Privacy Policy

Who we are

WO Extractor is made by SyberScream, a business in Terrace, British Columbia, Canada ("we", "us"). This policy covers woextractor.com, the WO Extractor web app, the WO Extractor Android app on Google Play, and the emails we send. Questions or requests: support@woextractor.com.

What we collect, and why

• Using the app without signing in. Your business details, clients, rates, invoices, work order screenshots, receipt photos and logo are stored only in your browser on your device. We can't see them. Screenshots are read on your device.
• AI reading (optional, when signed in). The app asks before using it, and you can turn it off any time in Company & Rates → Account & sync. When it's on, each work order screenshot and receipt photo you add is sent over an encrypted connection to our AI provider, Anthropic, which reads it and returns the details (such as the WO number, times and km) to your app. We don't keep the pictures or what's read from them on our servers. We only log that a read happened, when, and its size, to apply the daily limit and track costs. Anthropic doesn't use them to train its AI and deletes them within 30 days. With AI reading off, signed out or offline, screenshots are read on your device.
• Signing in (optional). You can sign in with Google, or with your email address and a one-time code we email you. With Google, Google shares your name, email address and profile picture with us; with an email code, we get only your email address. Everything you save in the app is then also stored in your account so it can sync to your other devices and be restored if you change phones.
• The Android app. The Google Play version is the same app as the website, opened in a Chrome window on your phone, so everything on this page applies to it and it collects nothing extra. Google Play may give us overall install and crash numbers, under Google's own privacy policy.
• Pro subscriptions. Pro is bought on woextractor.com, not in the Android app. Payments are handled by Stripe. Your card details go directly to Stripe; we never see or store them. We keep your Stripe customer ID, your plan, and when it renews or ends.
• Email list. If you join our email list, we keep your email address and, if you give them, the type of work you do and your phone type, plus which page or link brought you. We use these to send you updates about WO Extractor.
• Setup service ("Have us set it up"). If you ask us to set up how a client's work orders are read, we receive the screenshots you send (up to 4), whose work orders they are, your notes, your account email, and your name, phone number and business name if you give them. The screenshots are stored privately and only we see them. We use them only to build your setup, and delete them when the setup is delivered, when the request is cancelled, when you delete your account, or after 14 days if it isn't paid. Payment is handled by Stripe; we keep the amount and whether it's paid.
• Company hub. If you set up a company hub, we store your company's name, billing details, rates, invoice requirements and announcement, and the names and email addresses you add to your team list. Techs who join your team get your details, rates, parts lists and announcement in their app. You see whether each person has joined and the last day their app checked in, and nothing else: never their invoices, clients or earnings. A tech can leave a team at any time, and you can remove people.
• Company parts lists. If you build a parts list in the company hub, we store its name, your company name and the parts in it (names, part numbers, types and prices) in your account. Anyone you give the list's link to can see that list, so share it only with your team. You can make a new link or delete the list at any time. Barcode scanning uses your camera only while the scanner is open, and the images stay on your device.
• Feedback. When you send feedback we receive your message, the email address you enter (if any), your account email if you're signed in, the app screen you were on, the app version, and your device and browser type and screen size. Never your invoices or client details.
• Basic technical information. Like any website, our hosting and content providers receive your IP address and browser details when pages and files load.

Information about your clients

Work orders, invoices and receipts can include details about your clients and their sites. You decide what goes into the app, and you're responsible for having the right to use that information. We only store and process it to provide the app to you, and we don't use it for anything else.

How we use it

• To run the app: saving, syncing and restoring your data, and checking your plan.
• To process Pro subscriptions and setup service payments, and send receipts (through Stripe).
• To deliver the setup service you asked for.
• To email you: sign-in codes when you ask for one, a welcome email when you join the list, and updates about WO Extractor. Every list email has an unsubscribe link.
• To answer your feedback and support requests, and to fix problems.

We don't sell or rent your information, we don't use it for advertising, and we don't use analytics or tracking cookies.

Services we use

These providers process information for us, only to run WO Extractor:

• Supabase: accounts and sign-in, synced data and photos, company hubs and parts lists, setup requests and their screenshots, the email list and feedback.
• Anthropic: reading screenshots and receipt photos, only if you turn on AI reading.
• Google: sign-in, and Google Play for the Android app.
• Stripe: payments for Pro and the setup service.
• Resend: sending emails, including sign-in codes.
• Cloudflare: hosting the website and app.
• Google Fonts, jsDelivr and cdnjs: fonts and code libraries the pages load.

Some of these providers store or process information outside Canada, including in the United States, where it may be subject to local law.

Where it's stored, and for how long

• Data in your browser stays until you delete it, clear your browser data, or remove the app.
• Account data stays until you delete your account.
• The AI reading log (when each read happened and its size, never the pictures) stays until you delete your account.
• Email list details stay until you unsubscribe and ask us to delete them, or until we no longer need them.
• Setup service screenshots are deleted as described above. The request itself (contact details, notes, amount) is kept with our business records.
• Parts lists, company details and team lists stay until you delete them or your account. What your techs already got in their app (the client and parts) stays in their app.
• Feedback is kept while it's useful for improving the app.
• Payment and subscription records are kept as long as the law requires for tax and accounting.

Your choices and rights

• Download your data anytime: Company & Rates → Backup & restore → Download backup.
• Delete your account in the app: Company & Rates → Account & sync → Delete my account. This removes your account, synced records and photos. If you have Pro, cancel it first. Full steps, and how to ask us instead: Delete your account.
• Unsubscribe from emails with the link in any email.
• Ask us to see, correct or delete the information we hold about you by emailing support@woextractor.com. We'll respond within 30 days.

If you're not satisfied with our answer, you can contact the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada.

Security

Connections to WO Extractor are encrypted. Each account can only reach its own data, and your photos are stored privately. No system is perfectly secure, so please keep the Google or email account you sign in with protected and download a backup now and then.

Children

WO Extractor is a business tool for adults and isn't meant for anyone under 18. We don't knowingly collect information from children.

Changes

If we change this policy, we'll update the date at the top. If a change is significant, we'll let signed-in users and the email list know before it takes effect.