Effective July 29, 2026
Scope of This Policy
This Privacy Policy (“Policy”) describes how Flat Roof LLC (“Flat Roof,” “we,” “us,” or “our”) collects, uses, shares, retains, and protects personal information when you interact with us through flatroofllc.com (the “Site”), by telephone, by SMS text message, or by email. This Policy is intended to provide clear notice of our privacy practices and the choices available to you.
This Policy governs personal information collected by Flat Roof through any channel, including the Site, telephone calls, SMS text messages, and email correspondence. Our handling of that information is intended to comply with the Telephone Consumer Protection Act (TCPA), the Controlling the Assault of Non-Solicited Pornography and Marketing Act (CAN-SPAM), and the privacy laws of the States of Washington and Oregon in which we operate.
Information We Collect
We collect information you provide directly to us and information generated through your use of our services. Categories of information we may collect include:
- Contact information, such as your name, mailing or property address, telephone number, email address, preferred contact method, and preferred contact time.
- Service information, such as the property address, property type, roof type, requested service, urgency, project description, photographs you submit outside the current Site form, and other details necessary to assess, schedule, perform, or invoice services.
- Communication records, including the content and metadata of your calls, text messages, emails, and Site submissions with us.
- Consent records, including the date, method, and scope of any consent you provide to receive communications from us.
- Technical and security information, such as IP address, browser or device information, timestamps, security-verification results, and pseudonymous records used to prevent abuse or duplicate delivery.
Flat Roof does not knowingly collect personal information from any individual under 18 years of age. If we become aware that we have inadvertently collected information from a minor, we will take reasonable steps to delete that information.
How We Use Your Information
We use the information described above to operate, maintain, and improve our services, including to: (a) respond to inquiries and provide the information, estimates, or services you request; (b) schedule, confirm, perform, and follow up on inspections and other appointments; (c) issue invoices and process payments; (d) send service-related communications, such as appointment confirmations, reminders, and project updates; (e) send marketing communications where you have separately consented to receive them; (f) maintain business records and improve the quality of our services; and (g) comply with applicable legal obligations. Flat Roof does not sell or rent personal information to unaffiliated third parties for their own marketing purposes.
The current Site assessment form requests operational follow-up by phone or email. Submitting that form does not, by itself, provide consent for marketing or SMS communications. At initial launch, completed Site requests are routed by transactional email to contact@flatroofllc.com; the form is not connected to Pipedrive or another customer-relationship management platform.
Cookies, Local Storage, and Similar Technologies
The Site may use cookies, local storage, session storage, and similar browser technologies to operate the Site, preserve necessary state, protect forms, and improve reliability. The current assessment form does not store the personal details typed into the form for use on a later visit. When a submission is attempted, session storage may temporarily retain a random request identifier, a one-way digest of the form values, and an expiration time for up to approximately 23 hours so that a retry does not create a duplicate request. That record is cleared after a successful submission and normally disappears when the browser session ends.
The Site may link to third-party map or address services, such as Google Maps, that process information under their own terms and privacy policies if you choose to open or use them. Flat Roof does not currently use advertising cookies on the Site.
Data Retention and Deletion
We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, unless a longer retention period is required or permitted by law. Retention periods vary depending on the type of information, the nature of our relationship with you, the services requested or performed, warranty and service-history needs, tax, accounting, licensing, and other legal obligations, dispute resolution, fraud prevention, security, and operational recordkeeping. When information is no longer reasonably necessary for these purposes, we will delete, deidentify, or archive it in accordance with our recordkeeping practices and applicable law.
The Site application does not intentionally write completed assessment-form contents to its own database, application logs, or Upstash Redis. Short-lived rate-limit records use pseudonymous keyed identifiers and expire after approximately 10 minutes. Duplicate-prevention records contain keyed hashes and delivery state—not form contents—and expire no later than seven days after the first submission attempt. Resend and the authorized Flat Roof mailbox may retain transactional messages according to account settings, provider practices, and applicable business or legal recordkeeping needs.
You may request deletion of personal information we hold about you by contacting us at contact@flatroofllc.com. We will act on verified deletion requests within a reasonable timeframe, except where retention is required or permitted by law or necessary for legitimate business recordkeeping.
Security Measures
We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and destruction. These measures include encryption of data in transit (HTTPS/TLS), access controls and authentication requirements for systems that store personal information, automated-abuse protection, shared rate limiting, duplicate-delivery protection, and periodic security reviews. No system is perfectly secure, however, and we cannot guarantee the absolute security of information transmitted to or stored by us.
State Privacy Rights
Depending on your state of residence and subject to applicable legal exceptions, you may have the right to request access to or confirmation of the personal information we process about you, receive a copy of certain personal information, request correction of inaccurate or incomplete information, request deletion of your information as described in Section 6, withdraw consent where processing is based on consent, or exercise other rights provided by applicable privacy law. You may also opt out of marketing or SMS communications as described in Section 9.
To exercise privacy rights, contact us using the information in Section 12. We may need to verify your identity before completing a request. If we deny a request, you may appeal by replying to our decision or by contacting us again with “Privacy Appeal” in the subject line or message. You may also file a complaint with the appropriate regulatory authority in your state of residence.
SMS and Email Communications
If you provide your mobile telephone number to Flat Roof and separately opt in, you consent to receive SMS text messages from us related to customer care, account notifications, delivery or service notifications, and, where you have separately consented, marketing communications. Message frequency varies based on your activity with us. Message and data rates may apply. Consent to receive these messages is not a condition of any purchase. You may opt out of SMS messages at any time by replying STOP to any message from us, or by contacting us at the address in Section 12. For assistance, reply HELP. You may opt out of marketing email at any time by following the unsubscribe instructions in any marketing message or by contacting us at the address in Section 12.
Account Authentication and Security Messages
From time to time, Flat Roof or its service providers may send one-time passcodes or other authentication or security messages to verified account holders or to individuals who have otherwise consented to receive them. These messages are sent for the purpose of verifying identity or protecting account security and are not used for marketing.
Changes to This Policy
Flat Roof may update this Policy from time to time by posting the revised Policy on the Site and updating the “Effective” date above. Material changes will be communicated as required by applicable law. Your continued use of the Site or our services after a revised Policy takes effect constitutes your acceptance of the revised Policy.
Contact Us
Questions, requests, or complaints regarding this Policy or our handling of your personal information may be directed to:
Flat Roof LLC
650 NE Holladay St Ste 1600, Portland, OR 97232