Privacy Policy

Modulus Software, LLC ("Company," "we," "us," or "our") operates Koobu ("Service"), a field operations management platform. This Privacy Policy describes how we collect, use, and protect your information when you use the Service.

By using the Service, you consent to the practices described in this Privacy Policy. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

Name and email address
Organization name and business details
Phone number (if provided)
Role within your organization
Account, organization, and device identifiers used to operate and secure the Service

1.2 Customer Data

In the course of using the Service, your Organization may submit data about your customers, including:

Customer names, addresses, phone numbers, and email addresses
Service addresses and location coordinates
Service history, notes, and photos
Invoice and payment information
Health, medical, or sensitive identifying information, such as medical record or Social Security numbers, when an Organization chooses to use configured healthcare workflows

Organizations control the Customer Data they submit. When Koobu is configured for HIPAA workflows under an applicable Business Associate Agreement, we process protected health information on the Organization's behalf.

1.3 Usage Data

We automatically collect information about how you interact with the Service, including:

Pages visited and features used
Device type, browser, and operating system
IP address and general location
Timestamps of actions performed
User and organization identifiers, role, subscription tier, and feature interactions
Crash reports, diagnostics, and security or audit events

1.4 Location Data

For field employees using Koobu on a mobile device, the Service continuously collects GPS location data while you are logged in and have an active work session. This continuous tracking is used by your employer to coordinate field operations, assign service jobs, and verify service delivery.

Location is collected in the background while the app is active on mobile devices
Desktop users are not subject to continuous location tracking
Location data is retained for 90 days, then automatically deleted
Your employer (the Organization) can view your real-time and historical location during active sessions
You will be asked to explicitly consent to this tracking before accessing the app on a mobile device
You may revoke consent by contacting your administrator

Location data is also used for on-demand route planning, navigation, and geocoding of service addresses when you actively use those features.

1.5 Communications and User Content

We process messages, photos, files, service notes, support requests, and other content that users or their Organizations submit. We also process push-notification tokens and related device identifiers when notifications are enabled.

2. How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve the Service
Process subscriptions and payments
Send transactional communications (account notifications, service updates)
Provide customer support
Analyze usage patterns to improve the Service
Detect and prevent fraud or security incidents
Comply with legal obligations

3. Third-Party Services

We share information with the following third-party services to operate the Service. Each provider has its own privacy policy governing their use of data:

Provider	Purpose	Data Shared
Supabase	Database hosting and authentication	All application data, account credentials
Stripe	Payment processing	Billing name, email, payment method details
Google Maps Platform	Mapping, geocoding, route optimization	Addresses, location coordinates
Twilio / SendGrid	SMS and email delivery	Phone numbers, email addresses, message content
Sentry	Error monitoring	Error reports, device/browser information, user or organization identifiers, and redacted diagnostic context
PostHog	Product analytics	User and organization identifiers, role, subscription tier, usage events, and feature interactions
OneSignal	Push notification delivery	Push tokens, device identifiers, notification status, and message delivery data

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

4. SMS and Text Messaging

The Service enables businesses to send transactional SMS text messages to their customers through Twilio. By providing a phone number to a business that uses Koobu, you may receive text messages related to your service appointments.

4.1 Types of Messages

Messages sent through the Service are transactional and may include:

Appointment confirmations and reminders
Service completion notifications
Rescheduling and cancellation notices
Payment reminders

Koobu also texts one-time security codes to employees of businesses that use Koobu, only when a code is asked for. See Security Code Texts.

We do not sell or share mobile numbers or text messaging consent with third parties or affiliates for marketing or promotional purposes.

4.2 Message Frequency

Message frequency varies based on your service schedule and the communications your service provider sends. You will not receive marketing or promotional messages through this Service.

4.3 Opting Out

You can opt out of receiving text messages at any time by replying STOP to any message. After opting out, you will receive a confirmation message and no further texts will be sent. You can opt back in by replying START.

4.4 Help

For help with text messages, reply HELP to any message or contact us at [email protected].

4.5 Costs

Message and data rates may apply. Koobu does not charge for text messages, but your mobile carrier may charge standard messaging fees. Consult your carrier for details.

4.6 Carriers

Carriers are not liable for delayed or undelivered messages. Message delivery is subject to effective transmission from your mobile carrier.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. After account termination, we retain data for a reasonable period to allow for data export requests, after which it is securely deleted.

We may retain certain information as required by law or for legitimate business purposes, such as resolving disputes and enforcing our agreements.

6. Data Security

We implement industry-standard security measures to protect your information, including:

Encryption in transit (TLS/HTTPS) and at rest
Role-based access controls and row-level security (RLS) at the database level
Regular security reviews and monitoring
Secure authentication with password hashing and optional OAuth

No method of transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Your Rights

Depending on your jurisdiction, you may have the right to:

Access the personal information we hold about you
Correct inaccurate or incomplete information
Delete your personal information (subject to legal and contractual obligations)
Export your data in a portable format
Object to or restrict certain processing activities

To exercise any of these rights, contact us at [email protected]. Authenticated users may also initiate an account-deletion request from the account menu in Koobu. We will respond to requests within 30 days and will confirm completion. Some records may be retained where required by law, a Business Associate Agreement, security obligations, or an Organization's lawful retention instructions.

8. Children's Privacy

The Service is not directed to individuals under the age of 13 (or the applicable age of consent in your jurisdiction). We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will promptly delete it.

9. Cookies and Tracking

The Service uses cookies and similar technologies for:

Essential cookies — session management and authentication
Analytics cookies — understanding usage patterns (via PostHog)

You can control cookie preferences through your browser settings. Disabling essential cookies may affect the functionality of the Service.

We do not use collected data to track you across other companies' apps or websites for advertising, and we do not display third-party advertising in Koobu.

10. International Data Transfers

The Service is hosted in the United States. If you access the Service from outside the United States, your information may be transferred to and processed in the United States, where data protection laws may differ from those in your jurisdiction.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on the Service and updating the "Last updated" date. Your continued use of the Service after changes take effect constitutes acceptance of the revised policy.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

Modulus Software, LLC
Email: [email protected]