This policy explains what information Sholar Solutions LLC collects when you use Toferon, how we use it, and the choices you have.
1. Information we collect
- Account information — your name, email address, and password (stored as a strong one-way hash, never in plain text).
- Workspace data — the business records you and your team store: clients, quotes, invoices, jobs, payments, and settings, including your logo and brand color. This includes job photos your team uploads, time-clock and mileage records, and materials or expenses logged against jobs.
- Public business profile — the tagline, description, website, social links (and links to its other pages, such as review and map listings) and photos a workspace owner chooses to publish on the workspace’s public page, and a link card for that website (its title, description and share picture, read from the website itself, copied here and checked daily), together with the business mailing address, phone and email from Settings. These are public by design: anyone can read them and search engines may index them. Published photos are resized and re-encoded before they are stored, so camera and location data is removed from them. The owner can edit or remove any of it at any time.
- Location data — only when a signed-in team member chooses to use it: tapping “use my location” or building a route for verified mileage sends the device’s coordinates to compute an address or road distance, and the confirmed addresses and coordinates of a trip are stored as part of that mileage record. Toferon never collects location in the background.
- Property access notes — customers (or staff) may record how a crew should access a property (for example gate codes). These are visible only to the workspace serving that customer, and the customer can update or clear their own note from the portal at any time.
- Customer portal access — your customers sign in with a single-use 6-digit code emailed to them, which works only on the device that asked for it; we store their email address and the records you keep about them on your behalf.
- Operational logs — security-relevant events (sign-ins, invitations, changes to money records) kept as an audit trail for your workspace.
- Device and network information — for each signed-in session we keep the IP address and browser (user agent) it came from, so you can see where your account is signed in (Your account → Where you're signed in) and sign out a device you don't recognise. Sessions expire, and we keep at most the twenty most recent per person.
2. How we use it
We use this information solely to operate Toferon: authenticating you, running your workflows, sending the emails you trigger (quotes, invoices, sign-in codes), and keeping the service secure. We do not sell personal information, and we do not use your workspace data for advertising.
3. Cookies
Toferon uses only essential cookies: a session cookie to keep you signed in and a preference cookie for your light/dark theme. There are no third-party advertising or tracking cookies. Our public pages (not your workspace) count visits with a privacy-friendly, cookie-free analytics tool we host ourselves; it stores no personal data.
4. Service providers
- Email delivery — transactional emails are delivered by Resend.
- Payments — online payments run through your own Stripe account, and Toferon subscriptions run through ours; card details go directly to Stripe and never touch our servers.
- Text messages — optional service texts (“on my way”, and where the business has them on, a day-before visit reminder, an overdue-invoice reminder and a portal sign-in code) are delivered by Twilio; the customer’s mobile number and the message content are shared with Twilio to send them, and a customer’s C or R reply to a reminder is recorded on the visit.
- Maps & routing — address suggestions and route distances are computed by a geocoding provider (Mapbox, or OpenStreetMap-based services); only the addresses or coordinates being looked up are sent — never names or other records.
- AI drafting — when you use an AI-drafting feature, the text you submit is processed by Anthropic to generate the draft; it is not used to train their models.
- Topher, the workspace assistant — on plans that include it, a team member can ask Topher about the workspace's own schedule, invoices and customers, or paste a customer's message and have it draft a customer record, a quote or a visit. The question, a pasted message and the records it looks up to answer (only those the person asking could already see in the workspace) are processed by Anthropic and are not used to train their models; the answer and any draft are kept in the workspace for 90 days. A draft is only a preview: nothing is created, sent or booked until the person confirms it. The workspace owner can turn the assistant off for everyone under Settings, and anyone can hide it for themselves under Your account; off means nothing is sent.
- AI-assisted support — when we investigate a support request or a problem with your workspace, our support staff may use an AI assistant (Anthropic) that reads limited account information such as your plan, the status and amounts of quotes, invoices and jobs, delivery status of emails and recent activity. Your customers' names, email addresses and phone numbers are masked in what it reads, except one our staff specifically asks about (for example, an address an email failed to reach). The assistant cannot change your data or contact anyone, and under Anthropic's commercial terms what it is sent is not used to train their models. The same assistant also writes our staff a daily operations summary and a short explanation of each operational alert; those use workspace names, plan status, delivery and activity counts and alert text with personal details masked, never your customers' records, under the same terms.
- Password breach check — when you set or change a password we check it against Have I Been Pwned's Pwned Passwords service using k-anonymity: only the first five characters of a one-way hash of the password leave our servers, never the password itself, and a password found in a known breach is refused.
- Network & security — all traffic to Toferon passes through Cloudflare, which provides the encrypted (HTTPS) connection and protection against attacks; it handles the requests in transit and does not keep your records.
- Hosting — the service and its database run on Amazon Web Services (AWS) in the United States; data is encrypted at rest and in transit, and backups are encrypted and stored off-site.
5. Text messaging (SMS)
Toferon sends service-related texts on behalf of the businesses that use it — an “on my way” notice when a technician is heading to an appointment, and where the business has switched them on, a reminder the day before a visit (answerable with C or R), a reminder when an invoice is past due, and a one-time sign-in code for the customer portal — only to customers who agreed to receive them, by ticking the optional SMS box on a business’s request form or by saying yes when a business asked while booking. Each text names the business and Toferon. The full program is described at /sms.
- No sharing for marketing. Mobile numbers and text-messaging consent are never sold or shared with third parties or affiliates for their own marketing purposes. Numbers are shared only with our SMS delivery provider (Twilio), solely to deliver the message.
- Message frequency varies with your service appointments — typically one text per scheduled visit.
- Message and data rates may apply, depending on your mobile carrier and plan.
- Opting out — reply STOP to any text to stop receiving messages, or HELP for help. You can also ask the business serving you to remove your number.
The full messaging program — including how consent is collected — is documented at toferon.com/sms.
6. Data isolation and security
Every workspace’s data is isolated by tenant at the application layer and enforced again at the database with row-level security. Passwords are hashed with Argon2, secrets are encrypted at rest, and sign-in codes are single-use, work only on the device that asked for them, and expire quickly.
7. Retention and deletion
We keep your data for as long as your workspace is active. Workspace owners can download a complete export (clients, services, quotes, invoices, payments, jobs, recurring schedules, time entries, mileage, expenses, and a list of uploaded photos) from Settings → Your data and delete the workspace themselves at any time from Settings → Danger zone. A deleted workspace is hidden immediately and can be restored on request for 30 days; after that it is permanently erased from the live system, including the accounts of team members who belonged to no other workspace. Copies in encrypted backups age out within 30 days after that. Questions or recovery requests: support@toferon.com.
8. Your customers’ rights
For the customer records a business stores in its workspace, that business is the data controller and Sholar Solutions LLC is a processor acting on its instructions. If you are a customer of a business that uses Toferon, direct requests about your data to that business; it can erase your personal details from its workspace directly (the amounts on its quotes and invoices stay, as its records require), and we will support it in fulfilling any other request. Team members can delete their own account at any time from Your account; their name and email are erased and the work they recorded stays with the business, unattributed.
9. Changes
We will update this policy as the service evolves and notify workspace owners of material changes. Questions are always welcome at support@toferon.com.