Privacy Policy

A company signs up for Tailgate and records its own work in it. That company decides what goes in, and it controls that information. We hold and process it on the company's behalf so the service works. We do not sell it, rent it, or use it for advertising.

The company's own customers never create an account with us. Their names and contact details are entered by the company, and they reach Tailgate only through a quote or invoice the company chooses to send them.

• Accounts. Each user's name, email address and role in the company.
• Work records. Work orders, the days filed against them, who was out, times, notes, parts, equipment, and the job's location.
• Voice notes. Recordings a crew member makes about a job, and the text transcribed from them.
• Photographs taken on a job.
• Customer records the company enters: names, phone numbers, email addresses and site details.
• Quotes, invoices and payments the company creates or records.
• Signatures. When a customer accepts a quote online, the name they type, the signature they draw, the time, and the internet address it came from, so the acceptance can be shown later.
• Technical records such as sign-in times and error logs, used to keep the service working and secure.

Only to run Tailgate for the company that recorded it: to show its work orders, turn a crew's notes into a tidy record, build the quotes and invoices it asks for, send the emails it asks us to send, and keep its books in step when it connects QuickBooks.

Tailgate emails people only for the company's own purposes: sign-in codes, the end-of-day summary the office turns on, and quotes, invoices and reminders the company sends to its customers. Replies to those emails go to the company.

Stored in Canada. Tailgate's database, photographs and voice recordings are held in Canada (Montreal).

Processed partly in the United States. To provide the service we use a small number of providers, some of which process information outside Canada:

• Supabase hosts the database and files, in Canada.
• Vercel runs the application servers, which may be in the United States.
• Resend delivers the emails Tailgate sends.
• OpenAI transcribes voice notes into text.
• Anthropic turns transcribed notes into a structured work record.
• Stripe handles the company's subscription payment to us. We never see card numbers.
• Intuit, only if the company connects QuickBooks, as described below.

Each receives only what it needs for its part, and none of them may use it for its own purposes.

A company can connect its own QuickBooks Online account from Tailgate's settings. Only the company's owner can do this, and nothing reaches QuickBooks until they do.

Once connected, Tailgate:

• Sends the invoices the company sends from Tailgate, the payments it records against them, and the customers those invoices are for.
• Reads only what it needs to file those correctly: the company's sales tax codes, income account and product items, and whether a customer already exists.
• Does not read the company's other transactions, bank records, reports or payroll, and changes nothing in QuickBooks except the invoices and payments it sends.

The permission Intuit grants is stored encrypted, and is used only for that company. The company can disconnect at any time from Tailgate's settings or from its QuickBooks apps page. When it does, Tailgate stops sending anything and hands the permission back to Intuit.

People signed in to the company's own Tailgate workspace, according to the role the company gives them. A crew member can be kept away from prices entirely. Photographs and recordings can only be opened by someone signed in to that company. One company can never see another's information.

Our own staff look at a company's information only to support that company, fix a problem, or where the law requires it.

Work records, quotes and invoices are kept while the company uses Tailgate, because they are its business records. Voice recordings are kept with the job so the original account of the work is never lost. A company can ask us to delete its information; we will, except where the law requires a record to be kept.

Information travels encrypted between your device and Tailgate. Each company's records are separated from every other company's at the database level, and credentials such as the QuickBooks permission are encrypted at rest.

You can ask to see, correct or delete personal information about you. If Tailgate holds it because a company you work with or buy from recorded it, the quickest route is usually that company; you can also write to us at greg@oldmanaisolutions.com. We handle personal information under Canada's Personal Information Protection and Electronic Documents Act and Alberta's Personal Information Protection Act.

If we change how Tailgate handles information, we will update this page and its date. A change that matters to how a company's information is used will be told to that company's owner before it takes effect.