Precision IT Management Privacy Policy
Effective: September 20, 2026 · Version 2.0
1. Who we are and what this policy covers
Precision IT Management, LLC ("PIM," "we," "us") is an Ohio company based in Loveland, Ohio. We build and run software for small trade businesses, including FleetPortal, PayDirt, MowMoney, SnowDough, HookTime, InkPortal and PlateCash (together, the "Products"), and we provide IT managed services. Our Products are white-labeled: they carry our customer's name and a "Powered by [Product] · a Precision IT Management product" mark.
This policy explains how we handle personal information about:
- Website visitors to precisionitm.com, getfleetportal.com and our other PIM-branded sites;
- Leads and prospects: people who fill out a contact form, ask for a demo, or email, call or text us about our services;
- Customers and their account users: the owners, office staff and other people who log in to a Product for a business that pays us (each a "Customer").
2. Data our Customers put into the Products
Our Customers use the Products to run their businesses. In doing so they store information about their own crew, drivers and employees, and about their own customers (for example, a job address, a tattoo appointment, or a food order). We call this "Customer Data."
For Customer Data, the Customer decides what is collected and how it is used. We act as the Customer's service provider (also called a "processor") and handle Customer Data only to provide the Products under our agreement with that Customer, including our Data Processing Add-on where it applies. This policy does not govern how a Customer itself uses Customer Data; the Customer's own privacy notice does.
If a business you work for or buy from uses one of our Products, please send questions or privacy requests to that business. If you contact us instead, we will pass your request to the business and help it respond.
3. What we collect
Information you give us.
- Contact details: name, business name, email, phone number, mailing or job-site address.
- What you tell us in forms, emails, calls, texts and meetings (for example, your fleet size or the services you want). We keep notes of these conversations in our internal customer records.
- Account details for Product users: name, email, mobile number, role, and login information.
- Billing details: billing contact, invoices, and payment history. When you pay us by card or bank transfer, Stripe collects your payment details directly. We do not store full card or bank account numbers; we see limited details such as card brand, last four digits and payment status.
Information collected automatically.
- Basic technical data when you use our sites or Products: IP address, browser and device type, pages or screens visited, and date and time.
- Security and error logs we need to keep the Products running and to spot misuse.
- Approximate location (city or region) inferred from an IP address. Some Products also use a device's precise location, such as a time-card punch or a delivery, but only when the Customer turns that feature on, and that data is Customer Data.
Information from others. A Customer may add you as a user of its account. Our service providers (for example, Stripe or our email and texting providers) tell us whether a payment went through or a message was delivered.
We do not seek sensitive information such as health information, Social Security numbers or biometric data for our own purposes.
4. How we use it
We use personal information to:
- run, secure, support and improve our websites and Products;
- create and manage accounts and let users log in (including by texting a login code);
- respond to inquiries, prepare proposals, and follow up with leads;
- bill Customers and collect payment, including our platform fee on payments Customers take through a Product;
- send service messages such as invoices, receipts, security alerts and notices of changes;
- send occasional marketing emails about our own services (every marketing email has an unsubscribe link);
- prevent fraud, abuse and security problems; and
- meet legal, tax and accounting obligations and enforce our agreements.
We may create aggregated or de-identified information (for example, how many invoices were sent across all Products in a month) to run and improve the Products. It will not identify you or any Customer, and we will not try to re-identify it.
AI features. Some Products use third-party AI services (currently Anthropic) to help with tasks like reading documents or drafting text. We send those services only the information needed for the task.
5. Text messages (SMS)
We send text messages through Twilio. We text for two main reasons:
- Login codes, so you can sign in to a Product with your mobile number; and
- Operational messages about work, such as a job assignment, a schedule change, a time-card reminder, an order update, or an invoice. Often we send these on behalf of the Customer whose account you belong to.
Consent. We text you only if you, or the Customer who added you, provided your mobile number and consent to receive these messages. Customers must have that consent before adding a mobile number. We do not send marketing texts without your prior express written consent.
Opting out and help. Reply STOP to any message to stop receiving texts from that program. Reply HELP for help, or contact [email protected]. Message frequency varies. Message and data rates may apply. If you opt out of login codes, you will need to sign in another way. Carriers are not liable for delayed or undelivered messages.
Your mobile number stays private. We do not share mobile numbers or SMS opt-in data with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are excluded from every category of sharing described in this policy and will not be shared with any third party, except the service providers (such as Twilio) that deliver our messages.
6. Who we share it with
We do not sell personal information, and we do not share it for cross-context behavioral (targeted) advertising.
We share personal information only as follows:
Service providers (subprocessors) that host, deliver or support our sites and Products, under contracts that limit their use of the data:
| Provider | What they do for us |
|---|---|
| Google Cloud / Firebase | Hosting, database, file storage, user login |
| Cloudflare | Website hosting, content delivery, security |
| Stripe | Payments for our invoices, and card/ACH payments Customers take through a Product |
| Twilio | Text messages (login codes and operational texts) |
| Resend | Email delivery (invoices, notices, notifications) |
| Anthropic | AI features in the Products |
We process and store data in the United States. We will keep this list current at precisionitm.com/privacy and tell Customers about changes as our agreements require.
Stripe. When a Customer takes payments through a Product, the Customer is the seller and Stripe processes the payment under its own terms and privacy policy. Stripe also uses some payment information for its own purposes, such as fraud prevention and legal compliance.
The Customer you work with. If you are a user on a Customer's account, that Customer can see your account and activity information in its Product.
Legal and safety reasons. We may disclose information if the law requires it (for example, a subpoena or court order), or to protect the rights, safety or property of PIM, our Customers or others. If a demand concerns Customer Data, we will tell the Customer first unless the law forbids it.
Business transfers. If PIM is sold, merged or reorganized, personal information may move to the new owner, who must continue to protect it as described here.
With your permission. We may share information when you ask us to.
7. Cookies and analytics
Our sites and Products use a small number of cookies and similar browser storage. Most are necessary: they keep you logged in, remember settings and protect against abuse. We may also use basic analytics to see which pages and features get used, so we can fix problems and improve our tools. We do not use advertising cookies to follow you around the web, and we do not sell what we learn.
You can block or delete cookies in your browser settings. If you block necessary cookies, some features, such as staying logged in, will not work.
8. How long we keep it
We keep personal information only as long as we need it for the purposes above, then delete or de-identify it:
| Information | How long |
|---|---|
| Leads and contact-form submissions that don't become Customers | 24 months after our last contact, unless you ask us to delete it sooner |
| Customer account and user information | For as long as the account is open, then as described below |
| Invoices, payments and tax records | 7 years, for tax and accounting |
| Support conversations | 3 years after the issue is closed |
| Security and error logs | 90 days, longer if needed to investigate a problem |
| Text opt-in and opt-out records | 5 years after the last message, to show consent |
Customer Data after cancellation. When a Customer cancels, we keep its data available for export for 60 days, then delete it. Copies in backups roll off within 90 more days. We may keep information longer where the law requires it or to resolve a dispute.
9. Security
We use reasonable administrative, technical and physical safeguards suited to our size, including encryption in transit, access controls, logical separation of each Customer's data in our shared (multi-tenant) platform, and hosting with established cloud providers. We limit access to personal information to people who need it for their work.
No system is perfectly secure, and we cannot guarantee that information will never be accessed without authorization. If a security incident affects your personal information, we will notify you, our Customers and regulators as the law requires. Protect your own account by keeping your password and login codes to yourself.
10. Your privacy rights
Depending on where you live, you may have the right to:
- access the personal information we hold about you and get a copy;
- correct it if it is wrong;
- delete it;
- opt out of the sale of your information, targeted advertising, or certain profiling (we do none of these); and
- appeal if we deny your request.
Several US states give residents these rights under comprehensive privacy laws, including California, Virginia, Colorado, Connecticut, Texas and Oregon, among others. Ohio, where we are based, does not currently have a comprehensive consumer privacy law. Wherever you live, you may ask us for access, correction or deletion, and we will try to help, subject to the legal exceptions that apply (for example, records we must keep for taxes).
How to make a request. Email [email protected], or write to us at the address below. We will confirm who you are before acting, usually by matching information we already have. You may use an authorized agent, and we may ask for proof that the agent may act for you. We will respond within 45 days, or tell you if we need more time where the law allows. If we deny your request, we will explain why and tell you how to appeal. We will not treat you differently for using your rights.
Requests about Customer Data should go to the business that uses our Product (see Section 2).
Emails and texts. You can unsubscribe from our marketing emails using the link in any of them, and you can reply STOP to any text. We will still send necessary service messages, such as invoices and security notices, while you have an account.
11. Children
Our sites and Products are for businesses and adults. They are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has given us personal information, contact us and we will delete it. A Customer that sells to the public through an InkPortal store or PlateCash ordering site is responsible for any age limits on what it sells.
12. People outside the United States
Our Products are built for US businesses. If you contact us from outside the US, your information will be processed in the United States.
13. Changes to this policy
We may update this policy as our Products and the law change. We will post the new version here with a new effective date. If we make a material change, we will email our Customers and, where we can, other people we have a direct relationship with, at least 30 days before it takes effect. We will not use personal information we already hold in a materially different way without any consent the law requires.
14. Contact us
Precision IT Management, LLC Attn: Privacy 218 Sioux Drive Loveland, Ohio 45140 Privacy requests: [email protected] General: [email protected] Support: [email protected]