PrecisionOps / Legal / Privacy Policy
PrecisionOps Privacy Policy
Last Updated: August 7, 2026 | Version: 1.4
Name change, same company. Washburn Solutions LLC now operates as Protean Hollow LLC. This is a rename of the same Idaho company, not a transfer to a new entity. Agreements you entered into under the former name remain in effect and are now read as referring to Protean Hollow LLC.
Table of Contents
1. Introduction
1.1 Who We Are
Protean Hollow LLC ("we," "us," or "our") operates PrecisionOps, a field service management platform for HVAC contractors and trade professionals. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our Service.
1.2 Scope
This Privacy Policy applies to:
- Users of the PrecisionOps mobile and desktop applications
- Visitors to our website
- Customers whose information is processed through the Service by our users
1.3 Contact for Privacy Inquiries
For questions about this Privacy Policy or to exercise your privacy rights:
Email: signal@proteanhollow.com
Address: Protean Hollow LLC, Idaho, USA
2. Information We Collect
2.1 User and Employee Data
When you create an account or add team members, we collect:
| Data Type | Examples | Purpose |
|---|---|---|
| Identity Information | Name, email, phone number, address | Account creation, communication |
| Profile Photo | User-uploaded image | User identification within app |
| Professional Credentials | EPA 608, NATE, OSHA, state licenses | Certification tracking, compliance |
| Employment Details | Pay rate, employment type, role | HR management, access control |
2.2 Customer Data (Collected on Your Behalf)
When you use PrecisionOps to manage your customers, you may collect contact information, service addresses, service history, equipment information, and service photos.
2.3 Location Data
For technicians using the mobile app, we may collect real-time GPS location, location history, and geofence data for dispatch optimization and job tracking. Location tracking can be configured by company administrators.
2.4 Technical and Usage Data
We automatically collect device information, usage analytics, error reports, and log data for technical support and service improvement.
3. How We Use Your Information
3.1 Primary Purposes
- Provide the Service: Enable job management, scheduling, invoicing, and all core features
- Process Payments: Handle subscription billing and customer payment processing
- Send Communications: Deliver transactional emails and account notifications
- Provide Support: Respond to your questions and troubleshoot issues
- Ensure Security: Protect accounts, detect fraud, and maintain service integrity
3.2 What We Do NOT Do
- We do not sell your personal data
- We do not use your data for unrelated advertising
- We do not share customer lists with third parties for their marketing
4. Data Sharing and Third Parties
4.1 Third-Party Service Providers
We share data with service providers necessary to operate the Service:
| Service | Provider | Purpose |
|---|---|---|
| Infrastructure | Firebase (Google) | Database, storage, authentication |
| Payments | Stripe | Payment processing |
| Maps | Google Maps | Location services, routing |
| Accounting | QuickBooks Online | Financial sync (user-initiated) |
| E-Signatures | DocuSign | Document signing (user-initiated) |
| SMS & Voice | Twilio | Customer messaging, business phone lines |
4.2 SMS and Voice Communication Data
When you use PrecisionOps SMS and voice features (powered by Twilio), we collect and process:
| Data Type | Examples | Retention |
|---|---|---|
| Phone Numbers | Customer phone numbers, your business line number | While account is active + 90 days |
| Message Content | SMS message text (appointment reminders, notifications) | 90 days |
| Message Metadata | Timestamps, delivery status, message direction (inbound/outbound) | 1 year |
| Call Logs | Call duration, caller ID, timestamps (dedicated lines only) | 1 year |
This data is used to provide messaging services, troubleshoot delivery issues, and maintain communication history within the app. We do not use message content for advertising or share it with third parties except as required for delivery via Twilio.
5. Data Storage and Security
5.1 Offline-First Architecture
PrecisionOps uses an offline-first design: data is stored on your device first (using local database), then syncs to Firebase cloud servers when connected. Data is encrypted in transit (TLS) and at rest.
5.2 Security Measures
- Encryption of sensitive data
- Role-based access controls
- Multi-factor authentication support
- Audit logging of sensitive actions
- Multi-tenant isolation
6. Data Retention
| Data Type | Retention Period |
|---|---|
| Active Account Data | Retained while account is active |
| Service Photos (full res) | 90 days, then compressed |
| Cancelled Account Data | 90 days after cancellation |
| Financial Records | 7 years (legal requirement) |
7. Your Rights
7.1 Rights for All Users
- Access: Request a copy of your personal data
- Correction: Request correction of inaccurate data
- Deletion: Request deletion of your data (subject to legal retention)
- Portability: Export your data in a machine-readable format
7.2 GDPR Rights (EU/EEA Users)
Additional rights include: object to processing, restrict processing, lodge complaint with data protection authority.
7.3 CCPA Rights (California Users)
California residents have additional rights including the right to know, delete, and opt-out of sale (we do not sell personal information).
7.4 How to Exercise Your Rights
Email: signal@proteanhollow.com
In-App: Use the data export feature in Settings
Response Time: Within 30 days (45 days for complex requests)
8. International Data Transfers
Our servers are located in the United States. If you access the Service from outside the US, your data will be transferred to and processed in the US. For EU/EEA transfers, we use Standard Contractual Clauses.
9. Children's Privacy
PrecisionOps is not intended for users under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child under 18, we will delete it promptly.
10. Changes to This Policy
We may update this Privacy Policy periodically. For material changes, we will provide at least 30 days' notice before changes take effect via email or in-app notification.
11. Contact Information
Protean Hollow LLC
Email: signal@proteanhollow.com
Website: proteanhollow.com
Summary of Key Points
| What We Collect | Account info, customer data, location, usage data, photos, SMS logs |
| How We Use It | Provide service, process payments, support, security |
| Data Selling | We do NOT sell your personal data |
| Storage | Offline-first (local device) + cloud sync (Firebase) |
| Your Rights | Access, correct, delete, export |
By using PrecisionOps, you acknowledge that you have read and understood this Privacy Policy.
Published by Protean Hollow LLC, Spirit Lake, Idaho. Questions about this document: signal@proteanhollow.com or (208) 304-2440.