ROOF HAWK AI SYSTEMS, LLC
PRIVACY POLICY
Last updated – April 28, 2025
Scope
This Privacy Policy explains how Roof Hawk AI Systems, LLC (“Roof Hawk AI,” “Company,” “we,” “us,” or “our”) collects, uses, discloses, and protects your information when you:
- visit https://roofhawk.ai or any related sub-domain (the “Site”);
- use our web or mobile applications, browser extensions, or email add-ins (collectively, the “Apps”); or
- opt in to receive SMS or MMS text messages delivered through RingCentral® or another carrier partner (the “Messaging Service”).
The Policy applies to every channel. Sections 10-12 address SMS/text requirements mandated by RingCentral, The Campaign Registry (10DLC), CTIA, and the U.S. Telephone Consumer Protection Act (TCPA).
The Site and Apps are intended for users age 16 and older. We do not knowingly collect data from children.
2 Personal Information We Collect
| Category | Examples | How We Collect |
|---|
| Identity & Contact Data | name, postal address, e-mail, telephone number, username | forms you submit; account creation; SMS opt-in |
| Financial & Transaction Data | card details (tokenized), billing currency, purchase history | checkout pages; payment processors |
| Technical Data | IP address, device/browser type, operating system, log files, cookies, time zone, plug-ins | automatic collection |
| Profile & Usage Data | saved preferences, survey responses, feature usage, pages viewed | direct from you; analytics |
| Marketing & Communications Data | e-mail/SMS preferences, marketing consents | account settings; opt-in forms |
| Messaging Data | mobile number, message content, timestamps, delivery reports, opt-in/opt-out records | collected when you text us or join an SMS list |
We get Personal Data about you in a range of ways.
Information You Give Us. We collect information you directly give us on our Site.
Information We Get From Others. We may get information about you from other sources. We may add this to information we get from this Site.
Information Automatically Collected. We automatically log information about you and your computer. For example, when visiting our Site, we log your computer operating system type, browser type, browser language, the website you visited before browsing to our Site, pages you viewed, how long you spent on a page, access times and information about your use of and actions on our Site.
Cookies. We may log information using “cookies.” Cookies are small data files stored on your hard drive by a website. We may use both session Cookies (which expire once you close your web browser) and persistent Cookies (which stay on your computer until you delete them) to provide you with a more personal and interactive experience on our Site. This type of information is collected to make the Site more useful to you and to tailor the experience with us to meet your special interests and needs. The Site is not intended for children and we do not knowingly collect data relating to children.
Use of Personal Data
| Purpose | Lawful Basis (GDPR/EU/UK) |
|---|---|
| Provide, maintain, and improve the Site, Apps, & Messaging Service | Contract performance; legitimate interests |
| Process payments & fulfill orders | Contract performance |
| Respond to support requests & technical issues | Contract performance |
| Send transactional notices (e.g., invoices, security alerts, hail notifications) | Contract performance; legitimate interests |
| Send SMS texts you have expressly opted in to receive | Consent |
| Deliver marketing e-mails/SMS (with consent) | Consent; legitimate interests |
| Detect & prevent fraud or misuse | Legitimate interests; legal obligation |
| Personalize features & combine data across products | Consent; legitimate interests |
We do not collect any “special category” data (race, religion, health, etc.) or data about criminal convictions.
Cookies & Similar Technologies
We use session and persistent cookies, pixel tags, and similar tools to make the Site and Apps work, remember your preferences, analyze traffic, and tailor marketing. You may disable cookies in your browser, but some features may stop functioning.
Sharing of Personal Data
We may share Personal Data as follows:
– We may share Personal Data with your consent. For example, you may let us share Personal Data with others for their own marketing uses. Those uses will be subject to their privacy policies.
– We may share Personal Data when we do a business deal, or negotiate a business deal, involving the sale or transfer of all or a part of our business or assets. These deals can include any merger, financing, acquisition, or bankruptcy transaction or proceeding.
-We may share Personal Data for legal, protection, and safety purposes.
o We may share information to comply with laws.
o We may share information to respond to lawful requests and legal processes.
o We may share information to protect the rights and property of Roof Hawk AI, our agents, customers, and others. This includes enforcing our agreements, policies, and terms of use.
o We may share information in an emergency. This includes protecting the safety of our employees and agents, our customers, or any person.
– We may share information with those who need it to do work for us.
We never sell personal information. We disclose it only:
- Service Providers that process data on our behalf (e.g., cloud hosting, RingCentral SMS gateway, analytics, billing).
- Business Transfers in connection with a merger, acquisition, or asset sale.
- Legal/Compliance to comply with law or protect rights, safety, or property.
- With Your Consent—for example, when you direct us to share information with another party.
SMS Non-Disclosure: Phone numbers and Messaging Data are not sold, rented, or shared with third parties for their own marketing.
Data Security
We use administrative, technical, and physical safeguards—including TLS encryption, role-based access, and secure key management—to protect data. Employees and vendors access information only when necessary and under confidentiality obligations.
Data Retention
We keep personal information only as long as necessary to:
- provide requested products or services;
- show proof of consent (for Messaging Data); or
- satisfy legal, tax, accounting, or reporting requirements.
When retention is no longer required, we delete or irreversibly anonymize the data.
International Processing
The Company operates in the United States and Singapore; your data may be processed in either jurisdiction. We rely on approved contractual clauses and other safeguards for cross-border transfers.
Your Privacy Rights
California (CCPA/CPRA): You may request to know, delete, or correct personal information and opt out of certain sharing.
European Union/UK (GDPR): In addition to the above, you may restrict or object to processing, request portability, or withdraw consent at any time.
To exercise any right, e-mail support@roofhawk.ai or write to us (address in § 14). We will verify your identity and respond within one month (GDPR) or 45 days (CCPA).
Information Choices and Changes
Our marketing emails tell you how to “opt-out.” If you opt out, we may still send you non- marketing emails. Non-marketing emails include emails about your accounts and our business dealings with you.
You may send requests about Personal Data to our Contact Information below. You can request to change contact choices, opt-out of our sharing with others, and update your Personal Data.
You can typically remove and reject cookies from our Site with your browser settings. Many browsers are set to accept cookies until you change your settings. If you remove or reject our cookies, it could affect how our Site works for you.
SMS / TEXT-MESSAGING PROGRAM
Opt-In Consent, Message Types & Frequency
You consent to receive texts by:
- entering your mobile number and checking an SMS opt-in box;
- clicking “Submit” or a similar button; or
- texting a keyword such as START or JOIN to our long-code or toll-free number.
We send:
- Account/security alerts
- Real-time hail/storm notifications
- Appointment or service reminders
- Promotional offers only if you separately opt in to marketing
Frequency varies based on your settings but will not exceed carrier/RingCentral limits (currently 50 msgs/min per number).
Opt-Out & Customer Care
Text STOP to cancel. We will send one confirmation and no further messages unless you re-subscribe.
For help, text HELP or contact support@roofhawk.ai.
Mandatory Carrier Disclosures
We maintain auditable records of opt-in, opt-out, and message logs to comply with RingCentral, TCR, CTIA, and TCPA rules.
Message & data rates may apply.
Carriers are not liable for delayed or undelivered messages.
Some messages may be sent using automatic dialing; consent is not a purchase condition.
Purposes and Lawful Bases to Process Your Personal Data
This Privacy Policy describes the Personal Data we collect from you and how we use it. We will only use your Personal Data when the law allows us to. Most commonly, we will use your Personal Data in the following circumstances:
– Where we need to perform the contract we are about to enter into or have entered into with you.
– Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
– Where we need to comply with a legal or regulatory obligation.
You have the right to withdraw consent to marketing at any time by contacting us.
We have a purpose and lawful basis for processing each type of Personal Data described in this Privacy Policy, which are as follows:
- The purpose for collecting your Identity and Contact Data is to register you as a new customer, and the lawful basis is the performance of a contract with you.
- The purpose for collecting your Identity, Contact, Financial, Transaction and Marketing and Communications Data is to process and deliver your purchases, and the lawful bases are (a) the performance of a contract with you and (b) it is necessary for our legitimate interests.
- The purpose for collecting your Identity, Contact, Profile, and Marketing and Communications Data is to manage a relationship with you, and the lawful bases are (a) the performance of a contract with you and (b) it is necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services).
- The purpose for collecting your Identity, Contact, Profile, Usage, and Marketing and Communications Data is to enable you complete a survey. The lawful bases are (a) the performance of a contract with you and (b) it is necessary for our legitimate interests (to study how customers use our products and services, to develop them and grow our business).
- The purpose for collecting your Identity, Contact, and Technical Data is to administer and protect our business and the Site, and the lawful basis is that it is necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganization or group restructuring exercise).
- The purpose for collecting your Identity, Contact, Profile, Usage, Marketing and Communications, and Technical Data is to deliver relevant Site content to you and measure or understand the effectiveness of the advertising we serve to you, and the lawful basis is that it is necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy).
- The purpose for collecting Technical and Usage Data is to use data analytics to improve our Site, marketing, customer relationships and experiences, and the lawful basis is that it is necessary for our legitimate interests (to define types of customers for our products and services, to keep our Site updated and relevant, to develop our business and to inform our marketing strategy).
- The purpose for collecting Identity, Contact, Profile, Usage, and Technical Data is to make suggestions and recommendations to you about goods or services that may be of interest to you, and the lawful basis is that it is necessary for legitimate interests (to develop our products/services and grow our business).
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
Note that we may process your Personal Data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your Personal Data where more than one ground has been set out forth in this Privacy Policy.
We may have to share your Personal Data with the parties set out below for
the purposes described in this Privacy Policy.
Internal Third Parties
Other companies affiliated with the Company acting as joint controllers or processors and who are based in USA and Singapore.
External Third Parties
– Service providers acting as processors based in USA who provide infrastructure services (Citadel Analytics, LLC), advertising services (Facebook, Google, Microsoft Bing, LinkedIn), Billing Services (Chargebee, PayPal, Stripe), Customer Service (Intercom, Pipedrive, Wootric), Email Service (Mailchimp/Mandrill), Information Parser (Zapier).
– Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in USA and Singapore who provide consultancy, banking, legal, insurance and accounting services.
– Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your Personal Data in the same way as set out in this Privacy Policy.
We require all third parties to respect the security of your Personal Data and to treat it in accordance with the law. We do not allow our third party service providers to use your Personal Data for their own purposes and only permit them to process your Personal Data for specified purposes and in accordance with our instructions.
International Processing
We are based in the United States and Singapore, which is where all of your data will be processed.
Data Security
We have put in place appropriate security measures to prevent your Personal Data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your Personal Data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your Personal Data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected Personal Data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data Retention
We will only retain your Personal Data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for Personal Data, we consider the amount, nature, and sensitivity of the Personal Data, the potential risk of harm from unauthorized use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements. In some circumstances you can ask us to delete your data. In some circumstances we may anonymize your Personal Data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
YOUR LEGAL RIGHTS UNDER THE GDPR
Under certain circumstances, EU residents have rights under data protection laws in relation to their Personal Data. If you are an EU resident, you have the right to:
– Request access to your Personal Data. This enables you to receive a copy of the Personal Data we hold about you and to check that we are lawfully processing it.
– Request correction of the Personal Data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
– Request erasure of your Personal Data. This enables you to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your Personal Data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your Personal Data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
– Object to processing of your Personal Data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your Personal Data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
– Request restriction of processing of your Personal Data. This enables you to ask us to suspend the processing of your Personal Data
in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
– Request the transfer of your Personal Data to you or to a third party. We will provide to you, or a third party you have chosen, your Personal Data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
– Withdraw consent at any time where we are relying on consent to process your Personal Data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us. You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.
Alternatively, we may refuse to comply with your request in these circumstances. We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Contact Information
We welcome your comments or questions about this Privacy Policy. You may email us at support@roofhawk.ai or contact us at our mailing address:
Roof Hawk AI Systems, LLC
4261 E University Dr, #30-191
Prosper, TX 75078
Changes to this Privacy Policy
We may change this Privacy Policy. If we make any changes, we will change the Last Updated date above.
Thank you for visiting Roof Hawk AI.