donesimpli

Privacy policy

Effective

Who we are

DoneSimpli is provided by Granite North Software LLC, doing business as DoneSimpli (“we”). This policy explains what we collect, how we use it, who processes it for us and the choices you have.

We decide how account, security and service information is used. Information a business puts into DoneSimpli about its customers, workers and suppliers belongs to that business, and we process it on the business's behalf. If you are one of those people, please contact the business first; we will help it respond.

What we hold

  • Your name and email address, from signing in, and your role in your business.
  • What you tell DoneSimpli about your business, and your settings.
  • Your jobs and customers, notes and tasks, photos, voice notes and their transcripts, receipts, handwritten invoices and quotes, prices, and the quotes and invoices you issue. These can include information about people who do not use DoneSimpli.
  • If you switch on texting: your mobile number, the record of your agreement, and the texts, WhatsApp messages, photos, voicemails and files you send DoneSimpli, as described under “Text messages and WhatsApp”.
  • Emails you forward to your DoneSimpli address, with their attachments.
  • Your business's public website, if you give DoneSimpli its address to read.
  • If you connect Google, Microsoft or QuickBooks: access to the parts of those accounts you allow, and copies of what DoneSimpli reads from them.
  • Photos can carry the place they were taken, if your phone records it; DoneSimpli keeps them as they arrive.
  • Technical information needed to run and secure the Service, such as your device and browser type, IP address, sign-in and security events, and error reports.
  • Records of what DoneSimpli did and when, and what each use of the AI services cost.

DoneSimpli uses cookies and similar storage only to keep you signed in, keep the Service secure and remember your preferences. It uses no advertising or tracking cookies.

How we use it

Only to run DoneSimpli for your business: to show you what needs attention, prepare drafts for you to check, carry out what you ask, send the notifications and texts you switched on, keep your records, provide support, keep the Service secure, meet our legal obligations, and understand our costs and improve DoneSimpli as described below. We do not sell your information, and we do not use it for advertising.

Who can see your content

No one at DoneSimpli reads your conversations, texts, documents or job records unless you send them to us or ask us to look. The only exceptions are when the law requires it, such as a court order, or to stop an active security incident, and then only what is needed, with the access recorded.

Who processes it for us

  • Microsoft Azure hosts DoneSimpli, its database and your files in the United States. Its Azure OpenAI service turns your voice notes into text and reads DoneSimpli's replies aloud when you talk to DoneSimpli.
  • Anthropic provides the AI models that read what you give DoneSimpli and draft tasks, jobs, quotes, messages, summaries and answers, in the app and by text.
  • Amazon Web Services may run the same Anthropic models for DoneSimpli, through Amazon Bedrock.
  • Clerk handles signing in.
  • Twilio sends and receives DoneSimpli's texts and WhatsApp messages, only if you switch on texting.
  • WhatsApp (Meta), only if you message DoneSimpli on WhatsApp.
  • Postmark sends DoneSimpli's emails to you and receives emails you forward to your DoneSimpli address.
  • Google, Microsoft and Intuit, only if you connect them.
  • Your phone's or browser's notification service, only if you switch notifications on.

Each of these processes your information only to do its part of running DoneSimpli. If we add another, we list it here before it receives any of your information.

AI services

What they receive. When DoneSimpli reads or drafts something for you, it sends the AI service what that one request needs: your words or the file, and the parts of your records that bear on it, such as the job, the customer's name or your past prices.

No training. We do not use your content to train or fine-tune AI models. Under the business terms DoneSimpli uses them on, the AI services we use do not use it to train theirs, and may keep it only for a limited time to keep their services safe.

Logged and counted. Every AI request is recorded with which service handled it and what it cost. The record holds counts and costs, not what you wrote.

How DoneSimpli gets better

DoneSimpli learns from how it is used, not from what you say. There are four levels:

  • Running the service. Counts and costs for your business, such as how many requests were made and what they cost.
  • Learning signals. Counts of what you accepted, changed or undid, and which version of DoneSimpli's wording was involved. Never what you or DoneSimpli wrote, never a price, a customer, or a conversation. We look at these only as totals across businesses, and only when at least ten businesses are behind a figure. This is on unless you turn it off in Setup, under Your data. When you turn it off, your counts are removed within a day. Totals someone has already read are not recalled.
  • Documents you choose to share. Only if you share a specific document to help improve DoneSimpli, one at a time. A person removes names and contact details before it is used, and you can withdraw it later.
  • Conversations you send us. You can send us one conversation by texting FEEDBACK and then 1, or with a thumbs-down and Send in the app. Only that conversation is sent, as a copy with phone numbers, emails, addresses and links hidden, and without messages you forwarded from customers. Names are not hidden. Only the DoneSimpli team reads it, to fix what went wrong. It is deleted after 90 days, or at once when you delete it in Setup, under Your data.

What DoneSimpli learns from your own quotes and prices is used for your business only. Your prices are never taken from another business, and other businesses' prices are never used on yours.

Text messages and WhatsApp

What we keep. If you switch on texting: your mobile number; the record of your agreement (when, how, and which wording you agreed to); the texts, WhatsApp messages, photos, voicemails and files you send to DoneSimpli; DoneSimpli's replies; and delivery status from our messaging provider.

How we use it. Only to run DoneSimpli for you: to file what you send, answer you, send codes to confirm your number and requests to approve what you asked for, and send summaries you turned on. Messages you send are read the same way as what you type in the app, including by the AI services listed above.

Not shared for marketing. We do not sell your mobile number. No mobile information is shared with third parties or affiliates for their marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

Who carries the messages. Twilio sends and receives DoneSimpli's texts and WhatsApp messages. Twilio keeps message records for 30 days under our account settings, then deletes them, apart from anything Twilio itself must keep for a short time after. Mobile carriers handle messages under their own policies.

WhatsApp. If you message DoneSimpli on WhatsApp, your messages also pass through WhatsApp, which Meta runs under its own terms and privacy policy. DoneSimpli may send you the PDF of a draft quote or invoice there, so a copy is kept in your WhatsApp as well as in DoneSimpli.

Changed numbers. Phone numbers are recycled, so DoneSimpli asks you from time to time to confirm your number. Until you do, it still saves what arrives but stops sending business details and approval requests to that number.

When we share information

Only with the service providers above; with services you choose to connect; with people in your business according to their access; when the law requires it or to protect the Service, our users or others from fraud or harm; with a buyer or investor in a merger, sale or financing, under confidentiality; or when you ask us to.

How long we keep it

  • Your information and content: while your business uses DoneSimpli.
  • When you delete your business, it is locked straight away, and after 30 days DoneSimpli removes its records and files and disconnects every connected account. Deleted files stay in Azure's recovery store for up to 30 more days, connection sign-ins for up to 7 more days, and database backups for their retention period, before they are gone for good.
  • Twilio's message records: 30 days.
  • A conversation you send us: 90 days, or until you delete it.
  • Learning-signal counts: about 13 months.
  • Records of your agreement to texts and of opting out, and security records: as long as we need them to show what happened.

Deleting DoneSimpli does not delete copies held in services you connected, in WhatsApp or on your phone.

Keeping it apart

Every record carries the business it belongs to, and the database refuses to show one business's records to another. Connection sign-ins are kept in a separate vault. Information travels encrypted, and is stored encrypted. No system is completely secure, so keep your sign-in and your phone protected.

Your choices and rights

You can download everything you keep in DoneSimpli, and delete your business, in Setup, under Your data. You can turn off learning signals there, stop texts by replying STOP, and turn notifications off in Setup.

Depending on where you live, you may also have the right to know what we hold about you, get a copy, correct it, delete it, or object to how it is used. Write to hello@donesimpli.com and say which business your request is about. We may confirm who you are before answering. If we say no, you can appeal by replying with “Privacy appeal” in the subject. We will not treat you differently for using these rights.

Children

DoneSimpli is for business users aged 18 or over. It is not meant for children, and we do not knowingly collect information from children under 13.

Where it is processed

DoneSimpli is hosted in the United States. Some of the providers above may process information in other countries under their own terms.

Changes

If this policy changes in a way that matters, DoneSimpli shows you the new version before you carry on, and asks for your consent first where the law requires it.

Questions

For questions about your information, or to ask for a copy, a correction or its deletion, write to hello@donesimpli.com.