This Privacy Policy is issued by Job-Dox LLC, a Texas limited liability company (referred to in this Policy as "we," "us," "our," or "Cortex by JobDox"), the company that owns and operates the Cortex by JobDox platform. Throughout this Policy, references to "Cortex by JobDox" refer to the products and services offered by Job-Dox LLC. References to "we," "us," or "our" refer to Job-Dox LLC as the legal entity.
1. Information We Collect
We may collect the following types of information:
- Account Information: Name, email address, phone number, company name, billing address, and payment details when you create an account or subscribe to our Service.
- Project and Operational Data: Information you enter into the platform related to your restoration projects, including job details, client information, equipment tracking, schedules, financial records, photos, and documents.
- Connected Account Data: If you choose to connect third-party accounts such as Google or Meta (Facebook and Instagram), we receive the information described in the Google and Meta disclosure sections of this Policy.
- Usage Data: Information about how you interact with the Service, including access times, pages viewed, features used, browser type, device information, and IP addresses.
- Communication Data: Records of communications between you and our support team, including emails, phone calls, and chat messages.
- Cookies and Tracking Technologies: We use cookies and similar technologies to enhance your experience, analyze trends, and administer the Service. A current list of the specific technologies we use is available in our Cookie Notice.
2. How We Use Your Information
We use the information we collect for the following purposes:
- To provide, maintain, and improve the Service, including AI-native features such as predictive project health scoring, automated alerts, and operational intelligence.
- To process transactions and manage your subscription.
- To personalize your experience and deliver content relevant to your business.
- To communicate with you regarding your account, updates, support requests, and promotional materials (with your consent).
- To monitor and analyze usage patterns and trends to improve the Service.
- To detect, prevent, and address technical issues, fraud, or security concerns.
- To comply with legal obligations and enforce our Terms and Conditions.
3. AI and Data Processing
JobDox uses artificial intelligence and machine learning technologies to provide operational intelligence features. Important details about our AI data processing:
- AI insights are generated exclusively from your organization's data. We do not combine or share data across different customer accounts.
- AI models are designed to identify patterns, predict project health, and automate routine operational tasks within your business.
- You retain full ownership of all data you input into the platform.
- We do not sell your data to third parties or use it for advertising purposes.
Our AI features are powered by commercial, enterprise-tier AI services that operate under agreements prohibiting the use of your data to train their models. We do not operate self-hosted or offline AI models; instead, we rely on the following third-party AI service providers, each engaged under contractual terms that prohibit training on customer inputs or outputs:
- Anthropic (Claude): accessed via Anthropic's commercial Messages API. Under Anthropic's Commercial Terms of Service, Anthropic does not train its models on the inputs or outputs submitted through the API.
- Google Cloud AI (Speech-to-Text, Vision, and Vertex AI): accessed under the Google Cloud Platform Terms of Service and Data Processing Addendum, under which Google does not use customer data to train its models without permission.
- Amazon Bedrock: a failover path for the Anthropic (Claude) model. When the primary Anthropic API is unavailable, the same data is processed through Amazon Bedrock instead, running the same model. Processing through Bedrock is governed by AWS’s Bedrock service terms.
A current list of all third parties that process data on our behalf is available on our Sub-processors page.
Google user data (such as Google Calendar events and Google Business Profile information) is never transmitted to any of these AI service providers. This is described further in the "Google User Data — Limited Use Disclosure" section below. Meta data from connected Facebook and Instagram accounts is likewise never transmitted to these providers, as described in the Meta Platform Data section below.
4. Google User Data — Limited Use Disclosure
Cortex by JobDox integrates with Google services to provide scheduling, communication, document management, and business listing management features. When you connect your Google account, our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically:
- What we access: Only the Google data necessary to provide the feature you have explicitly enabled. Google Calendar scopes are accessed only when you enable calendar sync — specifically, to create, update, and read calendar events for scheduling jobs and crew assignments; we do not access, modify, or delete your other calendars. Google Business Profile scopes are accessed only when you connect a business listing. We do not access scopes you have not authorized.
- How we use it: Google user data is used solely to provide and improve the user-facing features of Cortex by JobDox. We do not use Google user data to develop, improve, or train generalized or third-party artificial intelligence or machine learning models.
- Human access: We do not allow humans to read your Google user data except (a) with your explicit consent for a specific purpose, (b) for security investigations or to comply with applicable law, or (c) where the data has been aggregated and anonymized for internal operations.
- Transfers: We do not transfer Google user data to third parties except as necessary to provide or improve user-facing features, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with notice to affected users.
- No advertising: We do not use Google user data for serving advertisements, including retargeted, personalized, or interest-based advertising.
- Revocation: You may revoke our access to your Google account at any time by visiting https://myaccount.google.com/permissions or by disconnecting the integration inside Cortex by JobDox. Upon revocation, we will delete the associated Google user data within 30 days, except where retention is required by law.
If you have questions about how we handle Google user data specifically, contact us at info@job-dox.com.
Cortex by JobDox integrates with Meta (Facebook and Instagram) to let businesses plan, schedule, and publish social media posts and view social media and advertising performance. This integration is optional and is only active when an authorized user in your company chooses to connect it. Our use of information received from Meta follows the Meta Platform Terms and Meta Developer Policies.
- What we access: Only the information needed for the features you have enabled. This includes the names and IDs of the Facebook Pages, Instagram business or creator accounts, and Meta ad accounts you choose to connect; posts you create and publish through Cortex by JobDox; performance results for those posts, such as reach, impressions, likes, comments, shares, and saves; and advertising performance data for the ad accounts you connect, such as campaign names, spend, impressions, clicks, and leads. We access advertising data in read-only form and cannot create, change, or pause your ads. We do not access personal Facebook profiles, private messages, or friends lists.
- How we use it: Meta data is used only to provide the social media and reporting features of Cortex by JobDox to your company, such as publishing your scheduled posts, displaying your social media and advertising results, and alerting you when a post fails or a connection needs to be renewed.
- AI processing: Meta data is never transmitted to our AI service providers and is never used to develop, improve, or train any artificial intelligence or machine learning model. Captions you ask our AI features to draft are created from your company's own Cortex information, not from Meta data.
- No sale or advertising use: We do not sell Meta data, and we do not use it for advertising, profiling, or any purpose other than providing the features described above to your company. We do not share it with third parties except service providers who help us operate the Service, or where required by law.
- Access within your company: Only users in your company with the appropriate Cortex permission level can connect, view, or use Meta-connected features. Login credentials received from Meta are stored encrypted.
- Disconnecting and deletion: You may disconnect Meta at any time inside Cortex by JobDox, or remove our access from your Facebook settings under Business Integrations or Apps and Websites. When you disconnect, we immediately delete the stored login credentials, the Pages and accounts you had chosen, the saved advertising reports, and the post performance results we received from Meta, and we stop collecting Meta data. We also remove the connected Page and account details and the Facebook and Instagram post identifiers from the posts you created in Cortex. Those posts, including their text, photos, and dates, remain in your Cortex account as your company's own content. Posts that were already published to your Facebook Page or Instagram account remain on those platforms and can be removed there. The same deletion applies when Meta sends us a data deletion request. To request deletion of your Meta data at any time, contact us at info@job-dox.com.
If you have questions about how we handle Meta data specifically, contact us at info@job-dox.com.
6. Data Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:
- Service Providers: With trusted third-party vendors who assist in operating our Service (e.g., cloud hosting, payment processing, analytics), bound by confidentiality agreements.
- Legal Requirements: When required by law, subpoena, or legal process, or to protect the rights, property, or safety of JobDox, our users, or the public.
- Business Transfers: In connection with a merger, acquisition, or sale of all or substantially all of our assets, with notice provided to you.
- With Your Consent: When you have given explicit consent to share information with a specified third party.
7. Data Security
We take the security of your data seriously and implement appropriate technical and organizational measures to protect it, including:
- Encryption of data in transit (TLS/SSL) and at rest.
- Regular security assessments and vulnerability testing.
- Access controls and authentication measures to limit data access to authorized personnel.
- Secure cloud infrastructure hosted by industry-leading providers.
- Regular data backups and disaster recovery procedures.
While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to maintaining industry-standard protections.
8. Data Retention
We keep your personal and project data for as long as your account is active or as needed to provide the Service. When your account ends, the following applies:
- If you cancel: we keep your data for 60 days after cancellation, so you can reactivate and pick up where you left off. After 60 days we permanently delete it.
- If we close your account for cause: we keep your data for 30 days, then permanently delete it.
- If you try Cortex and never start a paid plan: we keep what you entered during the trial for 60 days after the trial ends, then permanently delete it. Start a plan within those 60 days and everything is still there.
- Billing and tax records: we keep these for as long as the law requires, separately from the rest of your account data.
Deletion is permanent. Once data is deleted we cannot recover it.
9. Your Rights and Choices
Depending on your jurisdiction, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request that we correct inaccurate or incomplete data.
- Deletion: Request that we delete your personal data, subject to certain exceptions.
- Portability: Request a copy of your data in a structured, machine-readable format.
- Opt-Out: Unsubscribe from promotional communications at any time.
- Cookie Preferences: Manage your cookie preferences through your browser settings.
To exercise any of these rights, please contact us at info@job-dox.com.
10. Children's Privacy
The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal data, we will take steps to delete such information.
11. Third-Party Links
The Service may contain links to third-party websites or services that are not operated by us. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites or services. We encourage you to review the privacy policy of every site you visit.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically for any changes.
13. Contact Us
If you have any questions about this Privacy Policy, please contact us: