PhoenixOPS Privacy Policy
Effective November 2, 2026
Phoenix Property Solutions Indiana, LLC, doing business as PhoenixOPS (“PhoenixOPS,” “we,” “us,” or “our”) provides PhoenixOPS, a hosted business operating system for service companies. This Privacy Policy explains what information we collect, how we use and share it, and the choices available to our business customers and their users.
A company using PhoenixOPS decides what customer, employee, and business information to enter into the service. For that information, the company is generally the business responsible for it, and PhoenixOPS processes it as its service provider or processor. If you are a customer of a company that uses PhoenixOPS, that company should be your first contact for questions about its records about you.
Information We Collect
Account and user information. When a company creates an account, we collect business contact details and information about authorized users, such as names, business email addresses, phone numbers, roles, permissions, and login information. Passwords are handled through the service’s account-security controls and are not used for advertising.
Business data entered by companies. Companies and their users may enter or upload customer names, contact information, billing and service addresses, appointment and job records, invoices, estimates, communications, documents, photos, notes, employee information, service history, and other records needed to run their business. A company may also record information about devices, materials, vehicles, inspections, and locations when it uses those features.
Payment information. A company may connect a third-party payment processor chosen by that company. Card payments are processed by that provider. PhoenixOPS never stores raw payment-card numbers. We may receive and store limited transaction information, such as the processor used, payment amount, date, status, fees reported by the processor, and a masked card or account reference, so the company can reconcile its records.
Connected-service information. If a company connects QuickBooks, an email or texting provider, or another supported service, we receive and exchange the information needed for that connection, which may include customer, invoice, payment, message, or accounting records selected by the company’s settings.
Usage and technical information. We collect limited information about how the service is used and where it is working, including log-in events, feature activity, device and browser information, IP addresses, error reports, and security events. We use cookies or similar technology only as needed to sign users in, remember settings, protect accounts, and operate the service.
Support information. When someone contacts us, we keep the message, contact details, and information they choose to provide so we can respond and document the request.
How We Use Information
We use information to:
- create and administer accounts and provide requested features;
- store, display, and process business records at the company’s direction;
- schedule work, prepare documents and invoices, record payments, send company-authorized communications, and create reports;
- provide customer support, troubleshoot problems, and communicate about the service;
- protect accounts, prevent fraud or misuse, and investigate security incidents;
- maintain and improve PhoenixOPS, including during its field-testing period;
- comply with legal obligations and enforce our agreements; and
- carry out other purposes described when the information is collected or authorized by the company.
We do not sell personal information. We do not use a company’s customer records to advertise PhoenixOPS or any other business, and we do not use business data entered by one company to benefit another company.
How We Share Information
We share information only as described here:
At the company’s direction. Authorized users can view and use information within their company’s account according to their permissions. A company may choose to share a specific record with a partner company or another recipient through a feature designed for that purpose.
Service providers. We use vendors that help us host, secure, maintain, communicate through, and support PhoenixOPS. These may include hosting and infrastructure providers, email or SMS providers, customer-support tools, and other processors that act under contractual or service instructions. A company also chooses its own payment processor and may connect QuickBooks or other services; information sent to those providers is governed by the company’s arrangement and the provider’s privacy terms.
Legal and safety reasons. We may disclose information if required by law, subpoena, court order, or another valid legal process; to protect rights, property, safety, or security; to detect or address fraud or misuse; or to enforce our agreements.
Business transfer. If Phoenix Property Solutions Indiana, LLC undergoes a merger, sale, reorganization, or transfer of assets, information may be transferred as part of that transaction, subject to appropriate confidentiality protections and notice where required.
Data Security
We use administrative, technical, and organizational measures designed to protect information, including access controls based on user roles, individual account credentials, and encrypted connections for data transmitted through the service. We limit internal access to information to people who need it to operate, secure, or support PhoenixOPS.
No method of storage or transmission is completely secure, and we cannot guarantee absolute security. Companies and users also protect information by using strong, unique passwords, limiting account permissions, keeping devices secure, and promptly removing access for people who no longer need it. PhoenixOPS does not claim to hold a security certification that has not been issued to it.
Retention and Deletion
We keep account information and business data while a company’s account is active and as needed to provide the service. After cancellation, the company may use available export tools before closure. We will delete or de-identify business data within a reasonable period after the account is closed, except where limited retention is needed for security, dispute resolution, backups, accounting, tax, or legal obligations. Backup copies are removed through ordinary backup cycles rather than immediately.
A company may ask us to delete specific information from an active account, subject to technical limits and legal requirements. Requests from a company’s customers or employees about records controlled by that company should be directed to the company; we will cooperate with the company as appropriate.
Your Choices and Rights
Depending on applicable law and your relationship with us, you may have rights to request access to, correction of, a copy of, or deletion of personal information. A company’s administrators can review and update much of the information in their account and can contact us for help with other requests. We may need to verify the requester’s identity and authority before acting. We will not discriminate against a person for exercising a privacy right.
PhoenixOPS is intended for business users and is not directed to children. We do not knowingly collect information directly from children under 13.
Changes to This Policy
We may update this Privacy Policy as PhoenixOPS develops or legal requirements change. We will post the revised policy, update its effective date, and make reasonable efforts to notify account administrators of material changes through the service or by email. Continued use after an update takes effect indicates acceptance of the revised policy, subject to applicable law.
Contact Us
Questions about this Privacy Policy or PhoenixOPS privacy practices may be sent to:
Phoenix Property Solutions Indiana, LLC, DBA PhoenixOPS
Petersburg, Indiana
Email: info@phoenixprosusa.com