Privacy Policy

CH Software LLC · RTUMap · Effective October 1, 2026

1. Who We Are and Scope

This Privacy Policy explains how CH Software LLC, the provider of RTUMap ("RTUMap", "we", "us"), collects, uses and shares information when you visit rtumap.com or use the RTUMap application (the "Service"). The Service is sold to businesses in the United States. Capitalized terms not defined here have the meaning in our Terms and Conditions.

For account administration, billing, website operation, security, and our own business communications, CH Software LLC generally determines the purposes and means of processing. When we process personal information in a business customer's uploaded or generated content on its behalf, we act under that customer's instructions and any applicable data processing agreement, except where we process information for our own lawful purposes described in this Policy. A person's rights and our role depend on the processing activity and applicable law. If your request concerns information controlled by your employer or another customer organization, contact that organization; we will assist or route the request where appropriate.

2. Information We Collect

• Account and contact information: name, business name, job title, email, phone number, business address and login credentials.
• Billing information: payment card details are collected and stored by our payment processor, Stripe. We receive limited details such as card type, last four digits, expiration date and billing address.
• Content you upload or create: photos of equipment and nameplates, building names and addresses, roof locations, equipment lists and specifications, notes, preventive maintenance agreement details, pricing and proposals.
• Location data: building addresses you enter and, if you allow it on your device, device location used to place equipment on a map. Photos may contain embedded location and time data.
• Usage and device data: pages and features used, actions taken, IP address, browser and device type, operating system, and log and diagnostic data.
• Cookies and similar technologies: described in Section 6.
• Communications: emails, chat messages and support requests you send us.

Location linked to an identifiable person is treated as personal information where applicable law requires. Device permissions can be changed in device settings. We use precise device location only to place buildings and equipment on a map when a user chooses that feature, retain it as part of the related record for the period described in Section 7, and disclose it only to the service providers described in Section 5 for that purpose. A building address or equipment location is not necessarily a person's location, but may become personal information when linked to an individual.

3. How We Use Information

• provide, operate, maintain and secure the Service;
• process nameplate photos and generate equipment records, roof maps and proposals;
• create and manage accounts, process payments and send receipts and service notices;
• provide customer support and respond to requests;
• analyze usage, diagnose problems, maintain and improve the Service, and develop features using service-operational information and aggregated or de-identified information as described below. Customer content is processed for the purposes permitted by our agreement with the customer, which include our own business purposes described in Section 4;
• send commercial marketing emails to business contacts, separately from transactional and service messages; each marketing email includes our postal address and an unsubscribe method, and we honor opt-outs;
• detect and prevent fraud, abuse and security incidents, and comply with law.

4. Customer Content

Customers and their licensors retain their rights in submitted content. Ownership and permitted use of customer-specific outputs are addressed in the Terms. We process content to provide, support, secure, and maintain the Service and as otherwise permitted by our agreement with the customer and applicable law. This may include transmitting relevant images or fields to contracted AI or mapping providers to perform a requested feature. Under our Terms, customers also grant us a license to use their content and outputs, including in identifiable form, for our own business purposes, such as product development, analytics, benchmarking, data products and the development and training of software and models, to the extent the law allows. This content is mostly business information about buildings, equipment, maintenance and pricing. Where it contains personal information, we handle that personal information as described in this Policy and applicable law, and we do not sell it. We do not claim ownership of personal information as a basis to disregard privacy rights.

We may also create and use aggregated or de-identified information where allowed by applicable law and our customer agreements. Where information has been de-identified so that it no longer identifies a person, we do not attempt to re-identify that person and require applicable restrictions on recipients. Providers processing photos for an immediate requested result are subject to the applicable contractual restrictions.

5. How We Share Information

We do not sell personal information or share it for cross-context behavioral advertising, and we do not process personal information for targeted advertising as those terms are defined by applicable state privacy laws.

We share information with:

• Contracted service providers for payments, hosting and storage, mapping, AI feature processing, support, and email delivery, to the extent needed for their service and subject to applicable use restrictions. Some payment or other providers may separately process information for their own legal or business purposes as described in their notices.
• Your account administrators and other users to whom your organization grants access, according to the Service's actual permission settings.
• Professional advisors such as lawyers, accountants and insurers.
• Authorities when required by law, subpoena or court order, or to protect rights, safety and security.
• Parties involved in a proposed or completed merger, acquisition, financing, reorganization, or sale of the relevant business or assets, subject to appropriate confidentiality safeguards and applicable law.

We may share, publish or license business information about buildings, equipment, maintenance and pricing, and aggregated or de-identified information, as described in Section 4.

6. Cookies and Similar Technologies

We use necessary technologies for functions such as authentication, security, and preferences, and, where used, analytics technologies that measure how the website and Service are used. You can control cookies through your browser settings, which may affect Service functionality. Legacy Do Not Track signals are distinct from legally recognized opt-out preference signals. Where applicable law requires us to act on an opt-out preference signal, including Global Privacy Control, we do so for the covered processing. We will not treat a setting that only blocks browser cookies as a substitute for a required sale, sharing, or targeted-advertising opt-out.

7. Data Retention

We retain personal information for the time reasonably necessary for the purposes described in this Policy, including providing the Service, maintaining required business records, security, dispute resolution, and legal obligations. Our retention decisions consider the information's sensitivity, the reason for collection, account status, legal requirements, and whether a less identifying form will meet the purpose. Customer content processed on a customer's behalf follows the Terms and applicable DPA, including the agreed export period and deletion of active and backup copies. Restricted legal or security copies may be retained only for the applicable purpose and period. Aggregated or de-identified information meeting the applicable requirements may be retained longer. Business information that is not personal information may be retained for as long as the Terms allow. We do not retain personal information indefinitely solely because it originated in Roof Map Data.

8. Security

We use reasonable administrative, technical and physical safeguards, including encryption in transit, access controls and individual user accounts. No system is completely secure, and we cannot guarantee security. You are responsible for keeping your password confidential. We notify affected customers, individuals, and authorities of covered security incidents as required by applicable law and applicable data processing agreements. Where we process data on a customer's behalf, we coordinate with that customer consistent with those obligations.

9. Your Choices and US State Privacy Rights

You can update account information in the Service, and unsubscribe from marketing emails using the link in any message. Depending on where you live and whether the law of that state applies to us, you may have the right to request access to, correction of, deletion of, or a copy of your personal information, and to opt out of targeted advertising, sale of personal information or certain profiling.

To request applicable privacy rights, email support@rtumap.com. You do not need to create an account or have an RTUMap login to submit a request. We may seek information reasonably needed to verify a request where verification is appropriate or required; we will not require verification for an opt-out where applicable law prohibits it. Authorized agents may submit requests where permitted by law, subject to applicable proof of authority. We respond within applicable legal time limits and explain a permitted extension or denial. Where an appeal right applies, reply to the decision with "Privacy Appeal" to support@rtumap.com. We will provide the result and information about contacting the relevant regulator as required. We will not unlawfully discriminate for exercising privacy rights. Requests concerning data we process for a business customer may be directed to that customer, with our assistance as required.

California residents may request information about disclosures of personal information to third parties for their direct marketing; we make no such disclosures.

10. Children

The Service is intended for business users age 18 and older and is not directed to children. We do not knowingly permit children to create accounts. If you believe a child has supplied personal information, contact support@rtumap.com so we can investigate and take appropriate action, including deletion where required by law. Business customers must avoid including children's information in uploaded content unless separately authorized under an appropriate agreement and law.

11. Where We Process Information

The Service is offered to businesses located in the United States. We and our service providers process information in the United States and in other countries where we, our service providers or our contractors operate. Customer eligibility does not necessarily mean all support access and processing occur in the same country. If information is transferred across borders, we apply safeguards required by applicable law. We do not currently offer the Service for use outside the United States unless separately agreed.

12. Third-Party Links and Services

The Service may link to or embed third-party services, such as maps and payment pages. Their privacy practices are governed by their own policies. This does not remove our obligations for service providers processing information on our behalf.

13. Changes to This Policy

We may update this Policy. We will post the new version at rtumap.com with a new effective date and, for material changes, notify account holders by email. We will obtain any additional consent required by law before using previously collected personal information for a materially different purpose that requires that consent. Updating this Policy alone does not override a customer agreement or an applicable DPA.

14. Contact

CH Software LLC, 1901 N. Akard Street, Dallas, TX 75201. Privacy and support: support@rtumap.com. General: info@rtumap.com.