SCRUBgpt Privacy Policy

This Privacy Policy explains how The CoBuilders LLC, doing business as SCRUBgpt (“SCRUBgpt,” “we,” “our,” or “us”), collects, uses, discloses, and protects personal information when you access or use our websites, mobile applications, AI-powered tools, APIs, or related services (collectively, the “Services”).

By using the Services, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Services.

1. INFORMATION WE COLLECT

SCRUBgpt collects information in the categories below.

1.1 Information You Provide Directly

This includes information you voluntarily submit when using the Services, such as:

Account & Profile Data

• Name
• Email address
• Phone number
• Business name
• Passwords or login credentials
• User preferences

Content You Upload

Including but not limited to:

• Text, messages, emails
• Images, photos, and screenshots
• Audio recordings and meeting notes
• Video clips
• Documents, invoices, proposals, spreadsheets
• Data entered in forms

Payment Information

Processed securely by third-party payment processors; SCRUBgpt does not store full payment card details.

Communications

Any correspondence with customer support or chat interactions.

1.2 Information Collected Automatically

When you use the Services, we automatically collect:

Device Information

• Device type
• Operating system
• Browser type
• Screen resolution
• IP address

Usage Information

• Pages or screens viewed
• Clicks, scrolls, taps, or feature usage
• Session duration
• AI agent actions
• Error logs

Cookies & Tracking Technologies

We may use cookies, web beacons, and similar technologies for:

• Authentication
• Session management
• Security
• Analytics
• Personalization

You may disable cookies, but certain features may not function properly.

1.3 Information from Integrated Third-Party Services

If you connect external accounts (optional), we may receive:

• Calendar data
• Email metadata
• CRM or scheduling information
• Social media data
• API-accessible content
• Task lists or project data

You can revoke access at any time.

1.4 AI Processing & Derived Data

SCRUBgpt may generate or infer data using AI models, such as:

• Summaries of your uploads
• Actionable recommendations
• Categorization or tagging
• Business insights
• Cleanup suggestions
• Lead suggestions
• Pricing predictions

Derived data is treated as personal information.

2. HOW WE USE PERSONAL INFORMATION

SCRUBgpt uses data to provide and improve the Services, including:

2.1 To Operate the Platform

• Authenticate users
• Provide AI responses and actions
• Process uploaded files
• Generate proposals, content, and recommendations

2.2 To Improve AI Models & Features

Data may be used to enhance:

• Accuracy
• Functionality
• User personalization
• Agent performance

SCRUBgpt does not sell your personal information.

2.3 To Communicate with You

• Account notifications
• Product updates
• Security alerts
• Billing communications
• Customer support

2.4 To Support Scheduling & Automations

Data is used to:

• Trigger reminders
• Generate tasks
• Automate workflows
• Provide lead notifications

2.5 For Security & Fraud Prevention

• Monitor suspicious activity
• Detect misuse
• Enforce Terms of Use

2.6 For Legal Compliance

We may process data to satisfy legal, regulatory, or contractual obligations.

3. HOW WE SHARE INFORMATION

SCRUBgpt may share information with third parties under the following conditions.

3.1 Cloud Providers & AI Infrastructure

We use third-party AI and cloud processing from providers such as:

• OpenAI
• AWS (Amazon Web Services)
• Google Cloud
• S3 storage
• Secure logging tools

These providers process data strictly to operate the Services.

SCRUBgpt requires—contractually—that providers do not:

• Sell data
• Train their foundational models on user data
• Store data longer than necessary for processing

3.2 Verified Partners & Integrations

If you choose to integrate external tools (e.g., email, CRM, scheduling, supply partners), we may share necessary data to enable functionality.

Examples include:

• Sending create order requests to supply partners
• Fetching availability from calendars
• Lead-sharing to affiliate partners (with consent)

You control which integrations are enabled.

3.3 Service Providers

We may share data with vendors assisting with:

• Payment processing
• Analytics
• Customer support
• Email/SMS delivery
• Error monitoring
• Identity verification

These providers may only use data as instructed by SCRUBgpt.

3.4 Business Transfers

If The CoBuilders or SCRUBgpt is involved in a merger, acquisition, financing, or sale, your information may be transferred as permitted by law.

3.5 Legal Requirements

We may disclose information when required to:

• Comply with law
• Respond to subpoenas
• Protect user safety
• Prevent fraud or abuse

4. HOW WE PROTECT YOUR INFORMATION

SCRUBgpt uses industry-standard security practices, including:

• Encryption in transit (TLS)
• Encryption at rest
• Access controls
• Regular audits
• Secure credential handling
• Tiered environment separation

No system is completely immune from vulnerability; you use the platform at your own risk.

5. YOUR PRIVACY RIGHTS

Depending on your jurisdiction, you may have certain rights regarding your personal information, including the rights listed below. These rights may vary based on applicable laws such as U.S. state privacy laws, GDPR, or similar regulations.

5.1 Right of Access

You may request a copy of the personal information we hold about you.

5.2 Right to Correction

You may request that we update or correct inaccurate or incomplete personal information.

5.3 Right to Deletion

You may request that we delete your personal information.

When you delete your account, we permanently delete your profile, content, and associated personal data.

We may retain limited transaction, accounting, or legal records (such as payment history, invoices, or tax records) only to the extent required by applicable law, regulatory obligations, or legitimate legal purposes.

These retained records are not used to identify you, recreate your account, or for marketing or advertising purposes.

5.4 Right to Opt-Out of Sale or Sharing

SCRUBgpt does not sell personal information and does not share personal information for cross-context behavioral advertising.

5.5 Right to Data Portability

You may request a copy of your personal data in a structured, commonly used, machine-readable format, where technically feasible.

5.6 Right to Restrict or Limit Processing

You may request that we limit how your personal information is processed, subject to legal and operational requirements.

Exercising Your Rights

To exercise any of these rights, please contact us at:

admin@thecobuilders.com

We may need to verify your identity before fulfilling certain requests.

6. DATA RETENTION

We retain personal information only for as long as reasonably necessary to:

• Provide and operate the Services
• Maintain account functionality
• Support legitimate business operations
• Comply with legal, tax, and regulatory obligations
• Resolve disputes and enforce our Terms

Account Deletion & Retention Limits

When an account deletion request is completed:

• Personal profile data, AI content, uploads, communications, and usage data are deleted or irreversibly anonymized
• Access credentials and active sessions are revoked
• Third-party integrations tied to the account are disconnected

We may retain limited, non-identifiable records related to:

• Financial transactions
• Subscription history
• Tax or audit requirements
• Fraud or security investigations

Such retained data is minimized, access-restricted, and retained only for the period required by law.

You may request account deletion at any time through the app or by contacting us.

7. CHILDREN’S PRIVACY

SCRUBgpt is not intended for children under 16. We do not knowingly collect information from minors. If you believe a minor has used SCRUBgpt, contact us immediately.

8. INTERNATIONAL USERS

SCRUBgpt is operated in the United States. By using the Services, you consent to the transfer and processing of your data in the United States.

9. AI DATA HANDLING DISCLOSURES

To comply with emerging AI regulations and promote transparency, SCRUBgpt provides the following disclosures regarding its use of artificial intelligence.

AI Processing

• Data submitted through SCRUBgpt may be processed using large language models (LLMs) provided by trusted third-party AI providers.
• AI-generated responses are designed to assist users but may not always be accurate, complete, or suitable for every situation.
• Users remain responsible for reviewing and verifying AI-generated content before relying on it for business, legal, financial, or other important decisions.
• Certain AI-assisted workflows may be partially automated but are intended to support—not replace—human judgment and oversight.
• Information submitted through the platform may be temporarily processed or securely persisted as necessary to perform AI inference, maintain conversation continuity, troubleshoot technical issues, improve service reliability, and support features such as Agent Memory.

Agent Memory

SCRUBgpt provides specialized AI agents that can maintain business context across conversations to deliver a more personalized experience.

With your use of the platform, SCRUBgpt may securely store business information that you intentionally provide, including:

• Business profile information
• Services offered
• Business preferences
• Company-specific workflows
• User-defined instructions
• Other information you choose to save for future conversations

This information ("Agent Memory") is used only to:

• Maintain conversation context across sessions
• Personalize responses
• Reduce repetitive questions
• Support automations and recurring workflows
• Improve collaboration between SCRUBgpt's specialized AI agents

Agent Memory is associated with your account and is used solely to improve your experience within SCRUBgpt.

Privacy

SCRUBgpt is committed to protecting customer information.

We do not:

• Use personal or business data to train general-purpose AI models.
• Use one customer's data to improve AI responses for another customer.
• Sell or share customer data for advertising or marketing purposes.
• Permit cloud providers or AI providers to train their models using SCRUBgpt customer content.
• Share customer information with third parties except as necessary to provide the Services or where required by law.

Third-Party AI Providers

SCRUBgpt currently utilizes AI models from trusted providers, including:

• OpenAI
• Google Gemini
• Anthropic Claude

When users interact with SCRUBgpt, relevant information may be securely transmitted to these providers solely for the purpose of processing AI inference and returning a response.

SCRUBgpt configures and uses these services so that customer data submitted through the platform is not used by these providers to train or improve their general-purpose AI models.

Only the minimum information reasonably necessary to fulfill a user's request is transmitted for inference.

Our Commitment

Our goal is to provide powerful AI capabilities while respecting customer privacy and maintaining responsible AI practices. SCRUBgpt uses customer information only to deliver personalized AI assistance and business automation—not to train third-party AI models or share customer data beyond what is necessary to provide the Services.

10. THIRD-PARTY LINKS

The platform may contain links or integrations to third-party services. We are not responsible for their privacy practices. Review their policies before engaging.

11. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. When updated, the “Last Updated” date will reflect the change. Continued use after updates constitutes acceptance.

12. CONTACT US

If you have questions about this Privacy Policy or your data rights, contact us at:

SCRUBgpt – Privacy Office
The CoBuilders LLC
Fort Worth, Texas
Email: privacy@scrubgpt.ai