Effective: August 2026
Uploaded files — work-order PDFs and, if you use it, the order-history export you import as your material price book — are processed entirely in memory on our server and handed straight back to you. We do not store, log, index, or review your documents, your pricing, or the generated workbooks. Once the response is sent, the data is gone from our systems.
If you import an order history, what we read from it (item names, the price you paid, and the supplier) is returned to your browser and kept in your own device's local storage. If you are signed in to an account, a copy is also saved to your account so the same price book is there on your other devices — that copy stays on our server until you delete it. If you are not signed in, it is sent to us only at the moment you build a workbook and is discarded as soon as that workbook is built. We never sell it, never share it with any third party, and never use it to build any kind of shared or aggregate pricing data. It is your purchasing history and your negotiated pricing. The “Remove it from this device” button clears this device's copy; to remove the copy held with your account, use Delete my account and data.
For a work order whose layout we recognize — including Invitation Homes — the entire process happens on our own server and the document text never leaves it.
If your work order is in a layout we don't yet recognize, we can read it automatically. That sends the text of that document to Anthropic (the maker of the Claude AI model), which processes it under its commercial terms and is contractually barred from training its models on it.
This never happens unless you ask for it, per upload. The box is unticked by default. If you don't tick it, an unrecognized work order is declined and nothing is transmitted — we would rather refuse a conversion than send a document you did not intend to send.
Why we are careful about this: a work order belongs to the property owner who issued it, not to the contractor who received it. Your agreement with that owner, not us, decides whether you may share it with a service provider. That is your call to make, which is why we ask rather than assume. If your agreement does not allow it, switch automatic reading off for your whole account under Your account and no upload can transmit, whatever gets ticked on a form.
Your order history is handled differently and more carefully. If our own reader can’t work out which column is which, we ask the same service to identify the columns — but we send it only your file’s column headings and a description of each column’s shape (“this column holds money”, “this one holds dates”). The cell values are stripped out before the request is built, so no item, SKU, supplier or price you paid is transmitted. We do not send documents anywhere else, and recognized formats are never transmitted off our server. If you would rather no document ever leave our server, use only the supported formats listed on the home page, or ask us to add yours.
License records: your license key, Stripe customer and subscription identifiers, subscription status, and usage counts.
If you create an account and sign in, we also store the jobs you save: the property address, the line items, your rates, and the costs and hours you enter as you work — that is what makes a job open on the truck and the office computer both. Your email address is held for sign-in. You can take all of it with you (Export everything) or remove it (Delete my account and data) at any time, from the home page.
You can use SubCost without an account. Signed out, nothing in this section beyond the license record exists, and jobs never leave your device.
Payments are processed by Stripe. Your name, email, and payment details live with Stripe, not with us.
No advertising trackers. Your own browser's local storage holds your license key, any jobs you chose to "work on here" (including the costs and notes you type in the field), and your imported material price book. All of it stays on your device and can be cleared from the page it belongs to. Basic server logs (IP, timestamp, endpoint, status) exist for security and are rotated; they never contain document contents or your prices.
Want your license record deleted or have any privacy question? Email hello@clevrdata.ai.