Privacy Policy

Effective Date: October 18, 2026
Last Updated: October 18, 2026
Version: 1.0

Roof dot Education, LLC (“roof.education,” “we,” “us,” or “our”) operates the website www.roof.education (the “Site”) and the D³ commercial roofing software application, including its Estimator, Project Manager, and (when available) CAD Drafter Modules (together, “D³” or the “App”). D³ also includes Spec Reader, which reads roofing project specifications and addenda that you upload and produces a report (“Spec Reader”). Spec Reader is a D³ Module that we market separately as the entry-level D³ product. It uses the same sign-in as the rest of the App, has its own permission set, and is offered as a monthly subscription. Full D³ plans include Spec Reader. A Spec Reader account can upgrade in place to full D³ or to D³ with the CAD Drafter Module, keeping the same login and data. The App runs at d3.roof.education. We also offer an AI chat assistant on the Site (the “Chat Assistant”; see Section 3A). The Site, the App, Spec Reader, the Chat Assistant, and our training courses, custom templates, and related services are the “Services.” Unless a section says it applies only to D³ or only to Spec Reader, this Privacy Policy applies to all of the Services. This Privacy Policy explains what information we collect, how we use and share it, and the choices and rights you have.

The Services are designed for businesses and professionals in the commercial roofing industry. By using the Services, you acknowledge this Privacy Policy.

1. Information We Collect

Information you give us

• Contact and inquiry information: name, email address, company name, phone number, and the contents of messages you send us (for example, when you email us to request course access or custom templates).
• Account information: name, email address, company name, job title, login credentials, and license or subscription details when you create a D³ account, including for Spec Reader, which uses the same D³ sign-in.
• Billing information: if you purchase a license, Spec Reader subscription, course, or add-on, billing name, address, and payment details. Payment card data is processed by our third-party payment processor, Stripe, and is not stored by us.
• Business and project data: information you enter into or create with D³, such as project names, addresses, bid and estimate details, pricing, labor rates, materials, subcontractor and client contact information, schedules, and notes.
• Uploaded files: roofing plans, drawings, specifications, photos, and other documents you upload, which may contain names, addresses, or other information about you, your customers, or third parties.
• Spec Reader documents and reports: project specifications, project manuals, specification sections, and addenda that you upload to Spec Reader (“Spec Documents”), in Word, PDF, TXT, CSV, XML, or JSON format, together with the details you enter about them (such as project name, document type, and addendum number and date). Spec Documents often belong to, or contain confidential or proprietary information of, project owners, architects, engineers, general contractors, or other third parties. They may also contain names, titles, email addresses, phone numbers, and business addresses of those third parties. Scanned pages are read using optical character recognition (OCR). From your Spec Documents, Spec Reader creates a report and a Quote Request sheet (exported as Excel and PDF) (together, “Spec Reader Reports”). These contain text excerpts from your Spec Documents, extracted values, section and page citations, file names and file fingerprints (hashes), and any edits you make.

• Chat Assistant information: the messages you type into the Chat Assistant and its replies (the “transcript”), the time of the chat, the page you chatted from, and technical data such as IP address and browser type. If you choose to give it, also your name and email address. See Section 3A.

Information collected automatically

• Usage and log data: IP address, browser and device type, operating system, pages and features used, dates and times of access, referring pages, and error or diagnostic logs.
• Cookies and similar technologies: we and our hosting provider may use cookies or similar technologies needed to operate the Services (such as keeping you signed in and maintaining session state). We and our providers also use analytics cookies and tools, such as Google Analytics, and may use other similar analytics tools, to understand how the Site and Services are used. You can control cookies through your browser settings, and you can opt out of Google Analytics with Google’s browser opt-out add-on; disabling cookies may affect how the Services work.

2. How We Use Information

• Provide, operate, and maintain the Services, including generating estimates, takeoffs, and project management outputs from your data and uploaded files, and generating Spec Reader Reports from your Spec Documents;
• Create and manage accounts, licenses, and course access;
• Process payments and send transactional messages (such as receipts, account notices, and security alerts);
• Respond to inquiries and provide customer support and training, including through the Chat Assistant and by handing chats to our staff;
• Monitor, troubleshoot, secure, and improve the Services;
• Send product updates or marketing communications where permitted (you can opt out at any time);
• Comply with legal obligations and enforce our terms.

We do not use your uploaded files, Spec Documents, Spec Reader Reports, project data, or Chat Assistant transcripts to train our own or third-party AI models.

3. Artificial Intelligence (AI) Processing

D³ uses artificial intelligence to analyze uploaded roofing documents and plans and to help generate estimates and related outputs. To do this, relevant portions of your uploaded files and project data are sent to our AI service provider, xAI (through its Grok API), which processes the content on our behalf and returns results to the App. xAI’s handling of this data is governed by its own terms and policies. Per xAI’s API documentation and Enterprise FAQs, xAI does not train on API inputs or outputs without your explicit permission; by default, API requests and responses are retained (encrypted) for up to 30 days for abuse and security auditing and then deleted, unless a different retention period applies (such as Zero Data Retention).

Spec Reader. Spec Reader first reads your Spec Documents with our own software, using OCR for scanned pages. OCR runs locally on our application server. We do not use an outside OCR service, and page images do not leave our systems. AI assist is on by default for Spec Reader. A company Admin can turn AI assist off for Spec Reader using the Platform Admin Grok switch. When AI assist is on, Spec Reader sends extracted text only, including text produced by OCR, to xAI, labeled with section and page references, so that xAI can help identify roofing-system requirements. Spec Reader never sends the original files to xAI. The xAI terms described above apply to that text. AI results are checked against the text they cite, and Spec Reader marks items it cannot find in your documents as “NEEDS INPUT.”

AI-generated outputs can contain errors. You are responsible for reviewing all estimates, reports, and outputs before relying on them, including checking every Spec Reader Report against the actual contract documents. Please avoid uploading information that is not needed for your project.

3A. Chat Assistant

What it is. The Site offers an AI chat assistant to answer questions about roof.education, D³, Spec Reader, pricing, and our terms. It is part of D³, runs on our hosting provider (Render), and is managed by our staff in D³ Platform Admin. It answers only from sources we have approved, such as our knowledge base, pricing, and terms. Its answers may be wrong or incomplete, and they do not change our Terms or any order form. See the roof.education Chat Assistant Disclaimer at https://www.roof.education/chat-disclaimer/.

What we collect. We log a transcript of each chat, including your messages, the Chat Assistant’s replies, and the technical information described in Section 1. You may choose to give your name and email address. We use them to reply to you and to hand your question to our staff, and we send follow-up or marketing emails only if you opt in. Please do not enter passwords, payment card numbers, Social Security numbers, or confidential project documents in the chat. As a safeguard, we remove payment card numbers and Social Security numbers from stored transcripts.

AI processing. To generate replies, the text of your chat messages, together with the approved source material, is sent to our AI provider, xAI (through its Grok API). The xAI terms and retention described in Section 3 apply. We do not use Chat Assistant transcripts to train our own or third-party AI models.

Staff review and handoff. Our staff may review transcripts to answer your question, provide support, check quality and accuracy, and keep the Chat Assistant safe and secure. Billing, refund, and legal questions are handed to a person at admin@roof.education. If you are signed in to D³ when you chat, the transcript is linked to your D³ account. If you are not signed in, it is not.

Retention and deletion. We keep chat transcripts for 12 months and names and email addresses captured through the chat for 12 months, unless a longer period is needed to resolve a support matter, comply with law, or enforce our terms. You may ask us to delete your transcripts and contact details at any time by emailing admin@roof.education. See Section 8.

4. Confidential and Third-Party Information in Uploaded Documents

Specifications, addenda, drawings, and other project documents may be confidential or proprietary to owners, design professionals, or others, and may be subject to bid-document or confidentiality restrictions. You are responsible for making sure you have the right to upload them and to have them processed as this Policy describes. We use Spec Documents and other uploaded files only to provide the Services to you and as described in this Policy. We do not share them with other customers, and we do not publish them. If you are a third party and believe your information was uploaded without authorization, contact us at admin@roof.education. Do not upload Social Security numbers, financial account numbers, health information, or other sensitive personal information.

5. How We Share Information

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We share information only as follows:

• Service providers: vendors that help us run the Services, including Render (hosting, including the App at d3.roof.education and the Chat Assistant), Supabase (database, authentication, and file storage), xAI (AI, including for the Chat Assistant), Resend (email), Google (sign-in), and Stripe (payments). Spec Reader uses the same hosting and storage providers as the rest of D³. They may use information only to provide services to us.
• Within your organization: if your account is part of a company account, information, including Spec Documents and Spec Reader Reports, may be visible to authorized users or administrators of that account.
• Legal and safety: when required by law or legal process, or to protect the rights, property, or safety of us, our users, or others.
• Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.
• With your consent or at your direction. Spec Reader does not send Quote Requests to suppliers or anyone else. If you choose to send a Quote Request sheet, you send it yourself.

6. Data Retention

We keep personal information for as long as your account is active or as needed to provide the Services, and afterward as reasonably necessary to comply with legal obligations, resolve disputes, and enforce agreements. You may request deletion of your account and project data as described below. Upon account closure, we delete account and project data within 99 days, except as required by law.

Spec Reader. Spec Reader keeps only the work you save. Saved Spec Documents, Spec Reader Reports, and Quote Requests, and the extracted text that belongs to them, are stored on our systems and infrastructure. They are kept while your account is active until you delete them, subject to reasonable storage limits that we may set with notice to you. Work you do not save is not kept; it is discarded when your session ends. You may delete an individual Spec Reader review, including its uploads, Report, and Quote Request, at any time. When your account is closed, any saved items that remain are deleted within 99 days, as stated above. Deleted items may remain in backups for up to 30 days before they are purged. Text sent to xAI is subject to xAI’s retention described in Section 3.

Chat Assistant. Transcripts, and names and email addresses captured through the chat, are kept as described in Section 3A.

7. Security

We use reasonable administrative, technical, and physical safeguards designed to protect information, such as encryption in transit and access controls. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please keep your login credentials confidential.

8. Your Choices and Rights

You may update your account information, opt out of marketing emails using the unsubscribe link or by contacting us, and adjust cookie settings in your browser. Depending on where you live, you may have additional rights described below. You may also ask us to delete your Chat Assistant transcripts and any name or email address you gave in the chat. To make a request, contact us at admin@roof.education. We will verify your identity before responding and will not discriminate against you for exercising your rights. You may use an authorized agent where permitted by law.

California Residents (CCPA/CPRA)

If the California Consumer Privacy Act, as amended by the CPRA, applies, California residents have the right to: (1) know the categories and specific pieces of personal information we collect, the sources, purposes, and categories of recipients; (2) delete personal information; (3) correct inaccurate personal information; (4) opt out of the “sale” or “sharing” of personal information (we do not sell or share personal information as those terms are defined); (5) limit use of sensitive personal information (we do not use sensitive personal information for purposes requiring this right); and (6) not be discriminated against for exercising these rights.

In the past 12 months we have collected the following categories: identifiers (e.g., name, email, IP address); commercial information (e.g., purchases, licenses); professional or employment-related information (e.g., company, job title); internet or network activity (e.g., usage and log data); and any personal information contained in business data or files you provide, including Spec Documents; and Chat Assistant transcripts. Sources and purposes are described in Sections 1 and 2; recipients are described in Section 5.

Virginia Residents (VCDPA)

If the Virginia Consumer Data Protection Act applies, Virginia residents have the right to: (1) confirm whether we process their personal data and access it; (2) correct inaccuracies; (3) delete personal data; (4) obtain a portable copy of personal data they provided; and (5) opt out of targeted advertising, the sale of personal data, and profiling in furtherance of decisions that produce legal or similarly significant effects. We do not sell personal data, use it for targeted advertising, or engage in such profiling. We will respond within 45 days (extendable as permitted by law). If we decline your request, you may appeal by emailing admin@roof.education with the subject line “Privacy Appeal.” If your appeal is denied, you may contact the Virginia Attorney General.

Residents of other states with comparable privacy laws may have similar rights and may contact us to exercise them.

9. Children’s Privacy

The Services are intended for business use and are not directed to children. We do not knowingly collect personal information from children under 13, and we do not knowingly sell or share personal information of consumers under 16. If you believe a child has provided us personal information, contact us and we will delete it.

10. International Users

The Services are operated from the United States and intended for users in the United States. If you access the Services from elsewhere, your information will be transferred to, stored, and processed in the United States and other countries where our service providers operate, which may have different data protection laws than your country.

11. Third-Party Links and Services

The Services may link to third-party websites or platforms (such as course-hosting platforms). We are not responsible for their privacy practices; please review their policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version with a new “Last Updated” date and, for material changes, provide additional notice (such as by email or in-app notice) where appropriate.

13. Contact Us

Roof dot Education, LLC
Email (privacy requests and legal notices): admin@roof.education
Website: www.roof.education