt of a payment

How Customer Consent Is Collected

Before any SMS messages are sent to a customer, the RynoSuite platform requires that the service business (our user) obtain explicit opt-in consent from the customer. Consent is collected when a customer provides their phone number and agrees to receive SMS notifications through service request forms, scheduling confirmations, or other customer interactions managed within the RynoSuite platform. The opt-in includes disclosure of the message program, message frequency, the "Message and data rates may apply" disclaimer, and instructions on how to opt out. Customers are informed they can reply STOP to unsubscribe or HELP for assistance.

Message Frequency

Message frequency varies depending on the number of active jobs, estimates, and invoices associated with a customer account. Customers may receive multiple messages per job cycle (estimate, appointment, job update, invoice). Message frequency will be disclosed at the time of opt-in within the RynoSuite platform.

How to Opt Out

Customers can opt out of SMS messages at any time by replying STOP to any message received. Upon receipt of a STOP message, no further SMS messages will be sent to that number unless the customer re-opts in. Customers may also reply HELP at any time to receive assistance information, or contact the service business directly.

Carrier Disclaimer

Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. For questions about your text plan or data plan, contact your wireless carrier.

4 How We Share Your Information

We do not sell your personal information. We do not share your personal information with third parties for their own marketing purposes. We may share information only in the following limited circumstances:

Service Providers

We work with trusted third-party vendors who assist us in operating the RynoSuite platform. These include:

• Twilio, for SMS/text message delivery
• Payment processors, for billing and subscription management
• Cloud hosting and infrastructure providers, for platform operation and data storage
• Email service providers, for transactional email delivery
• Artificial intelligence providers (Anthropic and OpenAI), to power optional AI features such as the Ryno Assistant, AI estimate generation, AI writing tools, and the AI Visualizer (see Section 6)

These service providers are contractually bound to use your information only to perform services on our behalf and are prohibited from using it for their own purposes.

Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or when we believe disclosure is necessary to protect the rights, property, or safety of RynoSuite, our users, or the public.

Business Transfers

In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred as part of that transaction. We will notify you of any such change via email or a prominent notice on our platform.

With Your Consent

We may share your information in other ways if you have provided explicit consent for us to do so.

5 Third-Party Integrations

RynoSuite offers optional integrations with third-party services to extend platform functionality. When you choose to connect a third-party service, we access only the data needed to provide the integration's features, and only with your explicit authorization.

Google Calendar Integration

RynoSuite offers an optional integration with Google Calendar that allows you to sync your jobs and assessments from RynoSuite to your Google Calendar for easier scheduling awareness.

Information We Access

When you connect your Google account to RynoSuite, we request access to the following Google user data:

• Calendar event creation and management, to create, update, and delete calendar events that correspond to your RynoSuite jobs and assessments
• Calendar list, to identify your calendars and create a dedicated "RynoSuite Jobs" calendar where applicable
• Basic profile information, your email address, used to identify the connected Google account

How We Use Google User Data

We use the Google data we access exclusively for the following purposes:

• Creating, updating, and removing calendar events that reflect your RynoSuite jobs and assessments
• Displaying connection status within RynoSuite (so you can see which Google account is connected)
• Maintaining the sync relationship between RynoSuite records and corresponding Google Calendar events

What We Do Not Do

RynoSuite does not:

• Read events from your Google Calendar that were not created by RynoSuite
• Use Google user data to train, develop, or improve generalized machine learning or artificial intelligence models
• Sell, rent, share, or transfer Google user data to third parties for advertising, marketing, or any other purposes
• Use Google user data for any purpose other than providing the calendar integration feature you have explicitly enabled

Limited Use of Google User Data

RynoSuite's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We only use Google user data to provide and improve user-facing features that are prominent in the requesting application's user interface.

Data Storage

To maintain the integration, we securely store:

• Your Google account's OAuth access and refresh tokens (encrypted at rest)
• References (Google event IDs) linking RynoSuite records to corresponding Google Calendar events
• Your email address associated with the connected Google account

We do not store the content of calendar events on our servers beyond what is necessary to maintain the sync relationship.

Revoking Access

You can disconnect the Google Calendar integration at any time from within RynoSuite's settings. When you disconnect:

• RynoSuite immediately stops accessing your Google Calendar
• Stored OAuth tokens are deleted from our systems
• Previously created calendar events remain in your Google Calendar, you may delete them manually if desired

You can also revoke RynoSuite's access at any time directly from your Google Account permissions page.

6 Artificial Intelligence Features

RynoSuite includes optional features powered by third-party artificial intelligence providers. When you choose to use one of these features, we transmit the specific information needed to perform that feature to the applicable AI provider, which processes it and returns a result to RynoSuite. We only send the data required for the feature you have invoked.

Features That Use AI and What Is Sent

• Ryno Assistant, an in-app assistant that answers questions and performs actions on your behalf. To respond, it may transmit customer names, contact details, and addresses; job, request, estimate, invoice, and service plan details; and scheduling information from your account. At your direction, it can also draft and send communications such as on-the-way texts and estimate or follow-up reminders.
• AI Estimate Generator, which transmits the job scope and description you provide to generate suggested estimate line items and text.
• AI Writing tools, which transmit the text you are drafting or editing to generate rewritten or improved content.
• AI Visualizer, which uploads the property photograph you provide, along with the transformation you request, to generate a before-and-after preview image.

Who Processes This Data

• Anthropic (Claude) powers the Ryno Assistant, the AI Estimate Generator, and the AI Writing tools.
• OpenAI powers image generation in the AI Visualizer.

How This Data Is Used and Retained

• Data sent to these providers is used solely to generate the output you requested and return it to RynoSuite.
• Under our API agreements with these providers, the data you and your customers submit through RynoSuite is not used to train or improve their AI models.
• These providers retain submitted data only for a limited period (generally up to 30 days) for security and abuse-monitoring purposes, after which it is deleted, unless a longer retention period is required by law.
• We do not use your data or your customers' data to train our own machine learning or AI models.

Your Responsibility

AI-powered features are optional. Because these features may transmit information about your customers to third-party AI providers, you are responsible for ensuring you have any authorization needed to process your customers' information in this way. If you prefer not to use AI processing, you can choose not to use these features.

7 Cookies and Tracking

We use cookies and similar technologies to operate our website and platform. Cookies are small text files stored on your device that help a website function and remember certain information about your visit.

Cookies We Use

We use cookies that are strictly necessary to provide our services, including:

• Essential cookies, required to keep you signed in, maintain your session, and provide core platform functionality
• Security cookies, used to help protect your account and detect fraudulent or unauthorized activity
• Preference cookies, used to remember settings and choices you make so the platform works the way you expect

We do not use cookies to serve third-party advertising or to track you across unrelated websites.

Managing Cookies

Most web browsers allow you to control or disable cookies through their settings. Because some of our cookies are essential to how the platform works, disabling them may prevent you from signing in or using certain features. For instructions on managing cookies, refer to your browser's help documentation.

8 Data Retention

We retain your account information and platform data for as long as your account is active or as needed to provide you with services. If you close your account, we will retain your data for a reasonable period to comply with legal obligations, resolve disputes, and enforce our agreements, after which it will be securely deleted or anonymized.

SMS opt-in consent records are retained for a minimum period in accordance with applicable regulations and best practices to document consent in the event of a dispute or audit.

9 Security

We implement industry-standard technical and organizational security measures to protect your information from unauthorized access, loss, misuse, or disclosure. These include encrypted data transmission (HTTPS/TLS), access controls, and regular security reviews.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security. If you suspect any unauthorized access to your account, please contact us immediately at support@rynosuite.com.

10 Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information, including:

• Access, the right to request a copy of the personal information we hold about you
• Correction, the right to request correction of inaccurate or incomplete information
• Deletion, the right to request deletion of your personal information, subject to legal retention requirements
• Opt-out of SMS, the right to opt out of SMS messages at any time by replying STOP
• Data portability, the right to receive your data in a portable format where technically feasible

To exercise any of these rights, please contact us at support@rynosuite.com. We will respond to all requests within a reasonable timeframe.

11 State Privacy Rights

Residents of certain U.S. states, including California, Virginia, Colorado, Connecticut, and Utah, may have additional rights under their state privacy laws. Where these laws apply to you, you may have the right to:

• Confirm whether we process your personal information and request access to it
• Request correction of inaccurate personal information
• Request deletion of your personal information, subject to legal exceptions
• Obtain a portable copy of the personal information you have provided to us
• Opt out of the "sale" or "sharing" of personal information, as those terms are defined under applicable law

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

To exercise any of these rights, please contact us at support@rynosuite.com. We will not discriminate against you for exercising your privacy rights. Where required by law, you may designate an authorized agent to make a request on your behalf, and we may need to verify your identity before fulfilling a request.

12 Children's Privacy

RynoSuite is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will take steps to delete it promptly. If you believe we have inadvertently collected such information, please contact us at support@rynosuite.com.

13 Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this page and notify you via email or a prominent in-app notice.

Your continued use of RynoSuite after any changes to this Privacy Policy constitutes your acceptance of the updated policy. We encourage you to review this page periodically.

14 Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your information, please contact us: