SalesThumb™

Legal

Privacy Policy

Last updated October 20, 2026 · Effective October 20, 2026

1. Who we are

Roffik LLC, a Florida limited liability company (“SalesThumb,” “we,” “us”), operates the SalesThumb platform at salesthumb.com, a multi-tenant software-as-a-service product for service businesses. This Privacy Policy explains how we handle personal information. SalesThumb is currently offered to businesses in the United States.

2. The two roles we play

SalesThumb processes data in two distinct roles, and your rights depend on which applies:

  • Controller — for data we collect about you directly, including account information for shop owners and their staff, billing data, support correspondence, and product telemetry.
  • Processor — for data shop owners enter into SalesThumb about their customers, vehicles, appointments, invoices, and so on. The shop is the controller; we process that data only on the shop’s instructions.

If you are a customer of a shop using SalesThumb and want to exercise rights against your data, please contact that shop directly. We will assist them in fulfilling your request. Your use of the pages a shop sends you is covered by our Customer Terms of Use.

3. What we collect

Account & identity

  • Name, email address, phone number, hashed password.
  • Shop name, address, vertical, business hours.
  • Profile photo (optional).

Billing

  • A payment-processor customer identifier and the last four digits of the most recent card. We never receive or store full card numbers.
  • Subscription plan, billing history, and invoices.

Franchise royalty payments

  • For franchise organizations that collect royalties by ACH: each franchisee location’s bank routing number, account number and the name on the account, and the franchisor’s own destination account numbers. These are used only to create the ACH payment files the franchisor asks for, and are encrypted before they are stored (see our security page).

Product usage

  • Pages viewed, features used, error events. Used to debug, plan the roadmap, and bill metered usage where applicable.
  • IP address, browser user-agent, device type and referrer, used for abuse and security investigation. How long we keep them depends on the record:
    • Website and lead forms, and customer sign-in codes — the IP address, user-agent and referrer are cleared 30 days after they are captured.
    • Login sessions — each sign-in records the device’s IP address and user-agent. A session is deleted when you sign out. Otherwise it expires about 7 days after it was last used. Of sessions that expired more than 30 days ago, only your most recent one is kept, with its IP address and browser removed, to show when you were last active; the rest are deleted.
    • Failed sign-in attempts — the email address tried, IP address, user-agent and reason are kept 90 days, then deleted.
    • Proof records — where an IP address and user-agent are recorded as evidence, they are cleared on a schedule: for a quote or invoice signature (including a service or liability waiver), 5 years after the later of the job’s completion and the end of any warranty on that job, and not while a lifetime warranty on it is in place; for a tint-law waiver, the same rule but never sooner than 10 years after signing; for acceptance of a payment agreement, 7 years after acceptance, or sooner on a deletion request. For an inspection sign-off, a consent to receive texts, or acceptance of our Terms, there is no automatic deletion today.
    • A few other records keep an IP address, user-agent or referrer with no automatic deletion today: the audit-log entry written when an admin ends someone’s session (IP address); delivery tracking for franchise disclosure documents (IP address and user-agent when the document was opened, downloaded and its receipt acknowledged; cleared on a deletion request); and the referring page recorded when a shop signs up. See Data retention.

Customer-of-a-shop data

  • When a shop uses SalesThumb, it enters customer information, vehicle details, photos, payment data, warranty registrations, and message history. We process this on the shop’s behalf.
  • Some of it is sensitive personal information: a medical tint exemption a shop records for a customer (exemption type, issuer, certificate number and expiry date), and identity documents a seller uploads to transfer a warranty to a new owner (for example a driver’s license). These are used only for the exemption or the transfer review. Transfer documents are deleted 90 days after the shop reviews the transfer.

Phone calls and website chat

  • AI receptionist (if a shop turns it on). When a shop uses SalesThumb’s AI to answer its phone line or its website chat, the caller’s or visitor’s number, what they say or type, and the AI’s replies are recorded as a transcript, and the caller can be saved as a lead for the shop. Callers hear that they are speaking with a virtual assistant and that the call is transcribed; chat replies are labeled as AI.
  • Connected phone systems. If a shop connects Zoom Phone, RingCentral or Dialpad, we import its call logs (numbers, times, durations and outcomes) so calls appear in the shop’s inbox. For Zoom Phone this can also include links to call recordings, call transcripts and Zoom’s AI call summaries, where the shop has those turned on in Zoom.
  • We process this data on the shop’s behalf, and it is kept and deleted with the shop’s other call records.

Voice messages

  • The SalesThumb mobile app’s team walkie-talkie feature records short voice messages and uploads them to our storage so teammates can play them back. These are stored, not processed on-device only.

Timeclock location

  • When a staff member clocks in or out in the SalesThumb mobile app and has allowed location access, the app records the device’s latitude and longitude at that moment with the time entry, where the shop’s managers can see it; clocking in or out never requires it. Precise location is sensitive personal information under some state laws; it is processed for the shop as the employer and used only for time records.

Google Business Profile reviews

  • If a shop connects its Google Business Profile, we periodically sync that shop’s reviews (reviewer name, profile photo, rating, and review text) so the shop can see and reply to them from SalesThumb. This is a read-only mirror of what Google already shows publicly — we do not collect this directly from reviewers, and it refreshes automatically from Google on a regular cycle.

Facebook, Instagram & Meta Ads (if connected)

  • If a shop connects its Facebook Page or Instagram account, we receive and store the content of Messenger and Instagram direct messages exchanged with that Page, together with the Meta-provided scoped identifier for the sender (a per-app, per-page ID — not your public Facebook or Instagram profile), so the shop can read and reply from its SalesThumb inbox. On connect we may import up to the last 30 days of that Page’s conversation history.
  • If the shop runs Meta Lead Ads, form submissions — such as the name, email, phone number, and any custom fields a person enters in the shop’s lead form — are delivered to us through Meta’s webhook and stored as a customer record and inbox message for the shop to follow up.
  • We store the shop’s Meta access tokens encrypted at rest and use them only to send and receive messages and retrieve lead data on that shop’s behalf. We request only the permissions needed for messaging and lead retrieval, and we do not post to Facebook or Instagram on the shop’s behalf. As with other customer-of-a-shop data, we act as the processor here and the shop is the controller.

Brand websites with several locations

  • If a business with several locations (an HQ or franchise organization) uses a “find a location” or “request a quote” form on its brand website, the request — name, phone, email, message and ZIP code — goes to the location that serves the visitor’s area, or to the organization’s HQ if no location does. The organization and that location are the controllers; we process the request on their behalf. A street address entered on the form is used only to find the area and isn’t stored.

4. How we use it

  • To provide, secure, and improve the SalesThumb service.
  • To bill you and prevent fraud.
  • To send transactional email (receipts, security alerts).
  • To send product update emails to shop owners (you can opt out from any such email; opting out doesn’t affect transactional messages).
  • To respond to support requests.
  • To comply with law, court orders, and lawful requests.

5. Who we share it with

We share personal information only with vendors who help us run the service, all under contract:

  • Vercel — application hosting (US).
  • Neon — managed Postgres database (US, AWS us-east-1).
  • Cloudflare R2 — file storage (photos, PDFs); Cloudflare may store and serve files from its global network.
  • Rainforest Payments — processes payments between shops and their customers (card data, payouts).
  • Rainforest Pay — bills SalesThumb’s own subscription plans to shop owners (same processor as merchant/customer payments above).
  • Twilio — SMS sending and receiving, and, for shops that use the AI phone receptionist, phone calls: Twilio carries the call, converts the caller’s speech to text, and speaks the replies using an Amazon Polly voice.
  • Zoom, RingCentral and Dialpad — only if a shop connects its phone system: we receive that shop’s call logs, and from Zoom Phone call recording links, transcripts and AI summaries where the shop has them turned on.
  • Intuit QuickBooks — only if a shop connects QuickBooks Online: the shop’s invoices, including customer names and amounts, are synced to the shop’s QuickBooks company.
  • Google Calendar — only if a staff member connects their Google Calendar: their appointments are written to that calendar, including the time, service, vehicle, customer name and phone number, and job notes.
  • Upstash — where enabled, a short-lived store for sign-in rate limits and incoming-webhook replay protection, which processes IP addresses and request counts.
  • Your configured email provider — transactional email is sent via SMTP using the mailbox you (or we, on your behalf) configure — typically Google Workspace. We do not route email through a separate third-party email-delivery vendor.
  • Google (Gmail) — if a shop connects its Google account, some of the emails the shop sends from SalesThumb are sent through that account. See section 14.
  • Meta (Facebook, Instagram & WhatsApp) — if a shop connects its Facebook Page, Instagram account or WhatsApp Business number, SalesThumb receives and sends messages through Meta’s Messenger, Instagram and WhatsApp Cloud APIs. Lead Ad form submissions are also received via Meta’s webhook infrastructure. Messages and lead data are stored in SalesThumb so the shop can manage conversations from one inbox.
  • Inngest — scheduled background jobs.
  • Cloudflare Turnstile — bot checks on public forms (lead, booking, chat and data-request forms), which receive your IP address and browser signals.
  • Google Maps Platform — maps, address lookup and drive-time estimates for shop and customer addresses.
  • DocuSign — when a franchise organization sends franchise documents for electronic signature: the signer’s name, email address and the document.
  • Expo — delivers push notifications to the SalesThumb mobile apps. For each notification it receives the device’s push token, the notification’s title and text — for example “New text from Maria”, a job’s customer name, vehicle and time, a new lead’s name and phone number or email, a payment amount, or a teammate’s team-chat message — and the internal record IDs and in-app links the app uses to open the right screen. Notifications never include the text of a customer’s message or review.
  • Apple Push Notification service and Google Firebase Cloud Messaging — Expo hands each notification to Apple (iPhone and iPad) or Google (Android) to deliver to the device. They receive the same device push token, notification title and text, and record IDs and in-app links.
  • Vizme — if a shop turns on the in-store window-film visualizer, the vehicle photos and choices entered in it are processed by Vizme.
  • Google — where analytics are enabled on salesthumb.com, Google Analytics receives standard web-analytics data (pages viewed, referrer, approximate location from IP address, device/browser type) to help us understand aggregate traffic.
  • Plausible — where enabled on salesthumb.com’s marketing pages, cookieless aggregate page-view statistics.
  • Vercel Speed Insights — page-load performance measurements (page path and timing; no cookies).
  • Microsoft — where analytics are enabled on salesthumb.com, Microsoft Clarity receives that same usage data plus session recordings and heatmaps — a replay of mouse movement, clicks, scrolling, and on-screen content during a visit — so we can see how the site is actually used, not just that it was used.
  • Anthropic — powers optional AI features (photo-to-quote suggestions, inspection damage-note drafting, AI-drafted message replies, and similar assistive tools), and, where a shop turns it on, the AI receptionist that answers the shop’s phone calls and website chat. Unless the shop turns AI off, it also automatically sorts incoming customer texts and emails (for example urgent, booking or complaint) so the shop can prioritize its inbox; a shop can turn this off with its AI master switch. Photos and text you or your customers submit through these features may be sent to Anthropic’s API to generate the AI output; it is not used to train Anthropic’s models.

We do not sell personal information. We do not share it with advertisers or data brokers.

Public display on shop-controlled signage. If a shop enables the optional “before/after” slide on SalesThumb’s digital-signage feature, job photos from that shop’s appointments are shown, without login, on the TV screen the shop pairs to that feature. The shop chooses whether to enable this slide and controls how many recent photos rotate through it; SalesThumb does not currently screen individual photos before they appear on signage. If you have concerns about a specific photo, contact the shop directly.

6. International transfers

We are a US company, SalesThumb is currently offered to businesses in the United States, and our infrastructure is primarily in the United States. If you use SalesThumb or a shop’s SalesThumb pages from outside the US, your information is processed in the US. If we begin offering SalesThumb outside the US, we will update this policy first.

7. How long we keep it

  • Account data — for the life of your account. Canceling your subscription disables access but does not delete anything automatically; deletion happens only on an explicit request (see Deletion requests).
  • Backups — 7-day rolling point-in-time recovery window.
  • Invoices and payments — kept as your financial/business history; there is no automatic deletion today. Notes on quotes and invoices are automatically redacted 540 days after creation. Signatures on quotes and invoices (including service and liability waivers) are kept until 5 years after the later of the job’s completion and the end of any warranty on that job, then redacted automatically; while a lifetime warranty on the job is in place, they are kept. Both happen independent of any request; a deletion request removes them sooner.
  • Failed sign-in attempts — 90 days, then deleted automatically.
  • Brand-website requests no location took — if HQ never assigns a request to a location, its contact details are cleared 90 days after it was sent. Only the ZIP code and the routing outcome are kept.
  • Login sessions (with the device’s IP address and user-agent) — deleted when you sign out. Otherwise the IP address and browser are removed 30 days after the session expires, and older session records are deleted.
  • Other IP address and browser details — cleared 30 days after capture, except proof records (cleared on the schedules in section 3) and three records with no automatic deletion today: the audit-log entry written when an admin ends a session, franchise disclosure document delivery tracking (cleared on a deletion request), and the referring page recorded at shop sign-up.
  • Phone calls — call logs, transcripts, AI call summaries and recording links are kept with the shop’s call records, with no automatic deletion today; they are cleared on a deletion request. The AI receptionist’s turn-by-turn working copy of a call is deleted once its transcript is saved.
  • Franchise prospect records — information a prospective franchisee gives a franchisor using SalesThumb (contact details, application answers, financial qualifications and uploaded documents) is kept with the franchisor’s records, with no automatic deletion today; on a deletion request the person’s details are anonymized. Franchise disclosure receipts are kept as the franchisor’s compliance record.
  • Error reports — technical reports of failed requests, which can include a user ID and shop ID, are deleted 90 days after the error.
  • Audit logs of account and admin actions — no automatic deletion today (see Data retention).

8. Your rights

You can:

  • See what we have about you — export from Settings → Data export in the app, or email hello@salesthumb.com.
  • Correct inaccurate information by editing it in the app, or ask us to correct it using our request form (linked below).
  • Request deletion of your account or data, an export, a correction, or a restriction of or objection to how we use it, at salesthumb.com/privacy/delete-my-data. We confirm each request by email before acting on it.
  • Object to processing or restrict it, subject to our legal obligations, using the same form.
  • Appeal if we decline your request: our email explaining why includes a link to appeal using the same form, and if we uphold the decision we tell you how to contact your state Attorney General or data-protection authority.
  • File a complaint with your local data-protection authority.

If you left a Google review for a business that uses SalesThumb: that review lives on Google Business Profile, not in a SalesThumb account you created. We only mirror what Google already displays publicly, and it refreshes automatically from Google’s own data. To edit, remove, or manage a review, use Google’s own tools for reviewers (Google Maps or Google Search); a removal on Google is reflected here after our next successful sync, and in any case within about 30 days, because we keep cached Google review content for no more than about 30 days after Google last confirmed it.

If you messaged a business on Facebook or Instagram that uses SalesThumb, or submitted one of its Meta Lead Ad forms: the resulting messages and lead details are stored in that shop’s SalesThumb inbox. You can request deletion of that data through Facebook’s data-deletion request flow (which notifies our automated deletion endpoint) or directly at salesthumb.com/privacy/delete-my-data.

When Facebook sends us a valid request, we automatically delete the Messenger and Instagram messages stored under the Meta ID it gives us (both your messages and the business’s replies), plus any linked contact record whose source is Facebook or Instagram and that has no other records with the business. Facebook often sends a different ID from the one attached to your messages; when nothing matches, nothing is deleted automatically, and the status page Facebook links you to will say so.

WhatsApp messages and lead-form details are not covered by the automatic request. To have any of this data deleted, submit a request at salesthumb.com/privacy/delete-my-data.

9. California & US state privacy

California, Colorado, Connecticut, Virginia, Utah, Texas, and a growing list of states grant residents specific privacy rights. We honor those rights as written for each state. We do not sell personal information as defined under the CCPA, CPRA, or equivalent state law. We do not engage in “sharing” for cross-context behavioral advertising. We honor Global Privacy Control signals as described in “Cookies” below, and we will not discriminate against you (for example by denying service or charging a different price) for exercising any of these rights.

10. Children

SalesThumb is not directed at children under 13 (or under 16 in the EEA). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, email hello@salesthumb.com and we will delete it promptly.

11. Cookies

We use first-party cookies for authentication and to remember preferences. We do not use third-party advertising cookies. Where enabled, salesthumb.com may run two analytics tools: Google Analytics, which collects aggregate usage data, and Microsoft Clarity, which is more sensitive — it records individual browsing sessions and builds heatmaps rather than only aggregate statistics. See “Who we share it with” above for what each receives.

On your first visit to our marketing site you can choose Accept or Reject in the cookie banner, and change that choice anytime via the “Cookie preferences” link in the footer — your choice governs both tools together. Third-party analytics (Google Analytics, Microsoft Clarity and Plausible) run only on our marketing pages, never inside the SalesThumb product after you sign in. Vercel Speed Insights measures page-load performance without cookies.

Global Privacy Control and Do Not Track. If your browser sends a Global Privacy Control (GPC) or Do Not Track signal, we treat it as a Reject: Google Analytics and Microsoft Clarity do not load, the cookie banner does not ask, and the signal overrides an earlier Accept for as long as your browser sends it.

12. Changes to this policy

We may update this policy from time to time. If we make a material change that reduces your privacy rights, we will give account holders at least 30 days’ notice — by email, in the app, or both — before it takes effect. Other changes, such as adding detail or describing a new optional feature, take effect when we post them here. The current version is always available at this URL, with its “Last updated” date.

13. Text messaging (SMS)

If you provide a mobile number and opt in, SalesThumb (and shops using SalesThumb, on their own behalf) may send you text messages such as account alerts, appointment confirmations and reminders, and service updates. Message frequency varies. Message and data rates may apply. Reply STOP to any message to opt out at any time, or HELP for help.

We do not sell your mobile information, and we do not share your mobile number or SMS opt-in consent with third parties or affiliates for their own marketing or promotional purposes. Mobile information is shared only with the messaging providers (such as Twilio) that deliver these messages on our behalf, and only as needed to comply with law. Replying STOP stops all further texts from that sender, transactional and marketing alike, apart from one message confirming the opt-out. Reply START to resume.

14. Google user data (Gmail)

If a shop or HQ connects its Google account to SalesThumb, we ask Google for permission to send email from that account and to see the account’s email address. We use this only to send email from SalesThumb through that account and to show which account is connected.

Today, a connected shop’s quotes, invoices, signed copies of approved quotes, and replies from the SalesThumb inbox are sent through its Google account. The shop’s other emails (such as receipts, appointment confirmations and reminders, review requests, and marketing emails), and all email from shops that have not connected an account, are sent from SalesThumb’s own mailbox on the shop’s behalf. SalesThumb does not send email through an HQ’s connected account today.

  • We do not read, scan, or store the contents of the connected mailbox. Showing customer replies in SalesThumb is a separate setting that is not available today; if we add it, Google will ask for that permission separately, and we will update this policy first.
  • We do not use Gmail data for advertising, to train AI models, or for any purpose other than sending those emails.
  • We keep a copy of emails you send through SalesThumb in your SalesThumb message history.
  • We store the access tokens Google gives us encrypted (AES-256-GCM; see section 15). We record which Google account was connected or disconnected, and by whom, for security.
  • Only a shop’s owners and admins (or staff the shop gives the integrations permission), or an HQ’s owners and admins, can connect or disconnect a Google account.
  • A shop can disconnect at any time in Settings → Email, and an HQ in HQ → Integrations. Either can also revoke access at myaccount.google.com/permissions. Disconnecting deletes the stored tokens.
  • We do not sell or transfer Google user data, except as needed to provide this feature, for security, or as required by law.

SalesThumb’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

15. How we protect your data

We use the following safeguards to protect personal information, including the Google user data described in section 14:

  • Encryption in transit. SalesThumb is served only over HTTPS (TLS 1.2 or higher); plain HTTP requests are redirected to HTTPS, and our site tells browsers to always use HTTPS (HSTS). Our connections to our database and file storage are encrypted too.
  • Encryption at rest. Our database provider (Neon) and file storage provider (Cloudflare R2) encrypt stored data at rest with AES-256. Uploaded photos and documents are kept in private storage and opened through short-lived signed links; only images meant to be public, such as shop logos, use stable links.
  • Extra encryption for the most sensitive data. Before we store them, we encrypt Google access tokens, the tokens for other connected services (such as Google Business Profile and QuickBooks), and franchisee bank account details with AES-256-GCM, using a key that is kept separately from the database. Passwords are stored only as salted hashes (scrypt), never in readable form.
  • Access controls. Each shop’s data is kept separate from every other shop’s: our servers check that the signed-in user is a member of that shop or of its HQ before giving them access to the shop’s records, and each team member sees only what their role (such as Owner, Admin, Manager or Technician) allows. Two-factor sign-in is available to every shop and HQ user and is required for shop and HQ owners and admins and for SalesThumb staff with admin access.
  • Staff access and audit logs. When SalesThumb staff need to see a customer’s account for support, they use a support sign-in that is recorded in our audit log, with the reason given. We also log other security-relevant actions, such as connecting or disconnecting a Google account, changing a team member’s role, and viewing franchisee bank details.
  • Limited Google permissions. For Gmail we ask Google only for permission to send email and to see the connected account’s email address. We do not ask for permission to read the mailbox.
  • Keeping data only as long as needed. We keep and delete data on the schedule in section 7. Disconnecting a Google account deletes its stored tokens and asks Google to revoke our access.
  • Reporting a security issue. Email hello@salesthumb.com. More detail on our safeguards is on our security page.

No method of transmitting or storing data is completely secure, so we cannot guarantee absolute security. If a security incident affects your personal information, we will notify you as required by applicable law.

16. Contact

Privacy questions: hello@salesthumb.com.
By mail: Roffik LLC, 1430 S Dixie Hwy, Ste 105-348, Coral Gables, FL 33146.