TruFeld Privacy Policy

Welcome to TruFeld. This Privacy Policy explains how VerumSG LLC (dba TruFeld) (“VerumSG,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards your personal information when you use our website, client portal, and services (collectively, the “Service”).

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

1. Information We Collect

1.1 Information You Provide

• Account Information: Email address, name, business name, phone number, and address when you register or update your profile.
• Business & Branding Data: Logo, brand colors, fonts, custom domain settings, and business profile details.
• Project & Client Data: Project titles, client names, client emails, proposals, contracts, files, messages, payment configurations, and scope changes. When you use the Service to serve your clients, you are responsible for that client personal information; we process it to provide the Service on your behalf.
• Imported Documents: When you use the PDF/Word import feature, uploaded documents are temporarily stored for text extraction and AI conversion. Imported files are automatically deleted after 7 days.
• Signature Data: When using our e-signature feature, we collect your (or your client’s) full name, email, drawn or typed signature, consent acknowledgment, and related metadata.
• Payment and Billing Information: We do not store client payment card or bank account numbers. Client payments are processed by Stripe on your connected Stripe account. We store payment records (amounts, status, invoice numbers, fee-handling preferences, refunds, and related metadata), TruFeld usage-fee ledger data (free credit, fees owed, statements), and settlement of your TruFeld fee statements via Stripe Checkout. If you later enable autopay for statements, we may store a Stripe customer or payment-method reference needed to charge that method — not full card numbers.
• Integration Credentials: If you connect QuickBooks Online, we store OAuth access and refresh tokens, company (realm) identifiers, company name, and connection status so the integration can run on your behalf. Tokens are removed when you disconnect.

1.2 Automatically Collected Information

• Usage & Technical Data: IP address, browser type, device information, user agent, pages visited, and interaction with the Service.
• E-Signature Audit Trail: For every signature, we record the signer’s email, name, signature data (base64 image or typed name), IP address, user agent, timestamp, email verification time, and a cryptographic hash of the proposal content at the time of signing. This information is required to make signatures legally binding under the ESIGN Act and UETA.
• Billing and Invoice Telemetry: Invoice issue events, fee charges and reversals, statement issuance, and volume used to determine per-invoice fee caps.

1.3 Information from Third Parties

• Stripe: Payment success or failure events, refund and dispute events, connected-account status and capability information (for example, whether payouts or charges are enabled), and identifiers needed to link payments and accounts in the Service. Client card and bank details are handled by Stripe, not stored by TruFeld.
• Google: If you sign in with Google, we receive your name, email address, and email verification status from Google. We do not access your Google contacts, calendar, or other Google services.
• xAI: When you use AI drafting or document import features, your project description or extracted document text is sent to xAI's API for processing. xAI does not retain your data after processing.
• Amazon Textract: When you import a PDF document, the file is processed by Amazon Textract for text extraction. The file is stored temporarily in AWS S3 and auto-deleted after 7 days.
• Intuit / QuickBooks Online: If you connect the QuickBooks integration, we exchange data with Intuit to synchronize your records. We may receive company information, sync status, record identifiers, invoice and payment state, and webhook or poll-based reconciliation updates from your connected QuickBooks Online company (for example, when an invoice is marked paid in QuickBooks).

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the TruFeld Service (proposals, e-signatures, file sharing, real-time messaging, scope changes, payments, invoicing, client portals, AI proposal drafting, document import, and optional accounting integrations).
• Process and facilitate client payments through Stripe Connect on your connected account, and process your payment of TruFeld usage-fee statements.
• Calculate TruFeld fees, free credit, volume-based fee caps, and statements.
• Synchronize customers, invoices, payments, and supported refunds with QuickBooks Online when you enable that integration.
• Generate and deliver legally binding signed documents with complete audit trails.
• Send transactional emails (proposal notifications, signature requests, payment receipts, verification codes, fee statements).
• Personalize your experience with your branding on client portals.
• Respond to your requests and provide customer support.
• Detect, prevent, and address technical issues or fraud.
• Comply with legal obligations.

3. How We Share Your Information

We do not sell your personal information. We may share data only in the following limited circumstances:

• Service Providers: With trusted third parties who help us operate the Service, including:
  • Amazon Web Services (AWS) – hosting, storage (S3, DynamoDB), email (SES), text extraction (Textract).
  • Stripe – payment processing, Stripe Connect connected accounts, statement Checkout, and related webhooks.
  • xAI – AI proposal drafting and document import conversion.
  • Google – authentication (when you choose to sign in with Google).
  • Plausible Analytics – privacy-friendly, cookieless website analytics (no cookies, no cross-site tracking).
  • Intuit (QuickBooks Online) – accounting data synchronization, when you connect the integration.
• QuickBooks Integration: If you enable the QuickBooks Online integration, we transmit records from your TruFeld account to your connected QuickBooks Online company so your books can stay current — including customer records (such as your clients' names, email addresses, company names, and billing addresses), invoices, payments, and supported full refunds (partial refunds may not fully sync). We may also update TruFeld payment status when QuickBooks reports a matching invoice as paid, subject to eligibility rules (for example, we do not override Stripe-settled payments). This occurs only while the integration is connected and only for accounts you link. You can revoke the connection at any time in your settings or within QuickBooks; disconnecting removes our stored OAuth tokens, while records already created in QuickBooks remain in your QuickBooks company. You are the controller of client personal information you choose to sync; we process that data on your instructions to provide the integration. Intuit's use of your data is governed by Intuit's own privacy policy.
• Legal Requirements: When required by law, subpoena, court order, or government request.
• Business Transfers: In the event of a merger, acquisition, or sale of assets involving VerumSG LLC (dba TruFeld), your information may be transferred as part of the transaction.
• With Your Consent: When you explicitly direct us to share information (e.g., sharing a project portal link with your client).

4. Data Retention

• We retain your account and project data for as long as your account is active.
• Upon account deletion request:
  • Your account is immediately disabled.
  • We provide a 30-day grace period during which you may cancel the deletion by logging back in.
  • After 30 days, we permanently delete your personal information, projects, proposals, files, and other content.
• Imported PDF/Word documents are automatically deleted from storage after 7 days.
• E-signature audit trails, signed PDFs, and billing or fee records (including statements) may be retained longer if required for legal compliance, tax, accounting, or dispute resolution.
• QuickBooks OAuth tokens are deleted when you disconnect the integration or when your account is purged after deletion.

5. Your Rights and Choices

• Access, Update, or Delete: You can view and update most of your information in Settings. You may request account deletion at any time.
• Data Export: You may request a copy of your data via Settings or by contacting us.
• Opt-Out of Non-Essential Communications: You can manage email notification preferences in Settings. Transactional emails (e.g., signature requests, payment receipts) cannot be disabled.
• California Residents (CPRA/CCPA): You have the right to know what personal information we collect, request deletion, and opt out of any “sale” of data (we do not sell data). Contact us to exercise these rights.

6. Security

We implement reasonable technical and organizational safeguards to protect your data, including encryption at rest and in transit, access controls, and secure payment processing via Stripe. However, no system is completely secure, and we cannot guarantee absolute security.

7. International Transfers

Your data is primarily stored in the United States. By using the Service, you consent to the transfer of your information to the U.S. and acknowledge that U.S. data protection laws may differ from those in your jurisdiction.

8. Children’s Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the “Last Updated” date. We encourage you to review this policy periodically.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Company: VerumSG LLC (dba TruFeld)
Email: legal@trufeld.com
Website: https://get.trufeld.com