1. Scope
This policy applies to Trojan One, its employee and contractor tools, homeowner portal, mobile applications, Jake’s Pulse, Sunny, and connected experiences such as the Trojan One ChatGPT app. It does not replace a third party’s own privacy notice when you leave Trojan One or deliberately connect another service.
2. Information we process
- Account and identity information: name, work contact information, role, permissions, authentication identifiers, account status, and profile settings.
- Business and customer records: leads, contacts, appointments, projects, property and utility information, equipment, financing or lender workflow information, service records, tasks, notes, checklists, photos, files, contracts, and communications.
- Work activity: assigned work, doors or field activity recorded in Trojan One, coaching interactions, task completion, and other operational events.
- Location information: device location when a signed-in user allows an authorized team-location feature. On mobile devices, collection can continue in the background, when Trojan One is closed or not in use, and off-shift if the device's location permission allows it. Authorized Admins and Managers can view location for dispatch and nearby canvassing suggestions. The app displays a location notice before requesting permission, and Android shows an ongoing notification while its background service runs. Users can stop access in device settings; signing out stops sharing. Location is also used for field operations, safety, routing, activity verification, and authorized management functions.
- AI and connected-app information: prompts, responses, requested record identifiers, tool results, feedback, and conversation context needed to provide Jake’s Pulse, Sunny, or the Trojan One ChatGPT app.
- Technical information: device, browser, IP address, session, diagnostic, security, and audit-log information.
Trojan One may also receive information from services a user or administrator connects, including identity, calendar, communications, document-signing, storage, advertising, mapping, utility, and customer-support providers.
3. How we use information
We process information to authenticate users; enforce role and record permissions; operate projects, sales, scheduling, canvassing, communications, documents, reporting, coaching, support, and customer portals; retrieve authorized records for AI-assisted answers; prevent fraud and misuse; troubleshoot and secure the service; comply with law; and improve approved business workflows.
4. AI and the Trojan One ChatGPT app
When a user connects Trojan One to ChatGPT, Trojan One sends OpenAI only the prompts, identity context, and permission-scoped record results necessary to answer that user’s request. The connection does not give ChatGPT unrestricted database access. Each request is checked against the signed-in user’s active Trojan One account and current permissions. Trojan One does not intentionally send passwords, refresh tokens, API secrets, or verification codes through its MCP tools.
Information processed by OpenAI is also subject to the user’s OpenAI account, workspace configuration, and applicable OpenAI terms and privacy commitments. A user or workspace administrator can disconnect the app to stop future access.
5. When information is disclosed
We may disclose information to authorized Trojan Solar personnel and contractors; the homeowner or business contact associated with a record; vendors that host, secure, communicate, analyze, sign, store, or otherwise operate the service; connected services chosen by an authorized user or administrator; professional advisers; and government or legal recipients when required. Vendors may process information only to provide contracted services or as otherwise permitted by their applicable terms.
We do not sell Trojan One account or operational data for money. We may disclose information in a merger, financing, reorganization, acquisition, or sale of assets, subject to appropriate protections and applicable law.
6. Retention and security
We retain information for as long as reasonably necessary for active accounts, customer and project service, operational history, contracts, legal obligations, disputes, security, backups, and legitimate business records. Retention varies by record type and may continue after a user leaves the company. We use access controls, encryption in transit, permission-scoped tools, audit records, and service-provider safeguards, but no system can guarantee absolute security.
Document scanning
When you choose to scan documents, Trojan One uses Apple's on-device document camera on iOS and Google's ML Kit document scanner through Google Play services on Android. Document image processing takes place on the device. The Android scanner does not send document images or scanned results to Google servers for processing. Google Play services may download or update scanner components. Google's ML Kit SDKs send performance and usage metrics to Google, including device and application information, identifiers, diagnostic events, and performance measurements, as described in ML Kit's terms and privacy information. These metrics are separate from Google Analytics choices on our marketing website, which do not control the Android scanner SDK. Trojan One does not offer a separate setting to disable those SDK metrics while using the Android scanner. You can continue using other Trojan One features without choosing document scanning.
Trojan One stores its scan draft images, review settings, and temporary PDF in private application storage scoped to the signed-in account and job, outside Photos and excluded from application backups. Interrupted drafts remain available for recovery until cleared; there is no automatic time-based expiration. A successful upload or choosing Cancel in page review clears the current scan draft. Canceling the native camera preserves an existing draft for review. Signing out or a change of authentication token triggers cleanup of Trojan One's scan drafts. Framework and Google Play services temporary resources are managed by their respective providers. When you select Upload one PDF, Trojan One uploads the reviewed PDF to its normal permission-controlled project file storage. Scanned PDFs are internal by default and use existing sharing controls. Uploaded files and associated audit or retry records follow our business-record retention policies, including applicable server backups.
7. Choices and requests
Users may update certain profile or notification settings in Trojan One, disable optional location sharing through application and device controls, disconnect connected apps, or ask an administrator to correct access. Depending on applicable law and the requestor’s relationship with Trojan Solar, a person may request access, correction, deletion, or a copy of personal information. Some records must be retained for contracts, employment, security, legal compliance, or customer service.
Send requests to jacob@trojanslr.com. We may verify identity and authority before acting. Employees and contractors may also contact their administrator about work-account records.
8. Children and changes
Trojan One is a business and homeowner service and is not directed to children under 13. We may update this policy as the service or law changes. Material changes will be communicated through the service or other appropriate channels, and the effective date above will be updated.