Privacy Policy

Welcome to CowboyQuote. This Privacy Policy explains how BuckarooBytes LLC (“we,” “our,” or “us”) collects, uses, stores, and shares information when you use the CowboyQuote website, applications, and related services (collectively, the “Service”).

Landscaping businesses use CowboyQuote to manage their own customer relationships. If you submit information to a business through a quote, inquiry form, or booking page, that business also receives and uses your information. Contact it about its own services and privacy practices.

1. Information We Collect

1.1 Information You Provide

• Account and business information, such as names, email addresses, phone numbers, and business addresses.
• Quote templates, prices, service descriptions, quote acceptance information, and related customer records.
• Customer contact information, property addresses, inquiry answers, requested services, and appointment preferences.
• Communications, uploaded materials, and information provided to support or optional AI-assisted features.
• Subscription and billing information associated with your purchase. Payment providers process payment details under their own policies.

1.2 Information Collected Through Use

Depending on how you use the Service, we may collect device and browser information, IP addresses, usage and access logs, quote viewing activity, cookies or similar technologies, and location information when permitted. Property addresses may be geocoded into coordinates to support location-based features.

1.3 Connected-Service Information

When you authorize an integration, we receive the information needed for its enabled features. Google-connected data is described in Section 3. Other integrations may involve business records, inquiry information, delivery status, and external reference identifiers.

2. How We Use Information

• Provide and maintain CowboyQuote, manage accounts, and administer subscriptions.
• Create, display, deliver, and manage quotes and customer records.
• Process inquiries, check appointment availability, and manage bookings.
• Support customer communications, authorized integrations, and transactional notifications.
• Provide optional AI-assisted drafts, classifications, summaries, and answers.
• Understand and improve the Service, provide support, protect security, prevent fraud, and comply with law.

Google-connected data is subject to the specific purposes and restrictions below; general statements elsewhere in this Policy do not expand its permitted use.

3. Google-Connected Accounts and OAuth

3.1 Your Consent and Connected Identity

Google connections use OAuth, Google’s authorization process. You choose whether to grant the permissions shown by Google. CowboyQuote receives your connected account’s verified email identity, granted permission scopes, and access and refresh tokens needed to maintain the connection. We do not receive your Google password through this process.

These credentials allow enabled background synchronization and booking operations while authorization remains valid. Access can expire or be revoked, and reconnection may be required.

3.2 Google Calendar Access and Use

When Calendar booking is enabled, CowboyQuote accesses calendar names, identifiers, time zones, and access roles so you can choose calendars. It checks free/busy periods and relevant event metadata, including event times, status, transparency, event type, and CowboyQuote ownership markers, to evaluate availability and scheduling conflicts.

CowboyQuote creates and manages its appointment events in the selected destination calendar. Booking, rescheduling, and cancellation may create, replace, or remove these events. Their details may include customer name, phone, email, property address, requested services, budget answers, and other submitted form answers. People with access to that calendar may be able to see those details.

We store calendar selections, connected account identity, appointment details, event identifiers, and operational status needed to support scheduling and recovery. Availability checks do not require importing the contents of every event into customer history.

The assigned salesperson’s verified connected Google email is used as the recipient for appointment notifications where that workflow is enabled. Customer confirmations go to the customer’s submitted email address. Notifications may be delivered through Resend or the configured company email provider; receiving a notification does not mean CowboyQuote sends from the salesperson’s Gmail account.

3.3 Gmail History and Company Sending

User-level team Gmail connections request read-only Gmail access for customer communication history. This permission permits reading mailbox messages; CowboyQuote’s team-history workflow checks relevant inbound and sent messages and retains safely linked customer communications, rather than importing unrelated team mailbox messages into customer history.

Accessed information may include sender and recipient addresses, subjects, timestamps, message and thread identifiers, reply headers, snippets, and message text. Stored customer communication records may include message content or previews, customer links, delivery history, and deduplication metadata. Relevant historical messages may also be synchronized.

The read-only team connection does not send email, create Gmail drafts, delete messages, or change read/unread status. A separate company Gmail connection supports the company inbox and may send approved communications when an authorized user grants Gmail sending permission. Company inbox processing may review unmatched messages to determine whether they are customer-related.

Imported communications become business records available to authorized users within the connected CowboyQuote company, according to application access controls.

3.4 Optional AI Processing

When enabled, CowboyQuote’s AI-assisted features may send relevant email text, previews, customer communication history, chat input, and associated business context to OpenAI to classify messages or generate requested drafts, summaries, and answers. Not every connected message is sent to AI, and connecting Calendar does not itself authorize sending all calendar contents to an AI provider.

AI processing is limited to the enabled user-facing feature. Review generated output before relying on it or approving an action.

3.5 Google Data Use Restrictions

CowboyQuote’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy and applicable Google Workspace user data and developer policy , including Limited Use requirements.

We limit Google data use to disclosed user-facing features. We do not sell Google data or use it for advertising or credit decisions. Transfers are limited to consented feature delivery, security, legal requirements, or a business transaction with explicit prior user consent. Staff and contractors may read Google data only with specific affirmative permission, for necessary security or legal purposes, or as permitted aggregated and anonymized internal information.

3.6 Disconnecting and Revoking Access

Use the available integration controls to pause history synchronization, disable Calendar booking, or disconnect the relevant account. Fully disconnecting the user-level Google connection disables its Calendar access and Gmail history connection and clears stored authorization tokens for that connection.

You can separately review or revoke CowboyQuote’s Google authorization at Google Account third-party connections . Disconnecting in CowboyQuote does not necessarily revoke Google’s grant. Revoking access stops future access under that grant, but does not automatically delete records already imported into CowboyQuote, remove existing calendar events, or cancel your subscription. Contact us about deletion of retained information.

4. Information Sharing and Disclosure

We may share information with:

• The landscaping business receiving your inquiry, quote acceptance, or booking, and its authorized CowboyQuote users.
• Providers supporting hosting, payment processing, transactional email, and enabled AI features.
• Connected services you or an authorized business user enable. For example, configured Service Autopilot delivery may receive mapped customer and inquiry fields, while Google Calendar receives appointment details and Resend receives recipients and message content needed for delivery.
• Authorities or other parties when legally required or necessary to address security, fraud, or legal claims.
• Parties involved in a merger, acquisition, or asset transfer, subject to applicable law and the additional Google-data restrictions above.

We share information for the applicable purpose, rather than granting every provider access to every connected account. External services also handle information under their own policies.

5. Data Security

We use safeguards intended to protect information, including authentication, company-scoped access controls, and encryption of stored Google OAuth access and refresh tokens. Token encryption does not mean every stored customer record or email body is individually encrypted by the application.

No method of transmission or storage is completely secure. Protect your account credentials and connect only accounts and calendars you are authorized to use.

6. Retention, Rights, and Choices

We retain information as needed to provide the Service and maintain relevant business records, resolve disputes, protect security, and meet legal obligations. Disconnecting an integration and requesting deletion are separate actions.

Depending on applicable law, you may request access, correction, deletion, or a copy of your personal information, or object to or restrict certain processing. Contact privacy@cowboyquote.com to make a request. We may need to verify your identity and authority, and legal or business-record requirements may limit what can be deleted.

If a landscaping business controls the relevant customer record, contact that business as well. You may manage available integration preferences, revoke Google access, control device location permissions, and opt out of marketing communications where offered. These requests do not automatically remove information held independently by Google, a landscaping business, or another provider.

7. Cookies and Similar Technologies

We may use cookies and similar technologies to maintain sessions and preferences, understand Service usage, and support available features. You can control cookies through your browser settings. Disabling them may affect functionality.

8. Children’s Privacy

Our Service is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided personal information, please contact us.

9. International Processing

Information may be processed in countries other than where you live, including where our providers operate. Those countries may have different data protection laws. Where applicable law requires safeguards for a transfer, we will use the required safeguards.

10. Changes to This Policy

We may update this Policy and will post the revised version with a new “Last Updated” date. We will provide additional notice or request consent when required, including before using Google-connected data for a new purpose that requires renewed consent.

11. Contact Us

For questions about this Policy, connected Google data, or privacy requests, contact: