Your privacy matters to us. This Privacy Policy explains what information we collect, how we use it,
and the choices you have regarding your data when you use the ScanMyNest platform.
1 Who We Are
ScanMyNest ("ScanMyNest," "we," "us," or "our") is a Software-as-a-Service platform located in the United States, accessible at scanmynest.com. We provide tools for homeowners, general contractors, and subcontractors to manage home projects, track records, and connect with one another.
This Privacy Policy applies to all users of the ScanMyNest platform, including homeowners, general contractors (GCs), subcontractors, and any visitors to our website.
2 Information We Collect
We collect the following categories of information:
| Category |
Examples |
| Account & Identity |
Name, email address, phone number, password (stored as a hashed value), account type / role |
| Profile Information |
Company name, logo, business type, years in business, bio, license numbers, insurance/bonding status, service areas, trade specializations |
| Home & Property Data |
Home address, property details, home photos, project descriptions, project start/completion dates, associated contractor and trade records |
| Media & Documents |
Photos, videos, PDFs, warranties, manuals, permits, insurance certificates, license documents that you upload to the platform |
| Equipment Records |
Appliance/equipment name, model, serial number, installation date, warranty info, service history |
| Usage Data |
Pages visited, features used, actions taken, session timestamps, browser/device type, IP address |
| Communication Data |
Messages or inquiries you send to us via email or support channels |
| Invite & Token Data |
Invitation tokens used for registration, QR access tokens associated with homes/projects |
| Payment Information |
Billing name, address, and transaction identifiers (full card numbers are handled by our payment processors — we do not store them) |
3 How We Collect Information
We collect information in the following ways:
- Directly from you — when you register, complete your profile, create home/project records, upload media, or contact us.
- Automatically — through server logs, session cookies, and standard web analytics when you access the platform.
- From other users — for example, when a General Contractor invites you to the platform or assigns you to a project.
- From third-party services — such as our email delivery provider, payment processor, or video hosting service (YouTube API).
4 How We Use Your Information
We use the information we collect to:
- Create and manage your account and user role on the platform.
- Enable core platform features: home/project management, media uploads, contractor profiles, QR code access, and directory search.
- Send transactional emails such as account confirmation, password reset, and invite notifications.
- Verify contractor licenses and profile completeness for public listing eligibility.
- Improve and optimize the platform through usage analysis and bug tracking.
- Respond to your support requests, questions, or feedback.
- Enforce our Terms and Conditions and protect the security of the platform.
- Comply with applicable laws and legal obligations.
- Communicate important service updates, feature announcements, or policy changes.
We do not sell your personal information to third parties for advertising or marketing purposes.
5 How We Share Your Information
We may share your information in the following limited circumstances:
- With other platform users: When a GC assigns you to a project, or when a homeowner connects with a contractor, relevant profile and project data is shared between parties as required by the workflow.
- With service providers: Trusted third-party vendors who help us operate the platform (e.g., hosting provider, email delivery service, payment processor, video platform). These vendors are contractually bound to protect your data.
- For legal compliance: If required by law, court order, or government authority, or to protect the rights, property, or safety of ScanMyNest, our users, or the public.
- Business transfers: In connection with a merger, acquisition, or sale of all or part of our business. Users will be notified of any such change.
- With your consent: For any purpose not listed above, only with your explicit consent.
6 Contractor Public Profiles
If you are a contractor and choose to enable a public listing on ScanMyNest, the following information may be visible to homeowners and the general public:
- Company name, logo, and cover image
- Primary trade, service area (city/state/ZIP)
- Short bio, specialties, and "why choose us" content
- Contact information you designate as public (website, phone, email)
- Trade badges, license status indicators, and trust signals (insured, bonded, etc.)
- Gallery images and documents you choose to make public
You control your public listing settings from your contractor profile. You may disable public visibility at any time. Note: Full license numbers and sensitive business documents are not exposed publicly — only verification status indicators are shown.
7 Cookies and Tracking Technologies
ScanMyNest uses the following types of cookies and similar technologies:
- Session Cookies: Required for login and maintaining your authenticated session. These expire when you close your browser.
- Functional Cookies: Store your preferences to improve your experience.
- Analytics (if applicable): Basic, anonymized usage statistics to help us understand how features are used. We do not use invasive cross-site tracking.
Most browsers allow you to control cookies through their settings. Disabling session cookies will prevent you from logging in. We do not currently respond to "Do Not Track" browser signals.
8 Data Storage and Security
Your data is stored on servers in the United States. We implement the following security measures:
- Passwords are stored using one-way hashing — we never store plain-text passwords.
- All uploaded files are validated for MIME type and size, stored with randomized filenames, and served from access-controlled paths.
- QR code access uses scoped, revocable tokens rather than exposed database IDs.
- All authenticated actions go through role-based session checks and server-side permission validation.
- Database queries use prepared statements to prevent SQL injection.
- SSL/TLS encryption is used for all data transmitted between your browser and our servers.
While we take reasonable precautions, no method of transmission or storage is 100% secure. We encourage you to use strong, unique passwords and keep your credentials confidential.
9 Data Retention
We retain your personal information for as long as your account is active or as needed to provide the Service:
- Account data is retained while your account is active and for a reasonable period after closure for legal and audit purposes.
- Project and home records are retained as long as the associated account is active.
- Uploaded media is retained until you delete it or your account is terminated.
- Invite and access tokens are invalidated upon use or expiration and are not retained long-term.
- Server logs may be retained for up to 90 days for security monitoring and debugging.
If you request account deletion, we will remove your personal data within a reasonable timeframe, except where retention is required by law.
10 Your Privacy Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request that we correct inaccurate or incomplete data.
- Deletion: Request that we delete your personal information, subject to legal retention requirements.
- Portability: Request your data in a structured, machine-readable format where technically feasible.
- Restriction: Request that we limit how we process your data in certain circumstances.
- Objection: Object to processing your data for direct marketing purposes.
- Withdrawal of Consent: Where processing is based on consent, withdraw that consent at any time.
To exercise any of these rights, please contact us at privacy@scanmynest.com. We will respond within 30 days.
California Residents (CCPA): You have the right to know what personal information is collected and sold, and to opt out of any sale of personal information. We do not sell personal information.
11 Children's Privacy
ScanMyNest 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 we have collected information from a minor, we will delete it promptly. If you believe a child has provided us with personal information, please contact us at privacy@scanmynest.com.
12 Third-Party Links and Services
The platform may contain links to third-party websites or integrate with third-party services. These third parties have their own privacy policies, and we are not responsible for their practices. Third-party services we may use include:
- YouTube API: For video upload and management features. Subject to Google's Privacy Policy.
- Email delivery provider: For transactional email delivery (account confirmation, password resets).
- Payment processor: For handling subscription and payment transactions securely.
13 Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Last Updated" date and notify active users via email or a notice within the platform.
Your continued use of the Service following any changes constitutes your acceptance of the updated Policy.