Privacy Policy

ReportWriter AI, LLC · Last Updated: January 2026 · Effective Date: January 2026

We built ReportWriter AI for home inspection professionals. We understand that your client relationships are built on trust — and that trust extends to how their data is handled. Before anything else, here is what we want every inspector to know:

We do not sell your data or your clients’ data. Ever.
Client information is never used to train any AI model — period.
The only AI training we do is teaching your company’s AI to write in your style — using only your writing patterns, never your clients’ personal data.
We do not share your client data with advertisers.
Your clients’ data belongs to you — not to us.
You can request deletion of your data at any time.

Questions? Contact us at [email protected].

Introduction & Who This Policy Covers

This Privacy Policy explains how ReportWriter AI, LLC (“ReportWriter AI,” “we,” “our,” or “us”) collects, uses, stores, protects, and shares personal information when you visit or use our website, software, or mobile applications, create or deliver inspection reports through our platform, or contact us for support.

This Policy applies to home inspectors and inspection business owners, their clients and homebuyers, website visitors, and anyone who contacts or engages with our services.

If you are a homebuyer whose information was submitted by an inspector, this policy also applies to you. The inspector you hired operates independently — please also consult their privacy practices for how they handle your information outside of our platform.

1. Information We Collect

We collect information in three ways: directly from you, automatically through your use of the platform, and from inspectors when they submit client or property information.

PERSONAL IDENTIFIERS

We collect your name and business name, email address, phone number, business or mailing address, and account login credentials (stored in encrypted form). We use this to manage your account, enable report creation and delivery, and contact you about billing, support, and product updates.

USAGE & PLATFORM ACTIVITY

We automatically collect your IP address and general location, device and browser information, pages viewed and features used, and session timestamps. This is used to maintain a secure, stable platform and to understand which features are most useful in aggregate — not to monitor you individually.

REPORT & PROFESSIONAL CONTENT

We store the inspection report content you create, property addresses and details, client names and contact information, and photos and attachments. This is your professional work product. We store it on your behalf to power the service and do not analyze, mine, or share this content beyond what is necessary to deliver the platform to you.

BILLING & SUBSCRIPTION

We collect your subscription plan, billing history, payment method type (card type and last 4 digits only — never full card numbers), and transaction records. Full payment details are processed by Stripe (PCI-DSS compliant) and are never stored on our servers.

CUSTOMER SUPPORT

When you contact support, we collect the content of your inquiries, any files or screenshots you share, and troubleshooting records. This is used to resolve your issue and improve our support processes over time.

2. AI Features & Your Data

This is one of the most important topics for our users. Here is exactly how AI features interact with your data:

Client information — including names, contact details, and property addresses — is never used to train any AI model, under any circumstances.
Your clients’ data is not an asset we mine, analyze, or learn from.
The only data we use to train AI is your company’s own writing style — specifically how your inspectors write defect narratives — so the AI learns to write in your voice, not a generic one.
This personal company AI training is exclusive to your account. Your writing style data is never shared with or used to benefit any other inspector or company.
You can request deletion of your company’s AI training data at any time.

HOW OUR AI WORKS

There are two distinct AI functions in our platform. The General Report AI helps generate defect descriptions and report language in real time. Your client data is never stored by or shared with these models beyond what is needed to process your immediate request.

Your Personal Company AI learns your specific writing style — tone, phrasing, and how you describe defects — based on your own past narratives. It is trained exclusively on your writing patterns, belongs only to your account, and strips out client names, addresses, and personal details before any learning occurs.

3. Cookies & Tracking Technologies

Strictly necessary cookies are required for login and platform security and cannot be disabled. Functional cookies remember your preferences between sessions. Analytics cookies help us understand aggregate usage so we can improve the platform. Marketing cookies (optional) deliver relevant ReportWriter AI advertising on third-party platforms and can be opted out of at any time.

You can manage or disable non-essential cookies through your browser settings or our in-platform cookie preference center.

4. How We Use Your Information

We use your information to operate and deliver the services (authentication, report generation, payments, and support), to maintain platform security and prevent fraud, to improve the platform through aggregate usage analysis, and to communicate with you about your account.

We do not use your information for any purpose beyond what is described above without notifying you and, where required by law, obtaining your consent.

5. When & With Whom We Share Your Information

We do not sell personal information to third parties. We do not share your clients’ personal data with advertisers or data brokers.

We only share data in the limited circumstances below.

SERVICE PROVIDERS

We work with trusted vendors for cloud hosting, payment processing, email delivery, SMS delivery (Twilio), support, and security, who use user data only to provide services to us, maintain appropriate security safeguards, and never sell or independently use your data.

INSPECTION REPORT RECIPIENTS

When an inspector delivers a report through our platform, it is shared with the recipients they designate — such as the homebuyer or real estate agents. This is entirely at the inspector’s direction. We act as a delivery mechanism only.

INTEGRATED TOOLS

If you connect third-party tools to your account (scheduling software, CRMs, etc.), we share the data needed to make those integrations work. You control which integrations are active and can disconnect them at any time in your account settings.

LEGAL & COMPLIANCE

We may disclose information when required by law, regulation, or court order, or to protect the safety and rights of our users or the public. Where permitted, we will attempt to notify you before complying.

BUSINESS TRANSACTIONS

If ReportWriter AI is involved in a merger, acquisition, or similar transaction, your information may be transferred as part of that process. We will provide notice before your data becomes subject to a materially different privacy policy, and you will have the option to delete your account beforehand.

ADVERTISING (LIMITED)

We do not share client names, property addresses, or report content with advertisers. We may use limited account-level data such as your email address to match you to an audience on platforms like Google or Meta solely to show you relevant ReportWriter AI ads — not to share your data for their own use. You can opt out at any time by contacting [email protected].

6. SMS & Text Messaging

ReportWriter AI’s platform enables two distinct types of SMS communications, each governed separately:

6.1 Platform Communications from ReportWriter AI By providing your phone number during account registration or subscription setup, you consent to receive SMS messages from ReportWriter AI related to your account, including billing notifications, account alerts, and platform support. Message frequency varies. Standard message and data rates may apply. Reply STOP to opt out at any time. Reply HELP for assistance. SMS opt-in data is never shared with third parties or used for marketing purposes.

6.2 Inspector-to-Client SMS Messaging ReportWriter AI provides SMS messaging tools that allow inspector-users to send automated messages to their clients, including appointment confirmations, reminders, access information requests, and report delivery notifications. In this context, ReportWriter AI acts solely as a technology platform and message delivery conduit. The inspector is responsible for obtaining prior express written consent from their clients before sending any SMS messages through the platform. ReportWriter AI does not collect, own, or control end-recipient (client) phone numbers beyond what is necessary to transmit messages on the inspector’s behalf. Client phone numbers used for inspector-to-client messaging are not used by ReportWriter AI for any marketing or other independent purpose.

7. Data Retention

Active account data is retained for as long as your account is active.
Inspection reports are retained for the life of your account plus up to 3 years after closure, or until you request deletion.
Payment records are retained for 7 years for financial compliance.
Support records are kept for 3 years.
Identifiable usage logs are purged every 12 months.
Upon account deletion, data is removed from active systems within 30 days and from backups within 90 days.

8. Data Security

All data in transit is encrypted using TLS 1.2 or higher.
Sensitive stored data is encrypted using AES-256.
Access to production systems is restricted via role-based controls and multi-factor authentication.
All third-party vendors with data access are bound by data processing agreements.
We employ automated monitoring for suspicious activity and regularly review our security practices.

No online system can guarantee absolute security. If a breach occurs requiring notification under applicable law, we will notify you promptly.

9. Your Privacy Rights

Regardless of your location, all ReportWriter AI users have the right to access a copy of their personal data, correct inaccurate information, request deletion of their account and data, opt out of marketing communications at any time, and request a portable export of their data.

U.S. STATE RIGHTS

Residents of California, Colorado, Virginia, Connecticut, Utah, Texas, Oregon, Minnesota, Tennessee, and other states with applicable privacy laws have additional rights including the right to opt out of sale or sharing of personal information, opt out of targeted advertising and automated profiling, limit use of sensitive personal information, and be free from discrimination for exercising these rights. To submit a request, email [email protected] with the subject “Privacy Request.” We respond within the timeframe required by your state’s law — typically 30 to 45 days.

GDPR / EEA / UK / SWITZERLAND

If you are located in the EU, EEA, UK, or Switzerland, you have rights including access, rectification, erasure, restriction of processing, objection to processing, data portability, withdrawal of consent, and the right to lodge a complaint with your national data protection authority. Our legal bases for processing include performance of a contract, legitimate interests, legal obligations, and consent. For international transfers, we use Standard Contractual Clauses approved by the European Commission.

10. Children’s Privacy

ReportWriter AI is intended solely for adults 18 years of age or older. We do not knowingly collect personal information from minors. If we become aware of such data, we will delete it promptly. If you believe a minor’s information has been submitted to our platform, please contact us at [email protected].

12. Third-Party Links & Integrations

Our platform may contain links to third-party websites or tools. Once you leave our platform or connect to a third-party service, that party’s own privacy policy governs. We are not responsible for the privacy practices of third-party tools, and we encourage you to review the policies of any tools you connect to your account.

13. Changes to This Policy

When we make material changes, we will post the updated policy with a new “Last Updated” date, send an email to all active account holders, and display an in-platform notice on your next login. Continued use of the platform after the effective date constitutes acceptance. If you do not agree, you may close your account and request deletion of your data.

14. Contact Us

We take all privacy inquiries seriously and aim to respond within 1 business day.