Estima CRM is operated by Estima-CRM LLC, an Illinois limited liability company ("Estima," "we," "us"). This policy covers this website (estimacrm.com) and the Estima service (app.estimacrm.com). The short version: we collect what we need to run a CRM for your business, we don't run ad trackers, and we never sell personal information.
1. The two kinds of data we handle
It helps to separate two roles, because your rights flow differently through each:
- Data you give us directly — when you visit this website, request a demo, or open an Estima account. For this data, Estima decides how it's used, as described below.
- Data our customers store in Estima — landscape and hardscape companies use Estima to manage their clients: names, contact details, service addresses, estimates, invoices, photos, and messages. For that data, the company you hired is in charge and we process it only on their behalf, to run the service. If your landscaper or contractor uses Estima and you have a question about your information, contact them directly — we'll help them respond.
2. What this website collects
The marketing site you're reading now is deliberately quiet:
- Demo and contact form. If you request a demo, we receive what you type: your name, email, phone, company name, and anything you tell us about your business. Form submissions are processed by Netlify (our website host) and delivered to us by email. We use them to respond, schedule your demo, and follow up about Estima — nothing else.
- No trackers. This website runs no analytics scripts, no advertising pixels, and sets no cookies.
- Hosting logs. Like nearly every website, our host keeps standard server logs (IP address, pages requested) for security and operations.
3. What the Estima service collects
- Account information — your name, email, phone number, role, and sign-in records.
- Your company's business data — clients and their contact details, properties and service addresses, estimates, contracts, invoices, payment records, schedules, crew assignments, photos, notes, and website leads and their messages.
- Cookies. The app uses essential session cookies to keep you signed in. No advertising cookies.
4. How we use information
- To operate the service: estimates, scheduling, invoicing, reports, the client portal, and the rest of the CRM.
- To send the emails you create or configure — estimates, invoices, payment reminders, visit confirmations, review requests. These go out on your company's behalf through our email provider.
- To provide support when you contact us, to bill for subscriptions, to keep the service secure, and to debug problems.
- To meet legal obligations.
We do not sell personal information, and we don't share it with third parties for their marketing. There is no advertising anywhere in Estima.
5. AI features
Some Estima features are optional and off by default, like AI Lead Replies. When a company turns that on, incoming lead inquiries are processed by our AI provider, Anthropic, to draft and send a reply in the company's chosen style. This content is processed only to provide the feature and is not used to train AI models. Companies control the reply speed, quiet hours, and writing style, and can turn the feature off at any time.
6. Connected services
Estima connects to outside services only when your company chooses to connect them:
- QuickBooks Online (Intuit) — syncs invoices, customers, and payments between Estima and your books.
- QuickBooks Payments — when your clients pay an invoice online, they enter card or bank details on Intuit's secure payment page. Card numbers never touch Estima's servers.
- Google Calendar — writes site-visit events onto the calendar your company selects. Estima's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
- Stripe — handles Estima subscription billing. Your payment details go directly to Stripe; we never see or store card numbers.
- Text messaging (coming soon) — SMS features are delivered through Twilio. Mobile numbers and opt-in status are used only to send the messages your company configures, and recipients can opt out at any time by replying STOP. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.
7. Service providers
We share data only with the providers that run the service, and each receives only what it needs:
- Google Cloud Platform — application hosting and databases, located in the United States, with encryption at rest and in transit.
- Netlify — hosts this website and processes the demo form.
- Resend — delivers the transactional emails described above.
- Anthropic — AI processing, only for companies that enable AI features.
- Intuit, Google, Stripe, Twilio — as described in section 6, only when connected or applicable.
8. Data retention
We keep your data for as long as your account is active. If you close your account, you can request an export of your data, and we'll delete it within 30 days of your request — except records we're legally required to keep (like billing history) and backups, which age out on a fixed schedule.
9. Security
All connections use HTTPS/TLS. Data is encrypted at rest. Each company's data is isolated from every other company's, and within your company, role-based permissions (admin, office, crew) control who sees what. Internal access is limited to what's needed to operate and support the service.
10. Your rights and choices
You can request access to, correction of, deletion of, or an export of your personal data by emailing support@estimacrm.com. If you're a client of a company that uses Estima, send your request to that company — we'll help them fulfill it.
11. Children
Estima is a business tool. It isn't directed to children under 13, and we don't knowingly collect their information.
12. Changes to this policy
If we change this policy, we'll update the date at the top. For material changes, we'll notify account holders by email or inside the app.
13. Contact
Questions about privacy? We're happy to answer them.
Estima-CRM LLC
support@estimacrm.com