Grade privacy policy

Grade is a job-costing and invoicing tool for hardscape and outdoor contractors, operated by Elan Global. This policy covers the Grade app — the signed-in product and the client-facing quote and invoice pages it sends out. The marketing site at go.getgrade.app has its own policy.

Grade is used by a company (the contractor) and the people that company invites. The company is the customer; the records in Grade are that company's business records. This page says what the app stores, who else touches it, how long it is kept, and how a person deletes their account.

What Grade stores

• Accounts. For each person who signs in: email address, name, role, a one-way hash of the password, and — when two-factor sign-in is turned on — the two-factor secret and recovery codes. There is no self-serve signup: accounts are created by invitation from the company's owner.
• Company records. The contractor's clients (names, addresses, phone numbers, email addresses), properties, jobs, quotes, cost estimates, invoices, payments received and recorded expenses. Quotes and invoices are sent to the company's clients as links that need no account.
• Photos and receipts. Job-site photos and receipt photos that crew upload. They are kept in private storage and shown through short-lived signed links, never at a public address.
• Assistant conversations and usage. Grade includes an in-app assistant. The questions a person asks it and its answers are stored as that person's conversation threads so they can return to them. Separately, a per-company daily count of assistant requests and tokens is kept to enforce a spending cap; that counter holds two numbers per day and no text.
• An activity ledger. Security-relevant actions — sign-ins, failed sign-ins, changes to money documents, uploads, deletions — are recorded with who did them, when, and the network address the request came from.
• When a quote link is first opened. Grade records the date and time a client first opens a quote link, once per quote version, and not later visits.
• Marketing connections, if the company sets them up. A company may connect a Meta (Facebook or Instagram) page, a Google Analytics property, a Google Search Console site and a Vercel project so Grade can show their statistics. Grade stores the identifiers of those accounts and the statistics it reads back. Grade does not store the passwords or access tokens for them; those live in the deployment environment, not in the database.
• Usage and preferences. Page views are counted by Vercel Web Analytics, which uses no cookies and does not identify a person. The app sets sign-in cookies (the session expires after four hours) and keeps display preferences such as table layout in the browser's own storage. The public landing page at this address's root — not any signed-in screen — loads the Meta Pixel when Elan Global has configured one, which lets Meta attribute a visit to an ad.

Grade does not read your device's location, and it contains no advertising identifiers. Card and bank details are entered on Stripe's pages, never in Grade; Grade records that a payment happened and its amount, not the card.

Who else handles it

Grade runs on other companies' infrastructure. Each one below receives only what it needs for the job named, under its own privacy terms:

• Supabase — the database and the private file storage for photos and receipts.
• Vercel — hosting, server logs, and the cookieless page-view analytics.
• Anthropic — the model behind the assistant, receipt reading and material search. A receipt photo is sent to Anthropic to extract the line items; assistant questions and the records they refer to are sent to answer them.
• OpenAI — job design renderings: when a person asks for a rendering, the source job photo is sent to OpenAI's image API.
• Stripe — payments. The company connects its own Stripe account; a client paying an invoice does so on Stripe's pages.
• Resend — outbound email, such as a quote, an invoice or a supplier order list sent from the company's name.
• Open-Meteo — the weather overlay on the schedule. It receives the coordinates of the company's service area, nothing about a person.
• Meta and Google — only if the company connects them (see above). Grade reads statistics from them; it sends them no customer data.

Grade does not sell or rent any of this, and does not share it with anyone else.

How long it is kept

Company records are kept for as long as the company uses Grade: they are the company's books, and Grade does not delete them on a schedule. A photo the company removes stops being shown but the file is retained until the company's records are closed. The activity ledger is append-only and is kept for the same period. Sign-in sessions expire after four hours. A failed sign-in counter, keyed by email address and network address, stops counting after fifteen minutes; the counter rows themselves are not purged automatically.

When a company stops using Grade, its records are kept for 30 days so they can be exported, and are then deleted; backup copies are cleared within a further 30 days, and billing records are kept for as long as the law requires. A company closes its records by request to the contact below.

Deleting your account

Any signed-in person can delete their own account from inside the app: open the account menu, choose Your account, then Delete my account and confirm by typing your email address.

Deleting your account removes your login — email, name, password hash, two-factor secret and recovery codes — withdraws any invitation addressed to you, removes your own assistant conversations, and signs you out everywhere. It does not remove the company's records: the clients, jobs, quotes, invoices, payments, receipts and photos you worked on stay with the company, including the note of which account created them, because they are the company's business records and several of them carry legal retention. Tasks assigned to you become unassigned.

If you are the only owner of your company, the app will refuse the deletion until another owner takes over, because the company's records would otherwise have no one responsible for them. Email the address below to close the company instead.

Your choices and questions

Email contact@elanglobal.io to see, correct or delete what Grade holds about you, to close a company's records, or to ask anything about this policy. Grade responds to privacy requests within 30 days.

Changes

If this policy changes, the date at the top changes with it.