Privacy Policy

1 TIW role and scope

TIW acts in different roles depending on the information and context. TIW generally determines the purposes of processing account, billing, website, support, security, and product-usage information. For personal information entered by a Subscriber about inspection clients, agents, property contacts, and other participants, TIW generally processes the information on the Subscriber's instructions as a service provider or processor. The Subscriber is responsible for its own privacy notices, lawful basis, permissions, and responses to individuals.

This Policy does not govern a Subscriber's independent practices or third-party websites, applications, and services that have their own privacy policies. If you received an inspection-related message or report from a TIW Subscriber, you can contact that inspection company directly about its practices and requests concerning Subscriber-controlled information.

Categories of information and uses

2 Sources of information

We collect information directly from subscribers and users when they register, configure an account, enter inspection information, upload media, create reports, build a website, contact support, or communicate with us. Subscribers and their authorized users also provide information about clients, agents, payers, requestors, property contacts, and other participants.

We collect some information automatically from browsers, devices, cookies, software development kits, logs, and similar technologies. We can also receive information from NetSimple/CardConnect, Twilio, AWS, app stores, referral partners, public sources, and integrations a Subscriber enables. TIW does not access Google account, Google Calendar, or Google API user data.

3 How we use personal information

We use personal information to provide, configure, synchronize, support, and bill for the Services; authenticate users; process inspection workflows; generate and deliver reports; host Subscriber websites; facilitate requested communications and payments; respond to support requests; and maintain account history.

We also use information to secure accounts and systems, detect fraud and abuse, troubleshoot errors, measure performance, improve features, develop new services, enforce agreements, comply with law, protect rights and safety, and create aggregated or deidentified information that does not reasonably identify a person.

Where required, we rely on consent for specific device permissions, marketing communications, or other processing. We can also process information to perform a contract, comply with legal obligations, and pursue legitimate business purposes that are compatible with individuals' rights.

4 How we disclose personal information

We disclose information to service providers and contractors only as needed to operate the Services. TIW currently uses Amazon Web Services for cloud infrastructure, hosting, and storage; Twilio for SMS delivery; and NetSimple/CardConnect for payment processing. These providers receive the information needed to perform their services and are subject to contractual restrictions where required.

We disclose Subscriber-directed information to the people and organizations selected by the Subscriber, including inspection clients, agents, requestors, payers, property contacts, inspectors, and office users. We disclose information to integrations and third parties when a Subscriber or user directs us to do so.

We can disclose information to professional advisers, auditors, insurers, financing sources, and transaction participants under appropriate confidentiality duties. We can disclose information in connection with a merger, financing, acquisition, reorganization, bankruptcy, or sale of all or part of the business, subject to applicable notice requirements.

We can disclose information when we reasonably believe disclosure is necessary to comply with law or legal process, enforce agreements, collect amounts owed, investigate fraud or security events, protect the rights or safety of TIW or others, or establish and defend legal claims.

5 Sale, sharing, and targeted advertising

TIW does not sell personal information for money and does not share personal information for cross-context behavioral advertising. If TIW introduces a practice that constitutes a sale, sharing, or targeted advertising under applicable law, TIW will update this Policy and provide any required notice and opt-out method, including recognition of qualifying browser-based opt-out preference signals where required.

TIW does not knowingly sell or share the personal information of people under 16. Subscriber-directed disclosures needed to provide inspections, reports, payments, communications, or other Services are not sales by TIW when treated as service-provider or processor activity under applicable law.

6 Cookies, analytics, and similar technologies

TIW and its providers use cookies, local storage, software development kits, and similar technologies to keep users signed in, remember preferences, protect sessions, understand feature use, and diagnose performance. TIW does not currently use this information for cross-context behavioral advertising.

Users can adjust browser or device settings, but disabling essential cookies or local storage can prevent parts of the Services from working. If TIW later introduces nonessential analytics or advertising technologies, TIW will provide any consent or opt-out mechanism required by applicable law.

7 Mobile permissions and location

TIW Mobile requests access only when a feature needs it. Camera and photo-library permissions support inspection media; microphone and speech-recognition permissions support voice input or recordings; location permission can support location-aware features; notification permission supports alerts; and local storage supports offline work and synchronization.

A user can change permissions through device settings. Disabling a permission can limit the related feature. Location information is processed only when the user enables location permission and uses a feature that requires it.

8 Payment information

Payment information is generally submitted directly to NetSimple/CardConnect. TIW can receive a token, transaction identifier, card brand, last four digits, billing details, payment status, and fraud or dispute information. TIW does not store complete card numbers or card security codes when NetSimple/CardConnect collects and processes those values directly.

The processor's privacy policy and terms govern its independent processing. Subscribers that accept client payments remain responsible for their own payment, refund, and recordkeeping obligations.

9 Email and text messages

TIW sends account, billing, security, support, and service communications. Subscribers can also direct TIW to send inspection-related emails and texts to selected recipients. Message content can include scheduling, access, agreements, payment, reports, reminders, and other transaction information.

Recipients can opt out of marketing email through the unsubscribe method provided. Text recipients can reply STOP or use another disclosed method to stop applicable automated texts. Some nonmarketing messages can continue when needed to provide a requested service, protect an account, or comply with law. Message and data rates can apply.

10 Artificial intelligence features

TIW can provide optional AI-assisted features that refine, summarize, classify, or generate text. When a user invokes such a feature, TIW can process the submitted text, relevant context, account and feature identifiers, and output through TIW-controlled infrastructure hosted on AWS. TIW uses the Qwen language model for this feature. TIW does not use Google account or Google API data for AI processing.

Users should avoid submitting unnecessary personal information or confidential material to an AI feature. Subscribers remain responsible for reviewing output before using it in an inspection record, report, or communication.

11 Data retention

TIW retains personal information for as long as reasonably necessary to provide the Services, maintain inspection and account history requested by the Subscriber, meet legal and accounting duties, resolve disputes, enforce agreements, protect security, and support legitimate business operations. Retention varies by data type, account status, legal requirement, and Subscriber instruction.

TIW currently stores inspection data, reports, photos, videos, client data, and related account information while the account remains available in TIW Office. Cancellation or unsubscribe does not automatically delete these records. Retention periods otherwise depend on the type of information, the Subscriber's account status and instructions, verified deletion requests, legal and accounting requirements, security needs, and the time reasonably needed to resolve disputes. Backup copies can remain until overwritten through the ordinary backup cycle and are protected from routine use.

12 Security

TIW uses administrative, technical, and physical safeguards designed to protect personal information, including access controls, authentication, encryption where appropriate, logging, monitoring, backup, vendor oversight, and incident-response procedures. Safeguards are reviewed in light of the information processed and reasonably foreseeable risks.

No service can guarantee absolute security. Users should use unique passwords, enable available security features, protect devices, limit account permissions, and promptly report suspected unauthorized access to support@totalinspectware.com.

13 Individual privacy rights

Depending on where you reside and whether an applicable privacy law applies to Total Inspectware, you may have the right to:

• Request access to personal information about you;
• Request correction of inaccurate personal information;
• Request deletion of personal information;
• Obtain a portable copy of certain personal information where required by law;
• Opt out of the sale or sharing of personal information, targeted advertising, or certain profiling;
• Limit certain uses of sensitive personal information;
• Withdraw consent where processing is based on consent;
• Appeal a decision concerning a privacy request; and
• Exercise your privacy rights without unlawful discrimination.

You may submit a privacy request by emailing support@totalinspectware.com or by mailing the address provided in Section 21.

TIW may request information reasonably necessary to verify your identity and authority to make the request. An authorized agent may submit a request where permitted by law, but TIW may require proof of authorization and may verify the request directly with the individual.

TIW will respond to verified privacy requests within the time required by applicable law. When legally permitted, TIW may extend the response period and will provide notice of the extension. If applicable law provides a right to appeal TIW's decision, instructions for submitting an appeal will be included in TIW's response.

When TIW processes personal information on behalf of a subscribing inspection company, TIW may direct the request to that company or assist the company in responding.

TIW does not currently provide a general bulk-export function for inspection data, reports, photos, videos, client information, or payment records. Realtor contact information may be exported through the available Realtor contact export feature. TIW will provide portable information when required by applicable law and technically feasible.

14 California disclosures

If the California Consumer Privacy Act applies to TIW, California residents can have rights to know, access, correct, and delete personal information; receive information about categories collected, sources, purposes, and recipients; opt out of sale or sharing; limit certain uses of sensitive personal information; and receive equal service and pricing as provided by law.

The categories TIW can collect are described in the table above and correspond generally to identifiers; customer records; commercial information; internet or electronic activity; geolocation; audio, electronic, visual, and similar information; professional information; and inferences. TIW discloses these categories for the business purposes described in this Policy to the recipient categories described above.

TIW does not sell personal information for money and does not share personal information for cross-context behavioral advertising. California residents can submit requests through the methods in Section 13. TIW will provide any additional "Do Not Sell or Share My Personal Information" or "Limit the Use of My Sensitive Personal Information" link if TIW later engages in practices that make such a link legally required.

15 Pennsylvania and other state privacy laws

Total Inspectware, Inc. is incorporated in Pennsylvania and operates from the United States. TIW complies with applicable federal and state privacy, data-security, and breach-notification requirements.

Pennsylvania residents may have rights and protections under applicable Pennsylvania consumer-protection, data-security, and breach-notification laws. Residents of other states may have additional privacy rights under the laws of their state.

Where applicable, individuals may exercise the rights described in Section 13. Requests will be handled in accordance with applicable law and are subject to lawful exceptions, technical limitations, identity and authority verification, and information TIW must retain for legitimate business, security, accounting, or legal purposes.

16 Children

The Services are intended for business users and are not directed to children under 13. TIW does not knowingly collect personal information directly from a child under 13 through a child-directed service. If we learn that we collected such information without legally sufficient authorization, we will take appropriate steps to delete it.

Subscribers should not enter information about a minor unless it is necessary for a legitimate inspection-related purpose and permitted by law. Contact support@totalinspectware.com with a concern involving a child's information.

17 International access and transfers

TIW is operated from the United States. If a person accesses the Services from another country, information can be transferred to and processed in the United States and other locations where TIW or its providers operate. Those locations can have different data-protection laws. TIW will use required transfer safeguards if it intentionally offers Services in a jurisdiction that requires them.

18 Deidentified and aggregated information

TIW can create aggregated or deidentified information for analytics, security, product improvement, benchmarking, and business planning. TIW will not attempt to reidentify information that is maintained as deidentified except to test whether deidentification processes are effective or as otherwise permitted by law. TIW will use contractual or technical controls required by applicable law.

19 Account cancellation and deletion

Canceling a subscription, unsubscribing from a communication, disabling the Mobile application, and requesting deletion are different actions. Cancellation stops future subscription renewal under the Terms, and unsubscribe can affect Mobile access or eligible communications. Neither action automatically deletes information stored in TIW Office. A verified account-deletion request can remove account access and Subscriber Content, subject to legal exceptions, payment-record requirements, security needs, and backup retention.

A company account can contain records belonging to the Subscriber and affecting multiple authorized users and inspection clients. TIW can require an account owner or authorized administrator to approve deletion. TIW does not currently provide bulk export of inspection data, reports, photos, videos, client data, or payment records; the available Realtor contact export is limited to Realtor contact information. Before requesting deletion, the Subscriber should download individual final reports and other records that TIW makes available for download and that the Subscriber must retain. Deletion requests can be submitted to support@totalinspectware.com and will be handled after identity and authority verification.

20 Changes to this Policy

TIW can update this Policy to reflect changes in the Services, vendors, practices, or law. TIW will post the revised Policy and update the effective date. TIW will provide additional notice or request consent when required for a material change. Prior versions can be retained for recordkeeping and acceptance history.

21 Contact TIW