Privacy Policy

Matlock One is run by Matlock Software Development of Lenoir City, Tennessee (“we”, “us”). This policy covers matlockone.com, the Matlock One app (on the web and for Windows), and the emails Matlock One sends.

About you and your team. The people who sign in to Matlock One are our customers, and we decide how that information is handled. This policy explains how.

About your customers. The customers, jobs, invoices and other records you keep in Matlock One belong to your business. You decide what goes in and how it’s used; we store and process it on your behalf and only to run Matlock One for you. If one of your customers has a question about their information, they should ask you, and we’ll help you answer it.

• Account details: each person’s name, email address and role, the business’s name and details, and settings such as your time zone. Passwords are never stored as you type them — only as a one-way scrambled form (scrypt) that can’t be turned back into the password.
• What you put in: customers, leads, jobs, schedules, estimates, invoices, payments, expenses, time, notes, files, photos and team messages.
• Your customers’ signatures: when a customer accepts an estimate online, the name they type to sign, the time, and the internet address and browser they used are kept with the estimate, with a copy of what they agreed to.
• Requests sent to you: what someone enters on your “Request service” form — their name, contact details, address, what they need and any photos — comes to you as a lead. We count requests by internet address only to stop floods.
• Accounts you connect: the passwords and keys for the email account, payment processor and QuickBooks company you link to Matlock One. These are encrypted (AES-256-GCM) and only unlocked at the moment they’re used.
• Billing: PayPal takes the payment for your plan, and we never see your card or bank details. We receive the subscription’s plan, status and payment dates.
• Time on the clock: when each team member clocks in and out, and when they start and stop work on a job. No location is recorded.
• Notification sign-ups: if you turn on notifications on a phone or browser, the address its push service gave it for them, and which browser it is. Turning them off deletes it.
• Security records: each signed-in session notes the browser and IP address it started from, kept until the session ends. IP addresses are also counted briefly to stop repeated sign-in guessing. Your workspace keeps a history of important actions — who sent an invoice, who recorded a payment — so you can see what happened.

Matlock One sets three cookies, all needed for it to work:

• one that keeps you signed in,
• one that remembers the email you last signed in with, to fill it in next time, and
• one that remembers your time zone, so times are shown on your clock.

There are no analytics, advertising or tracking cookies, and nothing that follows you to other websites.

Only to:

• run Matlock One and the features you use,
• keep accounts and data secure and stop abuse,
• take payment for your plan,
• send you the emails the service needs, such as password resets and billing notices,
• help you when you ask for support, and
• meet our legal obligations.

We don’t sell your information, use it for advertising, or use it to train AI models.

These companies run parts of Matlock One for us:

• Vercel hosts the website and the app (United States).
• Supabase stores the database and your files and photos (United States).
• PayPal takes payment for Matlock One plans.
• Hostinger delivers the emails Matlock One sends on its own behalf, such as password resets.
• GitHub hosts the Windows app’s downloads and updates; the app checks there for new versions.
• Push services (Google, Apple, Mozilla and Microsoft, depending on the browser) carry notifications to the phones and browsers that turned them on — a short line such as a job’s title or the start of a team message. It is encrypted on the way, so the push service cannot read it.

When you connect a service of your own, information goes to it to do the job you set up:

• Your email account sends the estimates, invoices and messages you send your customers.
• Your payment processor (PayPal, Stripe, Square or another) receives an invoice’s number, title and amount, your business name, and your customer’s name and email, so it can make a payment link.
• QuickBooks Online (Intuit), if you connect it, receives each of your customers’ names, company, email, phone numbers, website and addresses; your invoices, with their lines, tax and dates; the payments you receive; and the expenses you record, with who they were paid to — so your books match. What was already sent stays in QuickBooks if you disconnect it.
• Calendar apps (Google, Outlook, Apple) receive a team member’s schedule when that person subscribes to their calendar feed: each visit’s title, customer, address, crew and notes, but no amounts. Visits already copied into a calendar app stay there even after the feed is turned off.

We’ll also share information if the law requires it. If Matlock Software Development is ever sold or merged, your information would pass to the new owner under this policy’s promises.

Estimates and invoices you send include a private link, so your customer can view or pay without an account. Anyone who has the link can open that document. Each link is long and random, so it can’t be guessed.

• While your account exists, we keep your data.
• When a plan ends, nothing is deleted; the workspace locks, so you can come back to it exactly as you left it.
• To have your business’s data deleted, email lane.matlock@matlocksoftware.com from the account owner’s email address. We delete it within 30 days of confirming the request. Copies in backups are overwritten on our providers’ rolling schedule.
• Billing records may be kept for as long as tax law requires.
• The counters used to stop sign-in guessing clear themselves within hours.

Everything travels over an encrypted connection. Passwords are stored only in scrambled form, the keys to accounts you connect are encrypted, each person sees only what their role allows, and card details never reach our servers. No system is perfect; if a breach ever affects your information, we’ll tell you without undue delay.

• You can see and correct your information in Matlock One at any time.
• Reports can be downloaded as spreadsheets. For a complete copy of your business’s data, email us.
• You can ask us to delete your data, as described above.
• Team members should ask their business’s owner first, since it’s the business’s account.

We answer requests within 30 days. Some US states, such as California, give their residents further rights over personal information, and we honor them. We don’t sell personal information or share it for cross-site advertising.

Online, the Windows app opens the same account as the website, and everything above applies. If a business is kept entirely on one computer instead, its data stays on that computer and never reaches us; the app still checks GitHub for updates.

Matlock One is for businesses and isn’t meant for anyone under 18. We don’t knowingly collect information from children.

The date at the top shows the latest version. For a change that matters, we’ll email the account owner or show a notice in Matlock One before it takes effect. See also our Terms of Service.

Matlock Software Development, Lenoir City, Tennessee. lane.matlock@matlocksoftware.com