TopProz Privacy Policy

Effective date: 10-09-2026 Last updated: 10-09-2026

This policy replaces the version created October 10, 2023.

1. Who we are and what this policy covers

TopProz Inc. (“TopProz,” “we,” “us”) is a home services technology company based in Somis, California. This policy explains how we collect, use, share and protect personal information when you use:

•            topproz.com and our other websites;

•            VanLynk, our field service management software for plumbing, HVAC, electrical and other trade businesses, including its web app, mobile apps, AI assistant and integrations;

•            JobHub, our marketplace that connects homeowners with service professionals;

•            our ads, lead forms, emails, text messages, phone lines, demos, events and customer support (together, the “Services”).

When we act for our business customers. Contractors who use VanLynk (“Customers”) store information about their own clients, jobs, employees and technicians in it. For that information, the Customer decides what is collected and why, and TopProz processes it on the Customer’s behalf as a “service provider” or “processor.” The Customer’s own privacy policy governs that data. If you are a client or employee of a contractor that uses VanLynk, please send privacy requests to that contractor; we will help them respond. Our agreements with Customers (including our data processing terms) limit how we may use that data.

When we act for ourselves. For everyone else, including website visitors, people who respond to our ads, Customer account users, JobHub homeowners and JobHub service professionals, TopProz decides how the information is used and is responsible for it under this policy.

This policy does not cover websites, apps or services run by others, even if you reach them through our Services. Section 13 explains more.

2. Information we collect

We collect only what we need for the purposes in Section 3. Some information you give us, some we collect automatically, and some comes from others.

Contact details

Name, email, phone and mobile number, mailing, billing and service addresses.

Where it comes from: You; ad lead forms (such as Meta Instant Forms); demo bookings; JobHub requests; Customers.

Business details

Company name, trade, number of vans or technicians, software you use now, license and Google Business Profile information.

Where it comes from: You; lead forms; public sources such as Google Business Profile and state license databases.

Account information

Username, password (stored hashed), role, account type, settings, subscription plan.

Where it comes from: You; your company’s account administrator.

Job and service records

Work orders, estimates, proposals, price books, invoices, memberships, photos, notes, job history.

Where it comes from: You; Customers; data you ask us to migrate from other software.

Workforce information

Technician schedules, timecards, hours, pay rates, commissions, job assignments.

Where it comes from: Customers and their users.

Communications

Emails, text messages, chat messages, support tickets, call recordings and transcripts, voicemail, AI assistant conversations.

Where it comes from: You; people who call or message a Customer through VanLynk; our phone and messaging providers.

Payment information

Billing name and address, last four digits and type of card, transaction history (full card numbers are handled by our payment processors, not stored by us).

Where it comes from: You; payment processors.

Location information

Approximate location from IP address; precise device location from the VanLynk mobile app when you allow it (for example, technician dispatch and routing).

Where it comes from: Your device; Customers’ settings.

Device and usage data

IP address, browser and device type, pages and screens viewed, clicks, referring site, crash logs, cookie and pixel identifiers.

Where it comes from: Automatically, through cookies, pixels, SDKs and server logs.

Advertising data

Ad clicks and views, campaign and ad identifiers, form answers, hashed contact details matched by ad platforms.

Where it comes from: Ad platforms such as Meta and Google; our pixels.

Integration data

Customers, invoices, payments and accounting records synced from tools you connect, such as QuickBooks Online and Google Calendar.

Where it comes from: The services you connect, with your permission.

Inferences

Lead quality scores, likely interest in a product, suggested prices or next steps.

Where it comes from: Created by us, sometimes with AI, from the categories above.

Sensitive information. We do not ask for Social Security numbers, health information, or information about race, religion or sexual orientation, and we ask you not to put it in the Services. Precise device location, account log-in credentials, and full payment card numbers handled by our processors are treated as sensitive personal information, and we use them only as described in Section 12.

Information about others. If you give us information about someone else, such as a client, employee or homeowner, you confirm you have the right to do so.

3. How we use information

We use personal information to:

1.          Provide the Services: create and manage accounts; schedule, dispatch and track jobs; build estimates, proposals and invoices; run memberships, timecards and commissions; sync with tools you connect; and migrate data you ask us to move.

2.          Connect homeowners and pros on JobHub: match service requests with professionals, show profiles, and pass a homeowner’s request to the professionals they choose or that we match.

3.          Answer and route calls and messages: including through the AI assistant described in Section 4.

4.          Communicate with you: service and account notices, appointment reminders, demo confirmations, support, and, with the required consent, marketing (Section 6).

5.          Process payments and billing through our payment processors.

6.          Advertise and measure: show our ads on platforms such as Facebook, Instagram, TikTok and Google, measure their results, and find people similar to our customers (Sections 6 and 8).

7.          Improve and develop the Services: analyze usage, fix bugs, test new features, and build new products, using de-identified or aggregated data where possible.

8.          Keep the Services safe: prevent fraud, spam and abuse; verify identity; secure accounts; and investigate security incidents.

9.          Meet legal obligations: comply with laws, respond to lawful requests, enforce our terms, and protect the rights and safety of TopProz, our users and others.

10.      Complete business transactions described in Section 7, such as a merger or sale.

We will not use personal information for purposes that are materially different from these without telling you and, where the law requires, getting your consent.

De-identified data. When we de-identify information, we keep it in that form, do not try to re-identify it, and require anyone we share it with to do the same.

4. AI features and automated processing

We use artificial intelligence (AI) to make the Services faster and more useful. This section explains where AI is involved, what data it uses, and the limits we put on it.

Where we use AI

•            AI phone and messaging assistant: answers calls and messages for a Customer, collects the caller’s name, contact details, address and job description, answers common questions, and books appointments on the Customer’s schedule.

•            AI agents in VanLynk: help draft proposals and estimates, suggest Good/Better/Best options and prices from the Customer’s price book, summarize jobs and calls, and, where enabled, carry out multi-step workflows.

•            JobHub matching: ranks and suggests professionals for a homeowner’s request based on factors such as trade, service area, availability, profile details and reviews.

•            Marketing and support: helps us draft content, sort and answer support requests, and score which leads are most likely to be a good fit.

How AI uses your data

•            AI features process the information needed for the task, such as call audio, transcripts, messages, job details and price books. Inputs to and outputs from AI features are treated as part of the Customer’s data.

•            We use third-party AI model providers to power some features. They process data on our behalf under contracts that limit use to providing the service to us. We do not allow them to use your data to train or improve their general-purpose models.

•            We do not use Customer data, call recordings or messages to train AI models that we offer to other Customers without that Customer’s permission. We may use de-identified or aggregated information to evaluate and improve feature quality.

•            We do not use AI to create voiceprints or other biometric identifiers, and we do not use AI to infer sensitive traits such as health, race or religion.

Transparency and human control

•            You will know when you are talking to AI. Our AI assistant identifies itself as an automated assistant at the start of a call or conversation. You can ask to leave a message for a person.

•            AI can make mistakes. AI-generated proposals, prices, summaries and answers are suggestions. Customers review and approve proposals and prices before they are sent, and remain responsible for what they send.

•            No solely automated significant decisions. We do not use AI to make decisions that have legal or similarly significant effects on you (such as decisions about credit, housing, employment or access to essential services) without meaningful human involvement. If you believe an automated process affected you unfairly, contact us and a person will review it.

•            Controls: Customer administrators can turn AI features on or off for their account. You can opt out of AI-based lead scoring for marketing by contacting us.

AI tools you connect yourself. VanLynk lets Customers connect their own AI assistants (for example, through a Model Context Protocol (MCP) connection to an AI account the Customer holds with another company). When you do, VanLynk data you choose to share flows to that AI provider under your own account and that provider’s terms and privacy policy, not ours. Connect only tools you trust, and give them only the access they need.

5. Calls, text messages and recordings

Text messages from TopProz

•            Consent. We send marketing texts only to people who have given express written consent, for example by checking a consent box on a form. Consent is not a condition of any purchase. We may send transactional texts you request or expect, such as demo confirmations, appointment reminders, verification codes and account alerts.

•            What you’ll get. Messages about TopProz, VanLynk and JobHub, such as demo booking links, reminders, product updates and offers. Message frequency varies. Message and data rates may apply.

•            Opting out. Reply STOP to any text to stop receiving them, and we’ll send one message confirming you are unsubscribed. You can also opt out by any other reasonable means, such as replying “cancel” or “unsubscribe,” emailing us, or telling us on a call. We process opt-outs promptly and no later than the time the law requires. Reply HELP for help, or contact [email protected] [confirm].

•            Timing. We send marketing texts only between 8 a.m. and 8 p.m. in your local time, or within the narrower hours your state requires.

•            Your mobile number is not shared for marketing. We do not sell, rent or share mobile phone numbers, text messaging opt-in data or consent with third parties or affiliates for their marketing or promotional purposes. We share them only with service providers that help us deliver messages, such as our messaging platform and wireless carriers.

•            Wireless carriers are not liable for delayed or undelivered messages.

Text messages and calls that Customers send through VanLynk

Customers can use VanLynk to text and call their own clients, for example to send appointment reminders, “on my way” alerts, invoices and review requests. For those messages, the Customer is the sender and is responsible for having the consent the law requires. We process those messages as the Customer’s service provider and honor STOP requests on the Customer’s behalf.

Call recording and transcription

•            Calls to TopProz, and calls to Customers that are answered or handled through VanLynk, may be recorded, transcribed and summarized, including by AI, for quality, training, scheduling, record-keeping and dispute resolution.

•            We announce this at the start of the call. If you do not want the call recorded, you can hang up and contact us or the Customer another way, such as by email.

•            Recordings and transcripts are stored with the Customer’s account (or with ours, for calls to TopProz) and kept as described in Section 9.

Automated and AI voice calls. We do not make prerecorded or AI-voice marketing calls without the prior express written consent the law requires. When our AI assistant answers or places a call, it identifies itself as an automated assistant.

6. Marketing and advertising

Email. We send marketing emails to business contacts and people who sign up or ask to hear from us. Every marketing email has an unsubscribe link, and we honor unsubscribes within 10 business days. Service and account emails, such as billing notices and security alerts, continue while you have an account.

Ads on social media and search. We advertise on platforms such as Facebook, Instagram, TikTok and Google. To do that we may:

•            use pixels, conversions APIs and SDKs to learn which ads led to visits, sign-ups or demos;

•            upload hashed (scrambled) email addresses or phone numbers so a platform can show our ads to existing contacts, or keep them from seeing ads they don’t need, or find similar audiences;

•            receive information you submit through a platform’s lead form, such as a Meta Instant Form, along with the ad and campaign you responded to.

The platforms use this information under their own privacy policies and may combine it with what they already know about you. Under California and some other state laws, this can count as “sharing” for cross-context behavioral advertising or “targeted advertising.” You can opt out as described in Sections 8 and 11.

Your choices

•            Click Your Privacy Choices at the bottom of our website, or turn on Global Privacy Control in your browser, to opt out of sharing for targeted advertising.

•            Adjust ad preferences in your Facebook, Instagram, TikTok and Google account settings.

•            Unsubscribe from emails using the link in any email, or text STOP to stop texts.

•            Opting out of marketing does not stop service messages you need to use the Services.

Contests and promotions. If we run a sweepstakes or promotion, its official rules will explain any additional information we collect and how we use it.

7. How we share information

We share personal information only as described here.

Service providers. Companies that help us run the Services under contracts that limit their use of the data: cloud hosting and databases, phone, texting and email delivery, payment processing, AI model providers, analytics, customer support, scheduling and workflow automation tools.

Professionals and homeowners on JobHub. When a homeowner requests service, we send their name, contact details, address and job description to the professionals they choose or we match. Professionals’ public profiles (business name, contact details, service area, reviews) are visible to homeowners.

Customers. Information about a Customer’s clients, calls and jobs is available to that Customer and the users it authorizes.

Integrations you connect. When you connect QuickBooks Online, Google Calendar, an AI assistant or another tool, we send it the data needed for the connection you set up.

Advertising platforms. Pixel events and hashed contact details, as described in Section 6.

Professional advisers. Lawyers, accountants, auditors and insurers, under confidentiality duties.

Legal and safety. When required by law, subpoena or court order; to respond to lawful requests from public authorities; or to protect the rights, property or safety of TopProz, our users or the public.

Business transfers. If TopProz, or any of its products or assets, is involved in a merger, acquisition, financing, reorganization or sale, personal information may be transferred to the buyer or successor as part of that deal, subject to this policy or one at least as protective. We will tell you before your information becomes subject to a materially different policy.

With your direction. With anyone else when you ask us to or agree to it.

What we never do

•            We do not sell personal information for money.

•            We do not share mobile numbers or texting consent with third parties for their marketing.

•            We do not give one Customer’s data to another Customer.

•            We do not allow our AI providers to train their general-purpose models on your data.

8. Cookies, tracking, Global Privacy Control and Do Not Track

We and our partners use cookies, pixels, local storage, SDKs and similar technologies.

Strictly necessary. Keeps you signed in, remembers settings, protects against fraud.

Can you turn it off? No; the Services need them to work.

Analytics. Shows us how people use the Services so we can improve them.

Can you turn it off? Yes, through our cookie settings.

Advertising. Measures our ads and helps show them to the right people (for example, the Meta Pixel and Google tags).

Can you turn it off? Yes, through Your Privacy Choices, Global Privacy Control or browser settings.

Global Privacy Control (GPC). If your browser sends a GPC signal, we treat it as a request to opt out of the sale or sharing of your personal information and of targeted advertising for that browser, and for your account if you are signed in. We show that the signal was honored.

Do Not Track. Browsers’ Do Not Track setting has no agreed industry standard, so we do not respond to it differently. We honor GPC instead, which is recognized under California and other state laws.

You can also block or delete cookies in your browser settings. Some features may not work without them.

9. How long we keep information

We keep personal information only as long as we need it for the purposes in this policy, then delete it or de-identify it. Typical periods:

•            Account and profile information: While the account is open, plus 90 days.

•            Customer data in VanLynk (jobs, clients, invoices, timecards): As the Customer directs; deleted within 90 days after the account closes, after a 30-day window to export it.

•            Call recordings and transcripts: Default 12 months, unless the Customer sets a shorter or longer period.

•            Leads and prospects with no account: 24 months after our last contact.

•            Text and call consent and opt-out records: 5 years, to prove consent and honor opt-outs.

•            Billing and tax records: 7 years, as tax law requires.

•            Support tickets: 3 years.

•            JobHub service requests: 3 years.

•            Security and server logs: 12 months.

•            Backups: Overwritten on a rolling basis within 35 days.

We may keep information longer when the law requires it, to resolve disputes, or to enforce our agreements.

10. Security

We use administrative, technical and physical safeguards suited to the sensitivity of the data, including:

•            encryption of data in transit (TLS) and at rest;

•            role-based access, so staff and contractors see only what their job needs;

•            multi-factor authentication for administrative access;

•            separate development, test and production environments, with releases reviewed before they reach production;

•            logging and monitoring for unusual activity;

•            security and privacy terms in our contracts with service providers;

•            regular review of our security practices.

No system is perfectly secure. Use a strong, unique password, turn on multi-factor authentication where offered, and tell us right away at [email protected] [confirm] if you think your account has been compromised.

If something goes wrong. If a security incident affects your personal information, we will investigate, contain it, and notify you, affected Customers and regulators as the law requires, without unreasonable delay.

11. Your privacy rights

Residents of California and of states with similar laws (including Colorado, Connecticut, Delaware, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah and Virginia) have rights over their personal information. We honor these requests from all U.S. users, wherever they live, subject to the exceptions the law allows.

•            Know and access: Learn what personal information we have about you, where it came from, why we use it and who we share it with, and get a copy.

•            Correct: Fix information that is wrong.

•            Delete: Ask us to delete information we have about you.

•            Portability: Get your information in a usable format so you can take it elsewhere.

•            Opt out: Stop the sale or sharing of your information, targeted advertising, and profiling that has legal or similarly significant effects.

•            Limit sensitive information: Limit our use of sensitive personal information to what is needed to provide the Services.

•            Know third parties: Get a list of the specific third parties we have disclosed your information to, where state law provides it.

•            Question automated decisions: Ask for an explanation of, and human review of, an automated decision that significantly affects you.

•            Non-discrimination: We will not deny service, charge more, or give lower quality because you used your rights.

How to make a request

•            Email [email protected] [confirm]

•            Use the privacy request form at topproz.com/privacy-request [build this page]

•            Call [toll-free number, optional]

•            To opt out of sharing for advertising, use Your Privacy Choices on our website or turn on Global Privacy Control.

Verification. To protect you, we confirm your identity before giving out or deleting information, usually by matching details we already have or a code sent to your email or phone. We never ask for more than we need, and we use it only to verify you.

Authorized agents. Someone you authorize can make a request for you. We may ask for signed permission and may ask you to verify your identity directly.

Timing. We respond within 45 days. If we need more time, we will tell you why and take up to 45 more days, as the law allows.

Appeals. If we deny your request, you can appeal by replying to our decision or emailing [email protected] with “Appeal” in the subject. We will respond within 60 days (45 days in some states). If you disagree with the outcome, you can contact your state attorney general.

Data we process for Customers. If your information is in VanLynk because a contractor uses our software, send your request to that contractor. If you send it to us, we will pass it on and help them respond.

12. California disclosures

This section, together with the rest of this policy, is our notice at collection under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (CCPA). In the past 12 months we have collected the categories below, from the sources in Section 2, for the purposes in Section 3, and kept them for the periods in Section 9.

Identifiers (name, email, phone, address, IP address, account ID)

Collected: Yes

Disclosed for a business purpose to: Service providers; JobHub professionals and homeowners; Customers; integrations you connect.

Sold: No.  Shared for targeted ads: Yes, hashed email or phone and cookie IDs to ad platforms.

Customer records (Cal. Civ. Code § 1798.80(e)), such as billing address and payment card details

Collected: Yes

Disclosed for a business purpose to: Service providers, including payment processors.

Sold: No.  Shared for targeted ads: No.

Commercial information (plans, purchases, service requests, job history)

Collected: Yes

Disclosed for a business purpose to: Service providers; Customers; JobHub professionals.

Sold: No.  Shared for targeted ads: No.

Internet or network activity (browsing, clicks, ad interactions)

Collected: Yes

Disclosed for a business purpose to: Service providers.

Sold: No.  Shared for targeted ads: Yes, to ad platforms.

Geolocation data (approximate; precise from the mobile app with permission)

Collected: Yes

Disclosed for a business purpose to: Service providers; Customers.

Sold: No.  Shared for targeted ads: No.

Audio and electronic information (call recordings, voicemail, photos)

Collected: Yes

Disclosed for a business purpose to: Service providers, including AI providers; Customers.

Sold: No.  Shared for targeted ads: No.

Professional or employment information (business details; technician schedules, hours and pay in VanLynk)

Collected: Yes

Disclosed for a business purpose to: Service providers; Customers.

Sold: No.  Shared for targeted ads: No.

Inferences (lead scores, likely interests)

Collected: Yes

Disclosed for a business purpose to: Service providers.

Sold: No.  Shared for targeted ads: No.

Sensitive personal information (account log-in credentials, precise geolocation, payment card details)

Collected: Yes

Disclosed for a business purpose to: Service providers; Customers (location of their own technicians).

Sold: No.  Shared for targeted ads: No.

We do not collect protected classifications (such as race or religion), biometric information, or education records, and we do not knowingly sell or share the personal information of consumers under 16.

Sensitive personal information. We use it only to provide the Services you request, keep them secure, and as other California rules permit. We do not use it to infer characteristics about you, so the right to limit is honored by default.

Automated decision-making technology. We do not use automated decision-making technology to make significant decisions about consumers, as defined in the California Privacy Protection Agency’s regulations. Section 4 describes how we use AI.

Financial incentives. We do not offer financial incentives in exchange for personal information. If we do, we will explain the terms and get your opt-in consent first.

Shine the Light. We do not disclose personal information to third parties for their own direct marketing purposes (Cal. Civ. Code § 1798.83).

Nevada residents. We do not sell covered information as defined by Nevada law. You may still send an opt-out request to [email protected].

13. Third-party sites, apps and integrations

Our Services link to and connect with services run by others, such as QuickBooks Online, Google Calendar, social media platforms, payment pages and AI assistants you connect yourself. Their own privacy policies govern what they do with your information. Read them before connecting, and connect only what you need.

14. Children

The Services are for businesses and adults. They are not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has given us personal information, contact us and we will delete it.

15. Where we process information

TopProz is based in the United States, and we store data primarily in the United States. Our staff, contractors and service providers may access or process it from other countries. Wherever it is processed, we protect it as this policy describes and use contracts that require the same protection. The Services are intended for users in the United States.

16. Changes to this policy

We update this policy when our practices or the law change. The date at the top shows when it was last updated. If we make a material change, we will tell you by email, in the Services, or with a notice on our website before it takes effect, and we will ask for your consent where the law requires.

17. Contact us

For questions about this policy or to make a privacy request:

•            Email: [email protected]

•            Mail: TopProz Inc., POBOX 427, Somis CA 93066

•            Phone: 713-213-3971

•            Online: https://topproz.com/privacy-policy

This policy is available in an accessible format on request. Contact us and we will provide it in a form that works for you.