---
title: "Data Processing Addendum"
description: "How Pricebookr processes your customers' personal data on your behalf: roles, security measures, subprocessors, breach notice, retention and deletion."
source: "https://www.pricebookr.com/legal/dpa"
---

# Data Processing Addendum

Last updated: October 12, 2026

This Data Processing Addendum ("DPA") is part of the Terms of Service between you ("Customer") and KNSTROUSE PROPERTIES, LLC, doing business as Pricebookr ("Pricebookr"). It governs Pricebookr's processing of Personal Data on your behalf. If this DPA conflicts with the Terms, this DPA controls for the matters it covers.

## 1. Definitions

**Personal Data** means information relating to an identified or identifiable individual that you or your users enter into the Service or that the Service collects on your behalf, including information about your customers ("End Customers") and their properties.

**Processing** has its ordinary meaning: any operation on Personal Data, including collection, storage, display, transmission, and deletion.

**Subprocessor** means a third party Pricebookr engages to process Personal Data on your behalf.

**Security Incident** means a confirmed accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to Personal Data in Pricebookr's custody.

## 2. Roles

2.1 For End Customer Personal Data, **you are the controller and Pricebookr is the processor.** You decide what to collect, why, and for how long; Pricebookr processes it to provide the Service to you and for no other purpose. You are responsible for having a lawful basis to collect it and for your own notices to End Customers.

2.2 For account data about you and your users (names, emails, credentials, billing), Pricebookr is a controller and the [Privacy Policy](https://www.pricebookr.com/privacy) applies.

2.3 For End Customers who receive an email or open a page sent through the Service (a quote, an approval copy, a one-time code, a receipt), Pricebookr acts on your instruction; those messages are sent in your name, and their content is yours.

## 3. What is processed

The categories and purposes are set out in **Schedule 1**. In summary: End Customer names, contact details, service and billing addresses, notes about the property including access instructions, equipment records and photographs, quotes and prices, approval records (including the approver's IP address and browser identifier), invoices and payment status, and messages sent through the Service.

## 4. Pricebookr's obligations

Pricebookr will:

4.1 process Personal Data only on your documented instructions — the Terms, this DPA, and your use of the Service's features are your instructions — unless required by law, in which case Pricebookr will tell you before processing unless the law prevents it;

4.2 ensure that its personnel with access to Personal Data are bound by confidentiality and have access only as needed to provide and support the Service;

4.3 implement the technical and organisational measures in **Schedule 3**, and not reduce their overall level of protection during the term;

4.4 engage Subprocessors only as set out in section 6;

4.5 assist you, taking into account the nature of the processing, in responding to requests from End Customers to access, correct, or delete their Personal Data, primarily by providing the Service's export and deletion features and, where those are insufficient, by reasonable manual assistance;

4.6 notify you of a Security Incident without undue delay and in any event within **72 hours** of confirming it, with what Pricebookr then knows about its nature, the data and individuals affected, likely consequences, and the measures taken; and keep you informed as more is learned. Pricebookr will not notify End Customers or regulators on your behalf unless you ask or the law requires it. A notification is not an admission of fault;

4.7 delete or return Personal Data at the end of the Service as set out in section 8;

4.8 make available the information reasonably necessary to demonstrate compliance with this DPA, as set out in section 7.

## 5. Your obligations

You will: give End Customers any privacy notice the law requires for the data you collect about them; collect only what you need; keep your users' credentials secure and remove users promptly when they leave; and not enter into the Service any data category the Service is not designed for, in particular payment card numbers (which belong only in the hosted payment fields), Social Security numbers, or health information.

## 6. Subprocessors

6.1 You authorise the Subprocessors listed in **Schedule 2**. Each is bound by written terms that protect Personal Data at least as well as this DPA.

6.2 Pricebookr will give at least **30 days' notice** by email to your account's administrators before adding a Subprocessor that will process End Customer Personal Data, or replacing one. If you object on reasonable data-protection grounds and Pricebookr cannot resolve the objection, you may terminate the affected Service and receive a pro-rata refund of prepaid fees for the remainder of the term.

6.3 Pricebookr remains responsible for its Subprocessors' performance under this DPA.

## 7. Audit

On written request no more than once in any 12 months, Pricebookr will answer a reasonable security questionnaire and provide summaries of any third-party assessments it holds. On-site audits are not offered at this stage.

## 8. Retention, return and deletion

8.1 While your account is active, Personal Data is retained as long as you keep it in the Service. The Service provides deletion (with a recoverable trash period of 30 days) for customer records.

8.2 **Approval records** — the record of who approved a quote, when, from where, and what they agreed to — are retained for **seven years from the approval**, regardless of the status of your account, because they exist to be produced in a dispute and the disputes they settle can arise years later. You may request a copy at any time, including after termination.

8.3 On termination of your account, Pricebookr will make your data available for export for **30 days**, then delete it within a further **60 days**, except: approval records under 8.2; data in routine backups, which is overwritten on the backup cycle (no more than 35 days); and data Pricebookr must keep by law.

## 9. Transfers

Pricebookr is a US business serving US customers, and Personal Data is stored and processed in the United States. Pricebookr does not offer the Service to persons in the European Economic Area, the United Kingdom, or Switzerland, and this DPA does not include transfer mechanisms for them.

## 10. Liability

Each party's liability under this DPA is subject to the limitations in the Terms. Nothing in this DPA limits either party's liability for its own breach of applicable data-protection law.

## 11. Term and precedence

This DPA lasts as long as Pricebookr processes Personal Data on your behalf. It may be updated on 30 days' notice; a change that reduces your protections requires your active acceptance.

## Schedule 1 — Processing details

| Subject matter | Operation of a customer-relationship, quoting, approval, invoicing, and payments service for a home-services business |
| --- | --- |
| Duration | The term of the Service, plus the retention periods in section 8 |
| Nature and purpose | Storage, display, transmission to End Customers on your instruction (quotes, approval copies, codes, receipts), reconciliation with payment and accounting systems you connect, and export |
| Data subjects | Your End Customers; occupants and contacts at their properties; your users |
| Categories of Personal Data | Names; phone numbers; email addresses; service and billing addresses; property access instructions (encrypted at rest); equipment records and photographs of equipment and premises; quotes, prices, and options shown; approval records including approver name, email, IP address, browser identifier, timestamps, and the text agreed to; deposit and payment status (amount, method type, last four digits, outcome — never card or bank numbers); invoices; notes your users write |
| Special categories | None intended. The Service is not designed for health, financial-account, or government-identifier data; see section 5 |

## Schedule 2 — Subprocessors

Also published at [/legal/subprocessors](https://www.pricebookr.com/legal/subprocessors); current as of October 12, 2026.

| Subprocessor | Purpose | Location |
| --- | --- | --- |
| Railway Corp. | Application hosting and database | United States |
| Cloudflare, Inc. | DNS, CDN, web application firewall; R2 object storage for approval records and media | United States |
| Stripe, Inc. | Subscription billing; payment processing for Customers who enable payments | United States |
| Resend, Inc. | Transactional email, including messages to End Customers | United States |
| OpenAI, L.L.C. | AI features a user invokes (the assistant, quote drafting, reading photos and equipment labels): the text and images sent with that request | United States |
| Cloudinary Ltd. | Catalog item images | United States / EU |
| Google LLC | Sign-in, Maps (address display and geocoding), Analytics (Pricebookr site only, not End Customer data) | United States |
| Apple Inc. | Sign-in | United States |
| Functional Software, Inc. (Sentry) | Error reporting on server faults (stack traces and request metadata; Sentry's default PII filtering; not configured to receive request bodies) | United States |
| Twilio Inc. | Only if you enable text messaging: messages to and from End Customers | United States |
| Intuit Inc. (QuickBooks) | Only if you connect QuickBooks: customer, invoice, payment and deposit synchronisation | United States |
| Jobber (Octopusapp Inc.) | Only if you connect Jobber: synchronisation of catalog and, on import, customer records | Canada |

## Schedule 3 — Security measures

What Pricebookr does, described so it can be checked against the code rather than asserted.

- **Encryption in transit.** All connections to the Service use TLS; HTTP is redirected. Connections to Subprocessors use TLS.
- **Encryption at rest.** The database and object storage are encrypted at rest by the hosting providers. In addition, at the application layer: third-party access tokens (Jobber) and property access instructions are encrypted with AES-256-GCM under a key held separately from the database credentials, and decrypted only to display or use them.
- **Payment card data.** Never enters Pricebookr's systems. Card and bank details are entered in Stripe-hosted fields and go directly to Stripe. Pricebookr holds only the payment's amount, method type, last four digits, and outcome.
- **Access control.** Every request is scoped to the Customer's organisation; a user cannot read or write another organisation's data. Roles (admin, sales, field) limit what each user sees; field users do not see prices' cost or margin, quotes, or organisation settings.
- **Authentication.** Passwords are hashed (bcrypt). Sessions are signed tokens. Password reset and one-time codes are single-use and time-limited. Sign-in endpoints are rate-limited.
- **Audit trail.** Administrative and data-affecting actions are logged with actor, action, target, and time. Approval records are never edited after they are written — the only later writes add storage pointers and delivery timestamps — and each carries a SHA-256 hash of the document produced, stored write-once: the object-storage prefix that holds approval records carries a bucket lock enforced by the storage provider, so no file under it can be deleted or overwritten for seven years from the day it is written — by the Service, or by Pricebookr.
- **Support access.** Pricebookr staff can access a Customer's account to provide support; every such access is logged.
- **Backups.** Database backups are taken by the hosting provider and retained for 35 days.
- **Secrets.** Credentials and keys are held in the hosting provider's secret store, not in code. A missing production secret prevents the Service from starting rather than falling back to a default.
- **Vulnerability handling.** Dependencies are updated regularly; security reports are accepted at hello@pricebookr.com.
- **Deletion.** Deleted records go to a recoverable trash and are then purged, including any media in object storage.

## Contact

[hello@pricebookr.com](mailto:hello@pricebookr.com) · KNSTROUSE PROPERTIES, LLC d/b/a Pricebookr, 118 S. Main St, #101, Leonard, TX 75452.