Hodos and MCO Canvassing Privacy Policy

Updated October 14, 2026 · MCO Roofing LLC, Kansas City

This policy applies to Hodos web and mobile applications and to the MCO Canvassing mobile application. MCO Roofing employees and authorized workers use these business applications to manage roofing customers, property work, and field activity. Accounts are created and managed by an organization administrator. The applications are not offered as a consumer social network or advertising service.

Both applications process account, customer, property, canvassing, photo, and foreground location information. Hodos also processes the CRM, communication, financial, and AI information described below.

Information the applications process

• Account and device information: name, work email, organization, role, profile photo, phone numbers you provide, authentication and session records, notification tokens, and app version or build information.
• Customer, field, and Hodos job records: customer contact details, property addresses, canvassing and door-knock history, photos, documents, and related field work. In Hodos, these records can also include jobs, claims, insurance details, estimates, invoices, payments, tasks, appointments, notes, forms, contracts, signatures, and related work history.
• Hodos communications: email and text content, call details, phone numbers, timestamps, delivery status, voicemails, and support reports. Eligible organization-managed business calls are recorded automatically under the organization's active recording policy. A separately configured Hodos Phone line records calls when recording is enabled for that line. For recorded calls, Hodos also processes the recording, transcript, summary, and suggested follow-up items. Recording notice handling and retention are configured separately under the applicable organization or line policy.
• Location and map information: with foreground location permission, the applications may use precise or recent device location for maps, routes, address and photo context, and door-knock records. For signed-in team members, limited breadcrumbs are recorded while the app is open and in the foreground, and teammates in the same company can see recent positions on the map. Backgrounding the app, closing it, or removing location permission stops that breadcrumb activity.
• Photos, files, camera, and microphone: the applications use camera or photo-library access when a user captures or selects work evidence, profile photos, or documents. Hodos uses the microphone for in-app calls and after a user starts a spoken assistant turn.
• Hodos assistant information: typed prompts, spoken-turn transcripts, relevant CRM context, model responses, action previews, confirmations, receipts, and conversation history.
• Diagnostics and usage: reports a user submits about a problem, related screen and app version, web usage measurements, and crash or error diagnostics when crash reporting is configured. Diagnostics can include device, operating system, network, and error context.

How the applications use information

The applications use this information to:

• authenticate users and enforce organization and role access;
• manage customers, property jobs, schedules, field work, files, and financial records;
• place and receive calls, deliver messages and notifications, and keep communication history;
• provide maps, routes, canvassing tools, offline work, sync, and recovery;
• answer assistant requests, create summaries, and prepare user-reviewed actions;
• secure, troubleshoot, measure, and improve the service.

MCO Roofing does not sell personal information or use information from these applications for third-party advertising or cross-app advertising tracking.

AI, voice, and call recordings

Hodos routes CRM assistant requests and CRM call-intelligence summaries through Vercel AI Gateway to OpenAI when the gateway is configured. Those requests can retry or run directly against OpenAI when a direct OpenAI credential is configured. Hodos Phone sends transcripts directly to OpenAI for private call summaries. These requests can include assistant prompts, selected CRM context, and call or spoken transcripts used to produce responses, summaries, and suggested actions. A user reviews consequential assistant actions before Hodos applies them.

Spoken assistant audio is sent through an authenticated Hodos endpoint to Deepgram for transcription. Reply text is sent to Deepgram to create temporary spoken audio. Hodos does not write that assistant-turn audio to its database, and the mobile app removes its temporary utterance and reply files after use. The resulting transcript and assistant reply can remain in the Hodos conversation history.

Business phone calls are different from spoken assistant turns. When Hodos records a business call, Twilio holds the source call recording. For CRM call intelligence, Hodos copies the audio to private Supabase storage for transcription and playback. Hodos also stores recording references and may store transcripts, summaries, timing, and follow-up suggestions. Deepgram may process recorded call audio for transcription, and OpenAI may process the transcript for a summary or suggestions. The applicable policy can use a spoken notice mode or a separately acknowledged notice configuration. Recording retention is configured separately. Audio, transcript, and summary retention can differ.

Service providers and business systems

Hodos shares information with service providers only as needed to run the service. Current providers and connected systems include:

• Supabase for authentication, database, and file storage;
• Vercel for application hosting, AI Gateway, and web usage analytics;
• Twilio for phone calls, text messaging, and enabled call recordings;
• Deepgram for speech transcription and spoken replies;
• OpenAI for assistant responses, summaries, and suggestions;
• Mapbox for map tiles, map interactions, and some address searches;
• Expo and Apple or Google notification services for optional push notifications;
• Sentry for crash diagnostics when a Sentry project is configured;
• JobNimbus while MCO Roofing keeps that business integration configured to import CRM records.

Authorized organization administrators and workers can access Hodos records according to their role and assigned work. Communication content is also shared with its intended recipients. A provider may process information under its own terms and retention practices.

Storage, retention, and requests

Retention varies by record type, organization settings, operational need, and the systems connected to Hodos. There is no single fixed retention period for all Hodos data. Call audio uses an organization retention setting. For a CRM call recording copied into Hodos storage, deletion from both Twilio and the Hodos storage copy must succeed before Hodos marks that recording as purged. Other CRM records, conversation history, audit receipts, archived items, and provider copies can be kept for different periods.

Confirmed sign-out is designed to remove the signed-in account's caches, queued field changes, and managed pending photos from that phone. Records already synced to Hodos or another business system are not deleted by signing out.

Work accounts are controlled by the organization administrator. When account deletion initiation is operationally available for an account, a signed-in user can submit a request from the mobile app's Settings screen. If it is unavailable, users can ask their administrator to correct account information, disable an account, or discuss a deletion request. Submitting a request begins administrator review and fulfillment; it does not immediately disable the account or erase its data. Customers and other people whose information appears in a roofing record can contact MCO Roofing about access, correction, or deletion. Some information may remain only to the extent and for the period that Hodos or the organization is legally required to maintain the specific record.

Security

Hodos uses encrypted network connections, authenticated sessions, and organization-scoped access controls. Some mobile CRM caches are encrypted with a device-only key. Other temporary or offline field data relies on the operating system's app sandbox and device data protection. No storage or transmission method can guarantee absolute security.

Changes to this policy

This page will be updated when either application materially changes the information it processes or the providers used to run it. The updated date above shows the current version.

Contact

Questions or privacy requests can be sent to kevin.ly@strutq.com or made by calling MCO Roofing in Kansas City at +1 (913) 605-0073.