Privacy Policy

This Privacy Policy applies to the public SGCM website, rental listings and applications, work-order requests, the Ask Billy form, the SGCM administrative and field-service portals, and integrations used to operate those services, including QuickBooks Online.

It does not replace the privacy policies or terms of third-party services that you separately choose to use, such as QuickBooks Online.

Service and work-order requests. We may collect your name, company name, email address, phone number, service address, issue selections, descriptions, notes, and photographs you submit with a request.

Ask Billy submissions. We may collect your name, address, subject, message, and an optional photograph.

Rental applications. A rental application may include highly sensitive personal information, including applicant name, Social Security number, date of birth, current address, telephone number, email address, driver's license information, rental and landlord history, employment history, income information, housing and auto-payment information, asset information, signatures, and credit-report authorization. Applicants are also asked to upload photo identification, pay stubs, and tax returns.

Authorized employee and administrator information. For users of the internal field-service system, we may process account information, organization role, team membership, job assignments, work-order activity, arrival and departure information, signatures, notes, photographs, material and receipt information, and records of actions performed in the system.

QuickBooks integration information. When an authorized SGCM administrator connects QuickBooks Online, the application processes the authorization information necessary to maintain that connection, including the QuickBooks company identifier and OAuth access and refresh tokens. Depending on the feature being used, the application may read QuickBooks customer, project, employee, and account information and may create or update accounting records such as customers, employee information, time activities, expenses, and receipt-related records.

Technical and security information. We and our service providers may process information such as IP address, browser or device information, request logs, timestamps, and security events. The SGCM website may also use a one-way hash derived from an IP address for rate limiting and abuse prevention rather than storing the raw IP address in its application rate-limit table.

We use information as reasonably necessary to:

• respond to questions and property inquiries;
• create, assign, manage, and document service requests and work orders;
• review and process rental applications;
• operate employee and administrator accounts and enforce role-based access;
• prepare work-order information for authorized export to QuickBooks Online;
• maintain accounting-integration connections requested by authorized users;
• protect the website and systems against spam, abuse, fraud, unauthorized access, and other security threats;
• troubleshoot, maintain, and improve the operation of the website and related systems; and
• comply with applicable legal obligations and protect SGCM's legal rights.

Rental applications require sensitive information. Supporting documents are uploaded using temporary, signed upload credentials to private application storage. The server validates the submitted files and uses the application information to prepare the completed application package.

The website is designed to remove the temporary uploaded document copies from application storage before the completed application package is sent by email to the SGCM address designated to receive rental applications. If a submission fails, the system also attempts to remove staged files. After delivery, copies of the application may remain in SGCM's email system and with service providers involved in transmitting the email, subject to SGCM's business needs, legal obligations, and those providers' applicable retention practices.

Applicants should submit sensitive documents only through the designated rental-application form and should not send Social Security numbers, tax returns, pay stubs, or identification documents through ordinary public contact forms.

We do not sell personal information. We may disclose information to service providers that help us host, secure, operate, or deliver the website and its features. Current services used by the application may include Vercel for website hosting, Supabase for database/authentication/storage services, Resend for application email delivery, and Intuit QuickBooks Online for authorized accounting integration.

We may also disclose information when reasonably necessary to comply with law, respond to lawful process, investigate abuse or security incidents, protect the rights or safety of SGCM or others, or in connection with a business reorganization or transfer where permitted by law.

Only authorized SGCM users are intended to connect or use the QuickBooks integration. QuickBooks OAuth credentials are used to make authorized API requests on behalf of the connected SGCM QuickBooks company. The integration is designed to use QuickBooks information only for SGCM business functions requested by authorized users, such as matching customers and projects and exporting work-order time and expenses.

Intuit operates QuickBooks Online independently from SGCM. Information sent to or received from QuickBooks is also subject to Intuit's applicable agreements and privacy practices. An authorized QuickBooks user may revoke the application's access through the available QuickBooks/Intuit account controls or by disconnecting the integration where that option is available.

The website and internal portals may use cookies or similar browser storage that are necessary for login, authentication, security, and basic site operation. These technologies may be set by SGCM's hosting or authentication providers as part of providing the requested service.

We retain work-order, property, employee, accounting-integration, and other business records for as long as reasonably necessary for the purpose for which they were collected, for legitimate business operations, or as required by law. Temporary rental-application uploads are handled as described above. QuickBooks connection information may be retained while the integration remains connected and as needed to maintain related business records.

Retention periods may vary depending on the type of information, the status of a property or work order, accounting and recordkeeping requirements, dispute-resolution needs, and applicable legal obligations.

SGCM uses administrative, technical, and organizational safeguards appropriate to the nature of the information being processed. The application uses measures such as encrypted network connections, authenticated access, role-based authorization, database row-level security, private storage locations, temporary signed URLs, server-side handling of privileged credentials, and request validation.

No website, network, transmission, or storage system can be guaranteed to be completely secure. Users should protect their credentials and promptly report suspected unauthorized access.

Authorized field-service users can permanently delete their account directly from Account Settings in the SGCM field-service application. Account deletion removes the user's login and personal profile information. Certain historical work-order and business records may be retained where reasonably necessary for business, accounting, legal, security, or recordkeeping purposes. Where appropriate, former-user profile information is anonymized so historical work-order records can remain associated with the work performed without retaining the former user's active account information.

Authorized users who no longer want the application connected to QuickBooks may revoke or disconnect the QuickBooks authorization through available SGCM or Intuit controls.

The website and business systems are not directed to children under 13, and SGCM does not knowingly use the website to solicit personal information from children under 13.

We may update this Privacy Policy as the website, integrations, or legal requirements change. The current version will be posted on this page with an updated effective date.

If you have questions about this Privacy Policy or SGCM's handling of information, contact: