Privacy Policy

Timber.AI (“Timber”, “we”, “us”) is software that runs the office side of restoration, trades and field-service companies, from leads, customers, quotes and invoices to scheduling and follow-ups, with an AI assistant. Timber is operated by Felicita Holdings Ltd., a company based in Canada with offices in New York, USA and Madrid, Spain. You can reach us at ivan@felicita.group.

This policy covers:

• the website at gettimber.ai, including the demo and contact forms;
• the Timber web app and its AI assistant (“the Service”);
• the Get Timber app for ChatGPT (see ChatGPT app);
• services you connect to Timber, such as Gmail or another mailbox, Quo (OpenPhone) and Stripe;
• emails and other communications between you and us.

Services you use alongside Timber, such as ChatGPT, Google, Quo and Stripe, have their own privacy policies, which govern what they do with your data.

Timber is a business tool. Companies use it to keep records about their own customers, leads, contacts, job sites, staff, technicians and vendors. We call that information Customer Data.

• Your business controls Customer Data. It decides what to store and how to use it, so it is the “controller”. Timber is its “processor” or “service provider”: we process Customer Data only to provide the Service as your business instructs, including through AI features and the ChatGPT app.
• We control data about you as our user: your account, billing, our website and how you use the Service.
• If you are a customer of a business that uses Timber, for example you received a quote, invoice, email or text through Timber, please contact that business about your data. If you contact us, we will pass your request to them and help them respond.
• Your business is responsible for having a legal basis to collect its customers’ data and to contact them, for example before sending them emails or texts through Timber.

Account and profile

When you sign up or sign in through our sign-in provider, Clerk, we receive your name, email address, username, phone number if you sign in with one, profile image, sign-in method (password, email code, Google or another single sign-on) and session details. We also keep your company, role and approval status. If you install Timber on a mobile device, we store its push-notification token. Clerk handles passwords; Timber does not store them.

Company settings

Company name, trade, address, logo, currency, time zone, tax rates, payment instructions you show on invoices (for example an e-Transfer address), email signature, document templates, team members and assistant settings.

Customer Data

Leads, customers, contacts, job sites, projects, appointments, technicians, vendors, notes, tasks and activity; quotes, invoices, recorded payments, expenses and time logs; insurance claims and incident reports. This usually includes people’s names, email addresses, phone numbers, postal and job-site addresses, job details, prices and payment status, and for claims, insurer, policy and claim numbers and adjuster and emergency contacts. It also includes anything you type into notes and enquiries your website forms send to Timber if you connect them.

Files and photos

Job-site photos, documents, PDFs and receipts you upload or attach in the assistant, and documents Timber generates for you.

Email and phone

• If you connect Gmail or another mailbox (SMTP/IMAP), Timber reads the messages the features you use need, such as your inbox list, a customer’s message history and new enquiries to turn into leads, and sends the messages you ask it to send.
• If you connect Quo (OpenPhone), Timber reads your text messages, call logs, missed calls, voicemail and call transcripts and summaries, contacts, notes and tasks; sends texts, notes and tasks you ask for; and syncs your Timber contacts into Quo.
• Timber also sends some emails for your business from its own address, such as enquiry and appointment confirmations and payment receipts, and quote or invoice emails when you have not connected a mailbox.

AI assistant activity

Your messages to the assistant, including dictated voice input once transcribed, its replies, the actions it took and their results, drafts waiting for you, approvals, undo snapshots, memories it saved from your chats, and automation (routine) runs. We also keep usage records: the model, an estimate of cost and the start of each request for every run and, on the Free plan, a per-company daily count of AI credits used.

Billing

Your plan and subscription status from Clerk Billing, which uses Stripe. If your company adds its Stripe account to take card payments on invoices, the payment status and amounts of those invoices. Card numbers are entered with Stripe and never reach Timber.

Integration credentials

Gmail and Quo access tokens, a Quo API key if you provide one, mailbox (SMTP/IMAP) passwords, Stripe keys and secrets for other services your company connects. We encrypt these before storing them. ChatGPT app tokens are stored only as one-way hashes.

Website, device and log data

IP address, browser and device type, the page or API address requested, referrer, time and error details, recorded in our hosting provider’s logs; and page views, counted without cookies by Vercel Web Analytics.

What you send us

Demo and contact forms send us your name, email address, phone number, company and message and, if you arrived from a campaign link, campaign details such as utm_source or an ad click ID. Your browser keeps those campaign details only for that visit and sends them only with the form. We also keep emails and support requests you send us.

We use information only for these purposes. For people in the EEA and UK, the legal basis is in brackets.

• Provide the Service: store your records, create documents, sync connected services and send the emails and texts you ask for (contract).
• Run AI features and the ChatGPT app when you use them, as described below (contract).
• Billing and plan limits, including counting AI credits on the Free plan and a daily per-company limit on AI spending (contract).
• Security and reliability: authentication, rate limiting, abuse prevention, debugging and keeping each company’s data separate (legitimate interests, legal obligation).
• Service messages about your account, security, billing and changes to the Service, and support (contract, legitimate interests).
• Improve Timber using usage statistics, error reports and feedback (legitimate interests).
• Reply to enquiries from our website forms and tell you about Timber if you asked us to (consent, legitimate interests).
• Comply with law and enforce our Terms of Service (legal obligation, legitimate interests).

Timber’s assistant and AI features send the content a task needs to an AI model provider and return the result to you. These features include drafting quotes, invoices and messages, analysing photos and documents, spotting new leads in your email and calls, summarising a customer’s history, saving useful facts from your chats as memories, and running automations you set up.

• What is sent: your instruction and the relevant context, for example a customer’s name, contact details and job notes, the document being edited, a photo you shared, or the text of an email, text message or call transcript.
• Who processes it: xAI (Grok) is our main model provider, including for photo analysis. OpenAI is a backup provider for some features. ElevenLabs turns dictated audio into text. They act as our subprocessors through their business APIs. Web searches the assistant runs go to our search provider, Serper.
• No training: we do not use your data or Customer Data to train AI models, and we have not allowed our AI providers to train on it. Providers may keep inputs and outputs for a limited time for abuse and safety monitoring under their API terms.
• You stay in control: emails and texts the assistant writes in Timber are saved as drafts that you send with a click. In Ask mode (the default) the assistant also asks before actions that cannot be undone from the chat, such as deleting an invoice or project, writing to another connected service or syncing contacts to Quo; Allow mode skips those questions. Plan mode is read-only, Safe mode blocks all changes in a chat, and your company can block individual tools. Other edits run straight away and can be undone from the chat. Scheduled automations cannot message your customers or take actions that need approval; they can email you a summary.
• Check the output: AI can be wrong. Review quotes, invoices and messages before you send them. Timber does not use AI to make decisions with legal or similarly significant effects on people.

Get Timber connects ChatGPT to your Timber account so you can ask ChatGPT to find, create and update your business records. ChatGPT is provided by OpenAI. Timber runs the app’s server at https://gettimber.ai/api/integrations/chatgpt/mcp.

Connecting and permissions

• You connect from ChatGPT and sign in on a Timber page. There you choose which of your signed-in Timber accounts (up to 10) ChatGPT may use and see the permissions requested. Only approved Timber users who belong to a company can connect.
• ChatGPT receives an access token for the accounts you chose. It never receives your Timber password, and Timber does not receive your OpenAI password or OpenAI account details.
• Every tool call names one of your connected accounts and runs only inside that company’s data. Your identity comes from the connection, never from what the tool is sent, so a tool cannot reach another company’s records.

New capabilities, such as sending text messages, may come with new permissions. ChatGPT asks you to approve them, and an existing connection never gains a permission on its own.

What each tool category receives and returns

When you ask for something, ChatGPT picks a tool and sends Timber the inputs below, usually taken from what you typed or shared in the conversation. Timber returns the outputs to ChatGPT, which uses them to answer you. Tool results contain only fixed lists of fields: never passwords, access tokens, integration credentials or tax IDs. Document links in results open the quote or invoice for anyone who has the link, as when you send one to a customer.

Which tools you see depends on the permissions you approved and the services connected in Timber: email tools need a connected mailbox, and Quo tools need Quo connected. Some tools, such as photo analysis and follow-up drafts, run Timber’s own AI (see AI features), so the content they work on is also sent to our AI provider, and on the Free plan they count towards your company’s daily AI credits.

Every tool, by what it can do

The complete list of tools the Get Timber app offers ChatGPT, generated from the app’s published tool catalog. The labels show the permissions each needs: read (look up records), write (create and change), operations, manage, email, inbox and phone, as described in Connecting and permissions.

Confirmation and safeguards

• Each tool tells ChatGPT whether it only reads, changes Timber data, or acts outside Timber (email, texts, Quo). ChatGPT uses these labels to ask for your confirmation before tools that change data or act outside Timber, according to your ChatGPT settings. Timber carries out a tool call as soon as ChatGPT makes it; the approval settings of Timber’s own assistant (Ask, Plan and Safe mode) apply in Timber, not in ChatGPT.
• Sending tools need their own permission and a recipient and message that you approved. Timber never fills in a recipient on its own.
• The app cannot charge cards or move money. It cannot delete customers, leads, quotes or sent invoices; deleting is limited to draft invoices and projects with nothing in them. Line items on quotes and invoices can be changed only while they are drafts.
• Each write carries a request ID, so a retried request cannot create a duplicate or send an email twice.

What Timber stores about your connection

• Connection grant: the connected Timber user and company IDs, the approved permissions and the expiry date. It expires 30 days after you connect and is then deleted; ChatGPT then asks you to reconnect.
• Tokens: stored only as one-way (SHA-256) hashes. Authorization codes expire after 2 minutes, access tokens after at most 1 hour and refresh tokens with the grant. An unfinished connection request expires after 20 minutes.
• Write log: for each write, the tool name, a hash of the request, its status and the result Timber returned, for example the ID and fields of a record created, so that a retry returns the same result instead of repeating the action.
• Records created or changed through ChatGPT are ordinary Timber records and follow the retention rules for Customer Data.

What OpenAI receives

Your ChatGPT conversation, including the tool results Timber returns into it, is processed by OpenAI under OpenAI’s own terms and privacy policy and your ChatGPT data controls, which include whether your conversations may be used to improve OpenAI’s models. Ask only for the customer information you need.

Disconnecting

• Disconnect Get Timber in ChatGPT’s app settings. When ChatGPT calls our revocation endpoint, the grant is revoked at once and its tokens stop working.
• Access also ends at once if your Timber user is removed from the company or loses approval, and in any case 30 days after you connected.
• To have us revoke a connection, or delete its write log, email ivan@felicita.group.

Gmail and other mailboxes

Connect Gmail with Google sign-in (OAuth) or another mailbox with SMTP/IMAP. Timber reads the messages the features you use need and sends the messages you ask it to send, from your own address. We encrypt mailbox passwords and tokens before storing them. Disconnect Gmail in Settings at any time, and remove Timber’s access in your Google Account’s security settings too. See Google user data.

Quo (OpenPhone)

• Connect Quo with Quo’s sign-in or an API key. Timber reads your texts, calls, missed calls, voicemail and call transcripts, contacts, notes and tasks to show them next to your customers and let the assistant use them.
• Texts: Timber sends a text message through Quo when you send it, for example from the Phone page or by sending a follow-up draft. Quo and its carriers deliver it.
• Contact sync: while “Keep contacts in sync” is on, which it is by default once Quo is connected, Timber sends your leads’, customers’ and contacts’ names, phone numbers, email addresses and company names to Quo to create or update contacts in your Quo address book. Turn it off in Settings → Phone Settings. Timber keeps a copy of your Quo contact list to match people.
• Disconnect Quo in Settings to stop all of this. Disconnecting does not delete anything already in Quo.

Stripe

A company can add its own Stripe account so that its customers can pay invoices by card. Card details go from the payer’s browser directly to Stripe. Timber sends Stripe the amount, currency and internal reference IDs, records the payment when Stripe confirms it and emails a receipt.

Other connectors

Your company can connect other services to the assistant, such as Zapier, HubSpot or QuickBooks. The assistant then sends those services the data needed for the actions you ask for, under their own terms. Writes to them need approval in Ask mode.

Subscription billing

Timber subscriptions are billed through Clerk Billing, which uses Stripe. We receive your plan and subscription status, not your card number.

If you connect Gmail, Timber asks Google for permission to read your email (gmail.readonly) and to send email as you (gmail.send). It cannot delete or change your messages. Timber’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We use Gmail data only to provide and improve user-facing features of Timber that you use, such as finding leads in your inbox, showing message history with a customer, drafting replies and sending email you ask for.
• We transfer Gmail data to others only as needed to provide those features (for example to our AI provider to draft a reply you asked for), at your direction (for example to ChatGPT, if you give the Get Timber app the mailbox permission and ask it about your email), to comply with law, for security, or as part of a merger or acquisition with notice to you.
• We do not use Gmail data for advertising, and we do not sell it.
• We do not use Gmail data to train generalised AI or machine-learning models. No one at Timber reads it unless you ask us to (for example for support), it is needed for security or to comply with law, or it has been aggregated and anonymised.

We share information with the service providers below, which process it for us under contracts that limit their use of it, and in the other cases listed after the table.

• People you choose: your customers and others when you send them a quote, invoice, report, email, text or link, and team members in your company.
• Services you connect: ChatGPT (OpenAI), Gmail or your mailbox provider, Quo, Stripe and other connectors, as described above and at your direction.
• Legal requirements: when the law requires it, or to protect the rights, safety and property of our users, the public or Timber. Where allowed, we tell the affected business first.
• Business transfers: if Timber is part of a merger, acquisition or sale of assets, with this policy’s protections and notice to you.
• With your consent in any other case.

We may keep information longer where the law requires it or to resolve a dispute, and we may keep aggregated, anonymised statistics that no longer identify anyone.

Depending on where you live, you may have the right to access, correct, delete or receive a portable copy of your personal information, to object to or restrict some processing, to withdraw consent, and not to be treated differently for using these rights. These include rights under the EU and UK GDPR, Canada’s PIPEDA and Quebec’s Law 25, and US state laws such as the California Consumer Privacy Act.

• Email ivan@felicita.group to use your rights. We will confirm your identity, usually by email, and answer within 30 days, or tell you if we need longer as the law allows. An authorised agent may act for you with your written permission.
• For Customer Data, we will refer your request to the business that controls it and help it respond. See Your business data and your customers.
• If we decline your request you can ask us to reconsider. You can also complain to a data protection authority, for example Spain’s AEPD, another EU or UK authority, or the Office of the Privacy Commissioner of Canada.
• California residents: in the past 12 months we collected the categories in Information we collect for the purposes in How we use information, and disclosed them to the recipients in Who we share information with. We have not sold personal information or shared it for cross-context behavioural advertising, including of anyone under 16.

• Data travels over HTTPS and is stored with providers that encrypt it at rest.
• Mailbox passwords, OAuth tokens, API keys and Stripe keys are encrypted with AES-256-GCM before we store them. ChatGPT app tokens are stored only as hashes.
• Every request is checked against the signed-in user’s company, so one business cannot see another’s data. Access within a company follows each user’s approval and role.
• Uploaded files and photos, and quote, invoice and report links, are stored at long random addresses that cannot be guessed. Anyone who has such a link can open it, so share links only with the people meant to see them.

No system is perfectly secure. If a breach affects your personal information, we will notify you and the authorities as the law requires. Report security issues to ivan@felicita.group.

Questions, requests or complaints about privacy: