Legal policies, in one clear place.

Privacy Policy

Project Cost Flow (“Company,” “we,” “us,” or “our”) operates Project Cost Flow, available at www.projectcostflow.com and related websites, applications, dashboards, tools, and services collectively referred to as the “Service.”

This Privacy Policy explains how we collect, use, store, share, and protect information when you visit our website, create an account, use the Service, upload project information, submit receipts or invoices, track time, manage jobs, invite users, or communicate with us.

By using the Service, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We collect information that helps us provide, secure, improve, and support the Service.

Account Information

We may collect:

• Name
• Email address
• Phone number
• Company name
• Job title or role
• Login credentials
• User role, such as Admin, Office Admin, Employee, or Subcontractor
• Account settings and preferences

Business and Project Information

Because the Service is designed to help contractors and businesses manage project expenses, we may collect information such as:

• Client names
• Project names
• Job numbers
• Job addresses or project locations
• Project amounts
• Deposits paid
• Addendums or change order amounts
• Vendors and subcontractors
• Cost codes and categories
• Receipt details
• Invoice details
• Payment status
• Labor and timekeeping entries
• Uploaded files, photos, receipts, invoices, or documents
• Notes, comments, approvals, rejection reasons, and activity logs

Payment Information

If you purchase a subscription, we may collect billing details needed to process payments. Payment card information is processed by our payment processor. We do not store full credit card numbers on our servers unless expressly stated by our payment provider.

Website and Usage Information

We may automatically collect:

• IP address
• Browser type
• Device type
• Operating system
• Pages viewed
• Referring website
• Login activity
• Feature usage
• Error logs
• Approximate location based on IP address
• Cookies and similar tracking technologies

Communications

If you contact us, request support, book a demo, submit a form, or communicate with us by email, phone, chat, or social media, we may collect the information you provide.

2. How We Use Information

We use collected information to:

• Provide and operate the Service
• Create and manage accounts
• Authenticate users and protect login access
• Allow users to upload, review, approve, reject, and organize receipts, invoices, and time entries
• Display project expense data, budget information, and job related reporting
• Process subscriptions, payments, invoices, renewals, and cancellations
• Provide customer support
• Send service updates, security notices, account notices, and administrative messages
• Improve the website, dashboard, features, reporting, and user experience
• Detect, prevent, and investigate fraud, abuse, unauthorized access, or security issues
• Comply with legal, tax, accounting, and regulatory obligations
• Enforce our Terms of Service and other policies

3. How We Share Information

We do not sell your business project data.

We may share information in the following situations:

With Service Providers

We may share information with trusted third party vendors that help us operate the Service, including:

• Hosting and database providers
• Payment processors
• Email and notification providers
• Analytics providers
• Customer support tools
• File storage providers
• Security and monitoring tools

These providers are only allowed to use information as needed to provide services to us.

With Authorized Users in Your Account

Information entered into an account may be visible to other authorized users connected to that account, depending on permissions and user roles.

For example, Admin users may view receipts, invoices, uploads, time entries, project details, vendors, and account activity submitted by Employees, Office Admins, or Subcontractors.

With Integrations You Enable

If you connect or authorize integrations, such as JobTread, accounting tools, CRM systems, payment tools, or other software, we may share information as needed to provide the integration.

You are responsible for reviewing the privacy practices and permissions of any third party integration you choose to connect.

For Legal and Safety Reasons

We may disclose information if we believe it is necessary to:

• Comply with law, regulation, subpoena, court order, or legal process
• Protect the rights, safety, or property of our company, users, customers, or others
• Investigate fraud, abuse, security incidents, or unauthorized access
• Enforce our Terms of Service

Business Transfers

If we are involved in a merger, acquisition, financing, sale of assets, reorganization, or similar transaction, information may be transferred as part of that transaction.

4. Customer Data

For purposes of this Privacy Policy, “Customer Data” means business, project, financial, job, subcontractor, vendor, receipt, invoice, timekeeping, and other information submitted to the Service by or on behalf of a customer.

Customers control the Customer Data they submit to the Service. We process Customer Data to provide the Service, support the account, maintain security, comply with legal obligations, and as otherwise authorized by the customer.

Customers are responsible for ensuring they have the necessary rights, permissions, and notices to upload or submit Customer Data to the Service.

5. Data Retention

We keep information for as long as necessary to:

• Provide the Service
• Maintain your account
• Comply with legal, accounting, tax, and reporting obligations
• Resolve disputes
• Enforce agreements
• Maintain backups and security records

After account cancellation, we may retain certain information for a reasonable period unless deletion is required by law or agreed in writing.

6. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, loss, misuse, alteration, or disclosure.

No online service, database, or transmission method is completely secure. You are responsible for using strong passwords, protecting your login credentials, limiting account access to trusted users, and notifying us immediately of any suspected unauthorized access.

7. Cookies and Tracking Technologies

We may use cookies, pixels, analytics tools, and similar technologies to:

• Keep users logged in
• Remember preferences
• Understand website traffic
• Improve performance
• Monitor errors
• Measure marketing performance

You can control cookies through your browser settings. Disabling cookies may affect parts of the Service.

8. Email and Communications

We may send you service related emails, including account notices, billing notices, password resets, security alerts, support responses, and important updates.

We may also send marketing emails if permitted by law. You can unsubscribe from marketing emails at any time. You may still receive transactional or account related messages.

9. Your Privacy Rights

Depending on where you live, you may have rights regarding your personal information, including the right to:

• Request access to personal information we hold about you
• Request correction of inaccurate information
• Request deletion of personal information
• Request a copy of your information
• Object to or restrict certain processing
• Opt out of certain data sharing or targeted advertising, where applicable

To make a request, contact us at support@projectcostflow.com. We may need to verify your identity before completing the request.

10. California and U.S. State Privacy Rights

Certain U.S. state privacy laws may provide additional rights to residents of those states.

If applicable, you may have the right to know what categories of personal information we collect, the categories of sources, the purposes for collection, the categories of third parties with whom we share information, and the rights available to you under applicable law.

We do not sell Customer Data. If we use advertising or analytics tools that may be considered “sharing” or “targeted advertising” under certain privacy laws, we will provide required opt out rights where applicable.

11. Children’s Privacy

The Service is intended for businesses and users who are at least 18 years old. We do not knowingly collect personal information from children under 13. If we learn that we collected personal information from a child under 13, we will take reasonable steps to delete it.

12. International Users

The Service is operated from the United States. If you access the Service from outside the United States, you understand that your information may be processed and stored in the United States or other countries where our service providers operate.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new “Last Updated” date. Continued use of the Service after changes means you accept the updated Privacy Policy.

14. Contact Us

Terms of Service

These Terms of Service (“Terms”) govern your access to and use of Project Cost Flow, including our website, dashboard, software, tools, subscriptions, free trials, support, and related services collectively referred to as the “Service.”

These Terms are a legal agreement between you and Project Cost Flow (“Company,” “we,” “us,” or “our”).

By creating an account, accessing the Service, starting a free trial, purchasing a subscription, inviting users, uploading data, or otherwise using the Service, you agree to these Terms.

If you do not agree, do not use the Service.

1. Who May Use the Service

You may use the Service only if you:

• Are at least 18 years old
• Can legally enter into a binding agreement
• Are using the Service for business purposes
• Provide accurate account and billing information
• Comply with these Terms and all applicable laws

If you use the Service on behalf of a company, contractor, organization, or other legal entity, you represent that you have authority to bind that entity to these Terms.

2. Description of the Service

Project Cost Flow is a business software tool designed to help contractors, construction related businesses, and project teams track project expenses, receipts, invoices, time entries, vendors, subcontractors, job details, cost categories, approvals, and reporting.

The Service may include features such as:

• Admin dashboard
• User roles and permissions
• Job or project tracking
• Receipt uploads
• Invoice uploads
• Timekeeping entries
• Vendor and subcontractor management
• Approval and rejection workflows
• Budget, project amount, and addendum tracking
• Reporting and exports
• Integrations or import tools
• Notifications and audit logs

We may add, modify, limit, or remove features at any time.

3. Accounts and Security

You are responsible for:

• Keeping your login credentials secure
• All activity that occurs under your account
• Ensuring authorized users follow these Terms
• Immediately notifying us of unauthorized access or suspected security issues
• Maintaining accurate account, company, and billing information

You may not share login credentials with unauthorized users or allow anyone to access the Service in a way that violates these Terms.

4. User Roles and Permissions

The Service may allow Admin users to invite and manage other users, including Office Admins, Employees, Subcontractors, or other roles.

You are responsible for assigning the correct permissions to each user. We are not responsible for losses, mistakes, disclosure, or misuse of data caused by permissions you assign, users you invite, or access you fail to remove.

5. Customer Data

You retain ownership of the business data, project data, receipts, invoices, documents, files, images, notes, vendor information, subcontractor information, time entries, and other content you submit to the Service (“Customer Data”).

You grant us a limited license to host, store, process, transmit, display, and use Customer Data only as needed to provide, secure, support, and improve the Service, comply with law, and enforce these Terms.

You represent and warrant that:

• You have the right to submit Customer Data to the Service
• Customer Data does not violate any law or third party rights
• You have provided any required notices or obtained any required consents from employees, subcontractors, vendors, clients, or other individuals whose information is submitted
• Customer Data is accurate enough for your intended use

6. No Accounting, Tax, Legal, Payroll, or Financial Advice

The Service is a tracking and organizational tool. It does not provide accounting, tax, legal, payroll, financial, or business advice.

Reports, numbers, calculations, projections, categories, budget summaries, remaining amounts, profit estimates, or expense summaries are provided for informational and operational use only.

You are responsible for verifying all data and consulting qualified professionals before making financial, tax, legal, payroll, or business decisions.

7. Accuracy of Data and User Responsibility

The accuracy of the Service depends on the data entered by users.

You are responsible for:

• Reviewing uploaded receipts and invoices
• Confirming project amounts, deposits, addendums, costs, and categories
• Verifying time entries
• Reviewing approvals and rejections
• Exporting or backing up data as needed
• Confirming numbers before relying on them

We are not responsible for incorrect entries, missing uploads, duplicate records, miscategorized expenses, incorrect cost codes, user errors, or business decisions based on inaccurate data.

8. Subscriptions, Billing, and Free Trials

Some parts of the Service may require a paid subscription.

By starting a paid subscription or free trial, you authorize us and our payment processor to charge your selected payment method for applicable fees, taxes, renewals, upgrades, add ons, or other charges described at checkout or in an order form.

The current self-serve trial lasts 14 days and does not require a credit card. The trial does not automatically convert into a paid subscription unless you choose a paid plan and provide billing information.

Subscription fees are billed in advance and are non refundable except where required by law or expressly stated in writing.

You are responsible for maintaining a valid payment method. If payment fails, we may suspend or limit access to the Service until payment is received.

9. Cancellation

You may cancel your subscription by emailing support@projectcostflow.com.

Cancellation stops future billing, but does not automatically refund amounts already paid unless required by law or stated in a separate written agreement.

After cancellation, you may retain access until the end of the current billing period unless otherwise stated.

We recommend exporting any needed data before canceling.

10. Refund Policy

Unless otherwise required by law or stated in writing:

• Subscription fees are non refundable
• The $300 onboarding fee for Starter and Pro is non refundable once onboarding begins
• White Label pricing, onboarding, implementation, and custom configuration are negotiated separately and are non refundable once work begins unless the written agreement states otherwise
• Partial month refunds are not provided
• Promotional pricing, discounted plans, or special offers may have separate terms

If you believe you were charged in error, contact us at support@projectcostflow.com within 10 days of the charge.

11. Acceptable Use

You agree not to:

• Use the Service for illegal, fraudulent, harmful, or abusive activity
• Upload malware, viruses, harmful code, or malicious files
• Attempt to access accounts, systems, or data without authorization
• Reverse engineer, scrape, copy, resell, or exploit the Service without permission
• Interfere with Service performance or security
• Use the Service to store or transmit unlawful, defamatory, infringing, discriminatory, or harmful content
• Upload sensitive personal information unless necessary for your business use and legally permitted
• Misrepresent your identity, company, or authority
• Use the Service in a way that violates the rights of employees, subcontractors, vendors, clients, or third parties

We may suspend or terminate access if we believe you violated these Terms.

12. Third Party Services and Integrations

The Service may connect with or rely on third party services, such as hosting providers, databases, payment processors, email providers, analytics tools, JobTread, accounting platforms, CRM tools, or other integrations.

We are not responsible for third party services, their availability, security, performance, policies, errors, data handling, or changes.

Your use of third party services may be governed by separate terms and privacy policies.

13. Beta Features and Testing

We may offer beta, experimental, early access, or testing features. These features may be incomplete, unstable, limited, or changed at any time.

Beta features are provided “as is” and may contain bugs, errors, interruptions, or inaccurate outputs. You should not rely on beta features for critical business decisions without independent verification.

14. Service Availability

We aim to provide reliable access, but we do not guarantee that the Service will always be available, uninterrupted, secure, error free, or compatible with every device, browser, system, integration, or workflow.

We may temporarily suspend access for maintenance, updates, security reasons, system failures, or events outside our control.

15. Intellectual Property

We own all rights, title, and interest in the Service, including software, design, dashboard structure, branding, logos, workflows, features, content, and related intellectual property.

You may not copy, modify, distribute, sell, lease, sublicense, reverse engineer, or create derivative works based on the Service unless we give written permission.

You retain ownership of your Customer Data.

16. Feedback

If you provide suggestions, ideas, improvements, feature requests, comments, or feedback, you grant us the right to use that feedback without restriction or compensation.

17. Confidentiality

Each party may receive confidential information from the other. Confidential information includes non public business, technical, financial, customer, project, pricing, workflow, and product information.

Each party agrees to use reasonable care to protect confidential information and to use it only for purposes related to the Service.

Confidentiality obligations do not apply to information that is publicly available, already known, independently developed, or lawfully received from another source.

18. Suspension and Termination

We may suspend or terminate your access if:

• You violate these Terms
• Payment is overdue
• Your use creates security, legal, operational, or reputational risk
• You misuse the Service
• We are required to do so by law

You may stop using the Service at any time and may cancel your subscription according to the cancellation process.

Termination does not relieve you from payment obligations incurred before termination.

19. Data Export and Account Closure

You are responsible for exporting Customer Data before cancellation or termination.

After account closure, we may delete, retain, or archive Customer Data according to our Privacy Policy, internal retention practices, legal obligations, backup systems, and any written agreement with you.

20. Disclaimers

The Service is provided “as is” and “as available.”

To the fullest extent permitted by law, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, non infringement, accuracy, availability, and error free operation.

We do not guarantee that the Service will meet your business needs, prevent losses, identify all errors, calculate every amount correctly, or replace professional accounting, tax, payroll, legal, project management, or financial review.

21. Limitation of Liability

To the fullest extent permitted by law, Project Cost Flow will not be liable for indirect, incidental, special, consequential, punitive, exemplary, or lost profit damages, including losses related to data, revenue, business interruption, project delays, inaccurate records, missed expenses, unauthorized access, or third party services.

To the fullest extent permitted by law, our total liability for any claim related to the Service will not exceed the amount you paid to us for the Service during the three months before the event giving rise to the claim.

22. Indemnification

You agree to defend, indemnify, and hold harmless Project Cost Flow, its owners, employees, contractors, affiliates, and partners from claims, damages, losses, liabilities, costs, and expenses, including attorney fees, arising from:

• Your use of the Service
• Customer Data you submit
• Your violation of these Terms
• Your violation of law
• Your violation of third party rights
• Your users, employees, subcontractors, vendors, or invited account members

23. Governing Law and Venue

These Terms are governed by the laws of the State of Arizona, without regard to conflict of law principles.

Any dispute arising from these Terms or the Service will be handled in the state or federal courts located in Maricopa, Arizona, unless otherwise required by law.

24. Changes to These Terms

We may update these Terms from time to time. The updated Terms will be posted on this page with a new “Last Updated” date. Continued use of the Service after changes means you accept the updated Terms.

25. Contact

Subscription, Cancellation, and Refund Policy

This Subscription, Cancellation, and Refund Policy applies to paid subscriptions, free trials, setup fees, onboarding services, implementation services, white label setup, and other paid services offered by Project Cost Flow.

1. Subscription Billing

Starter and Pro are self-serve subscriptions billed according to the plan selected at checkout. White Label is a custom engagement governed by a written proposal or order form.

The current automated checkout supports the billing options shown inside the application. White Label billing is negotiated manually.

By purchasing a subscription, you authorize us and our payment processor to charge your payment method on a recurring basis until canceled.

2. Free Trials

If we offer a free trial, the trial period will be stated at signup.

Unless stated otherwise, your paid subscription may begin automatically after the trial ends. You are responsible for canceling before the end of the trial if you do not want to be charged.

3. Cancellation

You may cancel your subscription by emailing support@projectcostflow.com.

Cancellation stops future billing. It does not automatically refund past charges.

4. Access After Cancellation

After cancellation, you may continue using the Service until the end of your current billing period unless otherwise stated.

After the billing period ends, your access may be downgraded, suspended, or closed.

5. Refunds

Unless required by law or stated in a separate written agreement:

• Monthly subscriptions are non refundable
• Any future annual subscription or custom billing term is governed by the checkout terms or signed agreement shown before purchase
• The $300 onboarding fee for Starter and Pro is non refundable once onboarding begins
• Onboarding, migration, consulting, implementation, and custom configuration fees are non refundable once work begins
• Partial refunds are not provided for unused time

6. Failed Payments

If payment fails, we may retry the payment method on file. We may also suspend, limit, or terminate access until payment is received.

7. Price Changes

We may change pricing at any time. If your subscription price changes, we will provide notice where required by law or according to the terms of your plan.

Acceptable Use Policy

This Acceptable Use Policy explains what is not allowed when using Project Cost Flow.

You may not use the Service to:

• Break any law or regulation
• Upload viruses, malware, ransomware, spyware, or harmful code
• Attempt to gain unauthorized access to systems, accounts, data, or networks
• Interfere with the performance, security, or reliability of the Service
• Scrape, harvest, or extract data without permission
• Reverse engineer, copy, resell, or commercially exploit the Service without written approval
• Upload content that is unlawful, defamatory, abusive, discriminatory, threatening, infringing, or harmful
• Submit false, misleading, fraudulent, or unauthorized information
• Impersonate another person or company
• Use another person’s login credentials
• Upload sensitive personal information that is not necessary for legitimate business use
• Violate the privacy, employment, contractor, client, vendor, or third party rights of others
• Use the Service to manage illegal projects, payments, labor, tax evasion, or fraudulent business records

We may remove content, suspend users, restrict features, or terminate accounts that violate this policy.

Cookie Notice

Project Cost Flow uses cookies and similar technologies on www.projectcostflow.com and within Project Cost Flow.

What Are Cookies?

Cookies are small files stored on your browser or device that help websites and applications work properly, remember preferences, understand usage, and improve performance.

How We Use Cookies

We may use cookies and similar technologies to:

• Keep users logged in
• Remember settings and preferences
• Protect account security
• Understand website traffic
• Improve page performance
• Track errors or technical issues
• Measure marketing campaigns
• Support analytics and advertising tools

Types of Cookies We May Use

Essential Cookies

Required for login, security, account access, and basic website functionality.

Analytics Cookies

Help us understand how visitors use the website and Service.

Functional Cookies

Remember preferences and improve user experience.

Advertising or Marketing Cookies

May help us measure campaigns or show relevant ads, if we use advertising tools.

Managing Cookies

You can control cookies through your browser settings. If you disable cookies, parts of the website or Service may not work properly.

For questions, contact support@projectcostflow.com.

Security Practices Statement

We take security seriously and use reasonable safeguards to protect account and project information.

Our Security Practices May Include

• User authentication
• Role based access controls
• Secure hosting and database infrastructure
• Encrypted data transmission where supported
• Access controls for internal systems
• Activity logs and monitoring
• Backups and recovery practices
• Limited access to customer information by authorized personnel
• Use of trusted service providers

Customer Responsibilities

Customers are responsible for:

• Using strong passwords
• Protecting login credentials
• Limiting access to trusted users
• Removing users who no longer need access
• Reviewing role permissions
• Verifying uploaded data and approvals
• Exporting or backing up business records as needed
• Reporting suspected unauthorized access immediately

No system is completely secure. We cannot guarantee that unauthorized access, data loss, downtime, or security incidents will never occur.

To report a security issue, contact support@projectcostflow.com.

Data Processing Addendum Summary

This Data Processing Addendum Summary applies when Project Cost Flow processes Customer Data on behalf of a business customer through Project Cost Flow.

1. Roles

The customer is the controller or business owner of Customer Data submitted to the Service.

Project Cost Flow acts as a service provider or processor for Customer Data, except where we process information for our own legitimate business purposes, such as billing, security, fraud prevention, product improvement, legal compliance, and account administration.

2. Processing Instructions

We process Customer Data to:

• Provide the Service
• Host and store Customer Data
• Display dashboards and reports
• Manage uploads, approvals, roles, and workflows
• Provide support
• Maintain security
• Comply with law
• Follow documented customer instructions

3. Customer Responsibilities

The customer is responsible for:

• Having permission to submit Customer Data
• Providing required notices to employees, subcontractors, vendors, clients, or other individuals
• Assigning proper user permissions
• Ensuring account users comply with law
• Responding to privacy requests from individuals when required
• Determining whether the Service is appropriate for the customer’s compliance needs

4. Subprocessors

We may use third party subprocessors to provide hosting, storage, payments, email, analytics, support, security, and other business functions.

We will use commercially reasonable efforts to ensure subprocessors are subject to appropriate confidentiality, security, and data protection obligations.

5. Security

We will use reasonable administrative, technical, and physical safeguards designed to protect Customer Data.

6. Deletion and Return

Upon termination, we may delete, return, or retain Customer Data according to our Privacy Policy, Terms of Service, backup practices, legal obligations, and any written agreement with the customer.

7. Conflicts

If a signed agreement between the customer and Project Cost Flow conflicts with this summary, the signed agreement controls.