Privacy Policy

Last updated: February 15, 2026

BALF SYSTEMS LLC ("we", "us", or "our") operates the BALF Builder CRM application. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application.

1. Information We Collect

Information You Provide

  • Account Information: Name, email address, company name, phone number
  • Business Data: Project details, client information, tasks, documents, financial records
  • Payment Information: Processed securely by Stripe (we do not store credit card numbers)
  • Communications: Messages sent through our platform, support requests

Information Collected Automatically

  • Usage Data: Features used, pages visited, actions taken
  • Device Information: Browser type, operating system, device identifiers
  • Log Data: IP address, access times, referring URLs

2. How We Use Your Information

We use your information to:

  • Provide, maintain, and improve our services
  • Process transactions and send related information
  • Send administrative notifications (account updates, security alerts)
  • Respond to your comments, questions, and support requests
  • Monitor and analyze usage patterns to improve user experience
  • Detect, prevent, and address technical issues and fraud

3. Data Storage and Security

Your data is stored securely using:

  • Supabase: Database and authentication with encryption at rest and in transit
  • Row Level Security: Database policies ensure users only access their organization's data
  • HTTPS: All data transmitted is encrypted
  • Secure Authentication: Password hashing and secure session management

4. SMS & Email Communications

BALF Builder uses a dual-consent model before sending any SMS or email notification.

Two-Step Consent Process

Step 1 — Administrator Enablement: An authorized organization administrator adds you to the platform and initiates a consent verification request. No messages are sent at this stage.

Step 2 — Recipient Confirmation: You receive a secure consent verification link via email, or a consent screen appears on your first QR Portal login. You must explicitly opt in before any messages are sent. Consent is never assumed — the system defaults all users to No Consent status until you take action.

You may consent to SMS, Email, both, or neither. Declining consent does not affect your portal access.

Consent Language

“I agree to receive SMS text messages from [Organization Name] regarding my construction project. Message frequency varies. Message and data rates may apply. Reply STOP to unsubscribe.”

Consent Logging

All consent actions — including opt-ins, opt-outs, and changes — are logged with timestamp, IP address, user agent, and the exact consent text shown at the time. These records are retained for compliance purposes.

  • Message Types: Task assignments, schedule changes, project updates, dispatch notifications, and appointment reminders. No marketing or promotional messages are sent.
  • Frequency: Message frequency varies based on project activity
  • Rates: Standard message and data rates may apply

Opt-Out Options

  • Reply STOP to any SMS message for immediate removal from SMS communications
  • Reply START to re-enable SMS communications
  • Toggle SMS/Email preferences at any time in your Portal Settings page
  • Contact your administrator to update preferences

All opt-out requests are processed immediately, logged to our compliance audit trail, and reflected in the admin dashboard. Consent verification links expire after 7 days. Contact your administrator to request a new link.

5. Third-Party Services

We use the following third-party services that may collect information:

  • Supabase: Database, authentication, and file storage
  • Stripe: Payment processing
  • OpenWeather: Weather data for project planning
  • AI/ML API: AI-powered features (document analysis, chat assistant)
  • Resend: Email notifications
  • Twilio: SMS notifications
  • Vercel: Application hosting

Each service operates under their own privacy policy.

6. Data Sharing

We do not sell your personal information. We may share data:

  • With your consent
  • With service providers who assist our operations (under confidentiality agreements)
  • To comply with legal obligations
  • To protect our rights and safety

7. Your Rights

You have the right to:

  • Access: Request a copy of your personal data
  • Correct: Update inaccurate or incomplete data
  • Delete: Request deletion of your data (subject to legal requirements)
  • Export: Receive your data in a portable format
  • Opt-out: Unsubscribe from marketing communications

8. Data Retention

We retain your data for as long as your account is active or as needed to provide services. After account termination, we may retain certain data as required by law or for legitimate business purposes.

9. Children's Privacy

Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date.

11. Contact Us

For privacy-related inquiries:

  • Email: info@balfsystems.com
  • Address: BALF SYSTEMS LLC, 7608 N. 20TH ST. TX 78504
  • Website: www.balfsystems.com