Privacy policy

This policy explains what information InstantTakeoff collects, how we use it, who we share it with and the choices you have. It covers the instanttakeoff.ai website, the free sheet tool, the InstantTakeoff app, the API and the MCP connector (together, the "service").

"InstantTakeoff", "we" and "us" mean InstantTakeoff (operated by its owner), a business based in the United States. Questions or requests: support@instanttakeoff.ai.

Information we collect

• Account details. Your name, work email, company name and role, and the email addresses of teammates you invite. If you sign in with a single sign-on provider, we receive your name and email from it.
• Your content. Drawing sets (PDF files) you upload, the takeoffs made from them and the changes you make to them, your price lists, vendor quotes and the files attached to them, labor units and rates, estimates, bid summaries, proposals, your company logo and details, and anything else you enter in the app.
• Free sheet tool. The PDF you drop in, a record of the notice shown beside the upload button, and your name, company and email if you choose to leave them. If you ask for the review pass on a free sheet, we also keep your email address and when you asked.
• Contact and demo requests. The name, email, company, role and message you send us.
• Billing details. Payments are handled by our payment processor. You enter card details on its pages, and we never see or store full card numbers. We receive your plan, number of seats, billing status and billing email.
• Usage and device information. Your IP address, browser type, the pages and features you use, and technical logs. We use these to run, secure and troubleshoot the service, including rate limits and abuse protection.
• Cookies. We use cookies that the service needs to work: a sign-in session cookie, a security token that protects forms, and cookies set by our bot-protection provider to tell people from automated traffic. We do not use advertising cookies.

How we use information

• To provide the service: reading your drawing sets, counting and checking the lighting, the review layer, wiring, estimates, bid summaries, proposals, exports, the API and the connector.
• To run your account: sign-in, teams and seats, billing, and messages about your account such as sign-in links, invites, receipts and billing notices.
• To answer your requests and support you.
• To keep the service secure, prevent abuse and fix problems.
• To improve the service, including the detection model and the review layer, as described in the next section.
• To meet legal obligations.

How your drawings improve the model

Drawing sets uploaded to your projects, and the takeoffs made from them (including your corrections), may be used to train, test and improve our detection model, the review layer and other parts of the service. This is how the model keeps improving. We do not publish your drawings, and we never show them to other customers.

This use is part of the standard service and cannot be switched off in the app. Larger customers can agree a different arrangement in a written contract with us; contact support@instanttakeoff.ai. Information already used to improve a model may stay reflected in that model after the original files are deleted.

Sheets dropped into the free sheet tool are covered too: they may be used in the same way to train, test and improve the model and the service. For this we keep a private copy of the PDF you upload to the free tool. It is not published, not shown to other customers or visitors, and not available through your result link. It is kept after your result link expires, which happens 24 hours after you upload it. The line beside the upload button says this before you upload, and we keep a record of which version of that line was shown.

Who we share information with

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

• Service providers that process it for us under contract and use it to provide their services to us. By category: cloud hosting and storage; email delivery; payment processing; bot protection and content delivery; and AI and machine-learning service providers that help run features of the service, such as the review layer.
• Your team. People you invite to your company account can see that company's projects, according to the role you give them.
• Tools you connect. If you connect an AI assistant or another system through the API or the MCP connector, it receives the data you ask it to fetch.
• Legal and safety. When the law requires it, or to protect our users, the service or others.
• A business transfer. If InstantTakeoff is sold or merged, information may transfer to the new owner under this policy.

Analytics and marketing email

The website and app do not use third-party analytics or advertising pixels today. If we add any, we will list them here and ask for your consent where the law requires it.

We send email that you need to use the service: sign-in links, invites, receipts, billing notices, the results of a free sheet when you ask for them, and a note about the review pass of a free sheet when you ask for it. We do not send marketing newsletters today. If we start, each one will include an unsubscribe link, and you can ask us to stop at any time.

How long we keep information

• Free sheet tool: your result link and the results it shows expire after 24 hours. The private copy of the PDF you upload is kept to improve the model, as described above; to have it removed, email us. If you asked for the review pass, we keep your email address and request while we follow up, until you ask us to delete them.
• Your projects: kept while your subscription is active. You can delete a project or a drawing set in the app at any time.
• After a subscription ends: you can still view and export your work for 30 days, and your content is deleted within 90 days of cancellation. Encrypted backups roll off within three months after that.
• Contact and demo requests: kept while we follow up with you, until you ask us to delete them.
• Billing records: kept as long as tax and accounting rules require.
• Security logs: kept for a limited time for security and troubleshooting.

Your choices and rights

You can see, correct and export most of your information in the app. You can also ask us to give you a copy of your information, correct it, or delete your account and content. Email support@instanttakeoff.ai from the address on the account; we may need to confirm the request comes from you, and we reply within 30 days.

Depending on where you live, including several US states, you may have additional rights, such as to know what we collect, to delete or correct it, and to opt out of sale or targeted advertising (we do neither). You can use these rights through the same email, directly or through an authorized agent, and we will not treat you differently for doing so.

Security

Information travels over encrypted connections (HTTPS). Each company's projects are kept separate in the database as well as in the app. Access to systems is limited to what is needed to run, support and secure the service, and backups are encrypted. Card payments are handled by our payment processor. No system is perfectly secure; if we learn of a breach that affects your information, we will tell you as the law requires. More detail is on the security page.

Where information is processed

We store and process information in the United States. Pages and downloads pass through our content delivery and bot-protection provider's network, which has locations around the world.

Children

The service is for businesses and is not directed to children under 18. We do not knowingly collect their information.

Changes to this policy

When we change this policy, we post the new version here with a new "Last updated" date. If a change is significant, we also email account owners before it takes effect.

Contact

InstantTakeoff, support@instanttakeoff.ai.