Privacy Policy

Virtual EstimateAI, Inc.

Virtual EstimateAI, Inc. ("Virtual Estimate AI," "Company," "we," "us," or "our") provides an AI-powered estimating and customer relationship management platform for moving companies, available at https://virtualestimate.ai (the "Website") and through our web-based application, our mobile app for crew leads (Virtual Estimate Foreman, on iPhone, iPad and Android), customer portals, and related services (collectively, the "Services").

This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our Website, create an account, or otherwise interact with our Services. By using the Website or Services, you acknowledge that you have read and understood this Privacy Policy.

1. Our Two Roles: Business and Service Provider

Virtual Estimate AI handles personal information in two distinct capacities:

(a) As a business (data controller). We determine how and why personal information is processed when it relates to: (i) visitors to our Website; (ii) individuals who contact us, request demos, or subscribe to communications; and (iii) our customers — moving companies and their authorized users who register for and use the Services ("Customers").

(b) As a service provider (data processor). Our Customers use the Services to manage their own clients — the individuals and businesses requesting moving estimates and services ("End Users"). When End Users submit information through a Customer's branded portal, upload videos of their homes or belongings, sign documents, or make payments, we process that information ("End User Data") solely on behalf of and under the instructions of the relevant Customer. The Customer, not Virtual Estimate AI, is responsible for its own privacy practices toward its End Users. If you are an End User, please direct privacy questions and requests to the moving company you are working with. We will assist that company in responding to your request as required by law and our agreements.

2. Information We Collect

2.1 Information You Provide Directly

• Account and registration data: name, business name, email address, phone number, job title, password, and company details provided when you create an account or start a free trial.
• Billing and payment data: subscription plan, billing address, and payment card details. Payment card information is collected and processed directly by our payment processor, Stripe, Inc.; we do not store full card numbers.
• Communications: information you provide when you contact us, request a demo, respond to surveys, or communicate with our support team, including by email, contact forms, chat, or SMS.
• Marketing preferences: your choices regarding newsletters and promotional communications.

2.2 Information Collected Automatically

When you visit the Website or use the Services, we and our third-party providers automatically collect:

• Device and usage data: IP address, browser type and version, operating system, device identifiers, pages viewed, links clicked, referring URLs, date/time stamps, and session activity.
• Cookies and similar technologies: we use cookies, pixels, tags, and local storage as described in Section 6 (Cookies and Tracking Technologies).
• Log and security data: server logs, error reports, and security event data, including data processed by Cloudflare for content delivery, performance, and protection against malicious traffic.

2.3 End User Data Processed on Behalf of Customers

Depending on how a Customer configures and uses the Services, End User Data may include:

• contact details (name, email, phone number), move origin and destination addresses, move dates, and inventory details;
• videos, photographs, and recordings of homes, offices, and personal belongings submitted for AI-assisted inventory and estimate generation;
• documents such as estimates, bills of lading, contracts, and electronic signatures;
• identification documents uploaded through the customer portal where the Customer requires identity verification;
• payment and deposit information processed through Stripe on the Customer's behalf;
• SMS message content and delivery data exchanged between the Customer and its End Users;
• signature and photo records: when an End User or a Customer's crew member signs a document or takes a photo through the Services, we may record the device's location at that moment (with the device's permission), together with the time, IP address, and browser or device information, as part of the audit record for that signature or photo;
• consent records: when an End User agrees to receive text messages or accepts terms through a form in the Services, we keep a record of that consent (the version of the consent text, the date and time, IP address, and browser information) so that the consent can be demonstrated later.

We process End User Data only to provide the Services to the relevant Customer, to improve the Services as described in Section 3 (as authorized by our Customers in our Terms of Service), and as described in our agreement with that Customer. We do not sell End User Data or use it for our own marketing.

3. Artificial Intelligence Processing

A core feature of the Services is AI-assisted video analysis: videos and images submitted by End Users are analyzed to identify household items and generate inventories, cubic footage/weight estimates, and pricing suggestions for the Customer's review.

This analysis is performed by machine-learning models that we operate ourselves on dedicated cloud GPU infrastructure provided by Modal Labs, Inc. in the United States. Content is transferred to this infrastructure only for the time needed to process it; the results are stored with the rest of the Customer's data (see Section 5A). We do not send End User videos or images to third-party AI model providers, and no third party uses this content to train its own models.

No biometric identification. Videos and images may incidentally show people. We do not use the Services to identify individuals, and we do not create, collect, or store biometric identifiers or biometric information (such as face geometry or voiceprints).

Improving our models. As authorized by our Customers in our Terms of Service, we use inventory results and the corrections Customers make to them (for example, items added, removed, or re-measured), together with the related images, to improve the accuracy of our own AI models. This data is separated from End User contact details for this purpose, is not shared with third parties for their own purposes, and is not used for advertising. A Customer may opt out by written notice to [email protected].

AI-generated outputs (such as inventories and estimates) are suggestions subject to review and confirmation by the Customer. Automated processing within the Services does not produce legal or similarly significant effects concerning individuals without human involvement.

4. How We Use Personal Information

We use personal information (in our capacity as a business) to:

• provide, operate, maintain, and secure the Website and Services;
• create and administer accounts, process subscriptions, and collect payments;
• generate estimates, inventories, documents, schedules, and communications requested through the Services;
• send transactional messages (e.g., account notices, security alerts, billing confirmations, "magic link" access messages);
• respond to inquiries and provide customer support;
• send marketing communications about our products, features, and offers, where permitted (you may opt out at any time);
• analyze usage and improve the Website, Services, and user experience;
• detect, investigate, and prevent fraud, abuse, security incidents, and violations of our terms;
• comply with legal obligations and enforce our agreements; and
• complete corporate transactions such as a merger, acquisition, financing, or sale of assets.

We use End User Data only as described in Section 1(b) and Section 2.3.

5. How We Disclose Personal Information

We do not sell personal information for money. We disclose personal information in the following circumstances:

(a) Service providers and subprocessors. We share information with vendors that perform services on our behalf under contractual confidentiality and data protection obligations, including:

(b) Integrations you enable. When a Customer connects third-party integrations (e.g., Google Calendar/iCal, Gmail, Intuit QuickBooks Online), we share the data necessary to operate the integration. Use of connected third-party services is governed by those services' own terms and privacy policies.

QuickBooks Online. A Customer may connect its own Intuit QuickBooks Online account so that confirmed payment records are automatically created in its accounting books. When this integration is enabled, we transmit to Intuit only the information needed to create the corresponding accounting entries: the end customer's name and email address, and the payment's amount, date, type and reference number. The connection is authorized by the Customer through Intuit's OAuth consent screen; we store the resulting tokens in encrypted form and use them solely to operate the integration. We do not sell QuickBooks data or use it for advertising. The Customer can disconnect the integration at any time in the application settings or by revoking access in their Intuit account, after which we stop transmitting data and delete the stored tokens.

(c) Advertising partners. As described in Section 6, third-party advertising cookies and pixels on our Website may collect identifiers and browsing activity. Under some U.S. state laws this is considered "sharing" of personal information for cross-context behavioral advertising, and you may opt out (Section 8).

(d) Legal and safety. We may disclose information to comply with applicable law, regulation, legal process, or governmental request; to enforce our terms; or to protect the rights, property, and safety of Virtual Estimate AI, our Customers, End Users, or others.

(e) Business transfers. In connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or part of our assets, personal information may be transferred as part of that transaction, subject to this Privacy Policy or successor terms with equivalent protection.

(f) With your consent or at your direction.

Text messaging disclosure: No mobile opt-in information or SMS consent data will be shared with or sold to third parties or affiliates for their own marketing or promotional purposes. SMS opt-in data is used solely to deliver the messages you or your moving company have requested.

5A. Where Your Information Is Stored and Processed

Virtual Estimate AI is a U.S. company, and the Services are intended for businesses and individuals in the United States. Our application servers and databases are hosted by Contabo GmbH in data centers in Germany (European Union), and our backups are stored with Wasabi Technologies in Germany. AI video analysis is performed in the United States (Modal Labs), and several of our other service providers listed in Section 5 process information in the United States. Personal information may therefore be transferred to, stored in, and processed in the United States and the European Union. We protect this information as described in this Privacy Policy wherever it is processed.

6. Cookies and Tracking Technologies

We and our partners use the following categories of technologies on the Website:

• Strictly necessary: required for the Website to function, including security services provided by Cloudflare and Google reCAPTCHA (subject to Google's Privacy Policy and Terms of Service), which protects our forms from spam and abuse.
• Analytics: Google Analytics and Microsoft/Bing tools help us understand how visitors use the Website. We also use Google Search Console data to monitor search performance (aggregate, non-identifying).
• Advertising: the Meta Pixel and the LinkedIn Insight Tag help us measure ad performance and reach audiences on those platforms. These partners may combine data collected on our Website with other information they hold.

You can manage cookies through your browser settings, and opt out of interest-based advertising through:

• Google: https://adssettings.google.com
• Meta: https://www.facebook.com/adpreferences
• LinkedIn: https://www.linkedin.com/psettings/advertising
• Industry tools: https://optout.aboutads.info and https://optout.networkadvertising.org

To opt out of "sharing" for cross-context behavioral advertising under applicable state law, see Section 8. Our Website also honors browser-based opt-out preference signals such as Global Privacy Control (GPC) where required by law.

7. SMS / Text Messaging Program

Customers and End Users may receive SMS messages through the Services (delivered via Twilio), including account access links ("magic links"), estimate and appointment notifications, and, where separately consented, marketing messages.

• Consent to receive text messages is not a condition of any purchase.
• Message frequency varies; message and data rates may apply.
• Reply STOP to cancel at any time, or HELP for assistance. You may also contact us at [email protected].
• Carriers are not liable for delayed or undelivered messages.
• As stated in Section 5, mobile information and SMS consent are never sold or shared with third parties for their marketing purposes.

7A. Google User Data (Gmail Integration)

Google user data. When a company connects its Gmail account to Virtual Estimate, we request only permission to send email on its behalf (gmail.send) and to read the connected email address (userinfo.email). We use this access solely to send emails that the company's staff create or schedule in the CRM, such as estimates, booking confirmations and reminders to its own customers. We do not read, store, analyze or delete messages in the mailbox, do not use Google user data for advertising, do not sell or transfer it to third parties, and do not use it to train AI models. The access token is stored encrypted and can be revoked at any time in Settings → Email Provider or at myaccount.google.com/permissions.

Virtual Estimate's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

7B. Virtual Estimate Foreman Mobile App

Crew leads ("foremen") of moving companies that use Virtual Estimate can use the Virtual Estimate Foreman app on iPhone, iPad and Android, or the same app in a web browser at foreman.virtualestimate.ai. Accounts are created and managed by the moving company; there is no public sign-up. For information about the moving company's customers that the app handles, we act as a service provider to that company (see Section 1).

What the app collects and why:

• Account details (name and email) to sign you in.
• Job information you enter — the Bill of Lading, inventory, notes, customer signatures and payment records — to complete the move for the moving company.
• Photos you take or choose for a job. When you take a photo in the app, we record the time and your device's location at that moment, as a record of where the photo was taken. The app does not collect your location at any other time.
• Card payments are entered into a form provided by Stripe and processed by the moving company's own Stripe account; Virtual Estimate does not store card numbers.

Permissions: the app asks for access to the camera and photo library (to add job photos) and to your location while you use the app (to record where a photo was taken). You can turn these off at any time in your device settings.

Data on your device: drafts, signatures and photos that have not been sent yet are kept on the device until they are uploaded. Signing out removes your session from the device.

The app does not show ads, does not sell your data and does not track you across other companies' apps or websites.

8. Your U.S. State Privacy Rights

Depending on your state of residence (including California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and others with comprehensive privacy laws), you may have the right to:

• Know/Access the personal information we have collected about you, including categories, sources, purposes, and disclosures;
• Correct inaccurate personal information;
• Delete personal information, subject to legal exceptions;
• Portability — receive a copy of your personal information in a usable format;
• Opt out of (i) the sale of personal information, (ii) sharing/processing for targeted (cross-context behavioral) advertising, and (iii) certain profiling;
• Limit the use of sensitive personal information, where applicable; and
• Non-discrimination for exercising your rights.

How to exercise your rights: email us at [email protected] with the subject line "Privacy Request," or write to the address in Section 14. We will verify your identity (for example, by confirming information associated with your account or email address) before acting on a request, and we will respond within the timeframe required by applicable law. You may use an authorized agent, in which case we may require proof of the agent's authority.

Opt out of sale/sharing: email [email protected] with the subject "Do Not Sell or Share My Personal Information," use the cookie/advertising controls in Section 6, or enable a Global Privacy Control signal in your browser.

California notice at collection (summary): In the preceding 12 months we have collected the categories of personal information described in Section 2 (identifiers; customer records; commercial information; internet/network activity; geolocation (inferred from IP address, and precise device location at the time of an e-signature or photo, as described in Section 2.3); audio/visual data in End User Data; professional information; and inferences) from the sources described in Section 2, for the purposes described in Section 4, and disclosed them to the categories of recipients described in Section 5. We do not sell personal information for money; our use of advertising pixels may constitute "sharing" under the CPRA, which you may opt out of as described above. We do not use or disclose sensitive personal information for purposes requiring a right to limit under the CPRA. We do not knowingly sell or share the personal information of consumers under 16 years of age.

End Users: if we hold your information solely as a service provider for a moving company, we will forward your request to that company or direct you to it, as required by law.

If we deny your request, you may appeal by replying to our decision email; where applicable, you may also contact your state Attorney General.

9. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer period is required or permitted by law:

• Customer account data: for the duration of the Customer's subscription and for a reasonable period thereafter for legal, accounting, and dispute-resolution purposes.
• End User Data, including videos and images: retained for as long as the relevant Customer's account remains active, unless the Customer deletes it earlier or instructs us to do so. Upon account termination, End User Data is deleted or returned in accordance with our agreement with the Customer, subject to routine backup cycles and legal retention obligations.
• Billing records: as required by tax and accounting laws.
• Marketing data: until you opt out or the data is no longer needed.
• Backups: retained for up to 14 days and then overwritten.
• Consent records: for as long as needed to demonstrate consent under applicable law.

10. Security

We implement administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, network protection (including Cloudflare security services), and vendor due diligence. Payment card data is handled by Stripe in accordance with PCI-DSS. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please protect your account credentials and notify us immediately at [email protected] of any suspected unauthorized access.

11. Children's Privacy

The Website and Services are intended for businesses and adults. We do not knowingly collect personal information from children under 13 (or under the age required by applicable law), and the Services are not directed to them. If you believe a child has provided us personal information, contact us at [email protected] and we will delete it.

12. Third-Party Websites and Services

The Website and Services may contain links to, or integrations with, third-party websites and services (including payment processor checkout pages, Google services, Intuit QuickBooks, Meta, and LinkedIn). We are not responsible for the privacy practices of third parties. We encourage you to review their privacy policies.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The "Last Updated" date above indicates when it was last revised. Material changes will be communicated by posting the updated policy on the Website and, where appropriate, by additional notice (such as email to account holders). Your continued use of the Website or Services after the effective date of an updated policy constitutes acceptance of the changes.