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Privacy Policy

Effective date: October 25, 2026. Last updated: October 31, 2026.

VIROMI CORP., a Washington C corporation doing business as CoastPlanner ("CoastPlanner," "we," "us," or "our"), operates the CoastPlanner business management platform at coastplanner.com and related services. This Privacy Policy describes how we collect, use, disclose and protect information when you use CoastPlanner, whether as a business that subscribes ("Customer"), as a member of a Customer's team, or as someone who views an estimate, pays an invoice or uses the customer portal of a business that uses CoastPlanner.

For the records a business keeps in CoastPlanner about its own customers, vendors, employees and contractors, the business decides how that information is used and we process it on the business's behalf. If you are that business's customer or employee, contact the business first about your information; we will help them respond.

1. Information we collect

1.1 Information you provide

  • Account information: your name, email address, password (stored only as a secure hash), two-step verification settings, and your business's name, address and tax settings.
  • Business records: contacts, leads and site visits; bids, estimates, projects, work orders and schedules; invoices, bills, payments, expenses, receipts and journal entries; documents and site plans; and anything else you create in CoastPlanner.
  • Employee and payroll information: employee names, addresses, pay rates, timecards, leave balances, tax withholding elections, and Social Security numbers needed for payroll and tax forms, and taxpayer ID numbers for 1099 contractors.
  • Support: what you send us when you ask for help, including through support tickets in the app.

1.2 Information from people who deal with a CoastPlanner business

When someone views or accepts an estimate, pays an invoice, opens a shared document link or uses a business's customer portal, we collect what they enter (such as name, email, phone number and message) and technical data such as IP address. Payment details go directly to the business's payment processor.

1.3 Information from services you connect

  • Plaid (bank connections): account names, types, balances, the last digits of account numbers, and transaction history. Plaid's own End User Privacy Policy governs its collection practices.
  • Stripe or PayPal (online payments): payments are collected and processed through the business's own Stripe or PayPal account. We receive payment status, amounts and references, and never full card or bank account numbers.
  • QuickBooks Online (Intuit): the accounts, customers, vendors, items, bills, payments and ledger history you choose to import or keep in sync.

1.4 Information collected automatically

  • Log and device data: IP address, browser type, operating system, sign-in events, requests and error logs, used for security, rate limiting and fixing problems.
  • Browser storage and cookies: the app uses your browser's storage to keep you signed in and to remember preferences. We don't use advertising cookies or trackers. Forms on our public pages may use Cloudflare Turnstile to stop spam, and our hosting provider may count visits in aggregate without cookies.

1.5 The CoastPlanner Crew mobile app

CoastPlanner Crew is the time clock app a business gives its field crew. A phone or shop tablet is set up by the business with a one-time code, and each worker signs in with a PIN. The app collects:

  • Hours: clock in, lunch, break and clock out times, the job you worked on, and notes you add, such as saying you did not get a lunch.
  • Location: your phone's location only at the moment you clock in, start or end lunch, or clock out, so the business can match your hours to the job. The app never reads your location in the background or between punches, and you can turn location off in your phone's settings.
  • Photos and receipts: only the job photos and receipt pictures you choose to take or pick and send. Receipt images may be read automatically (see Section 4).
  • Notifications: if you allow them, a push token so the app can remind you about lunch and tell you as you near overtime.
  • Device data: the device name and type, app version, IP address and when the device was last used, so the business can see and turn off its devices.

Your PIN is stored only as a secure hash. Punches waiting for a signal are kept on the phone until they are sent. The app has no advertising, analytics or tracking, and this information goes only to the business you work for and the people it gives access to its CoastPlanner account.

2. How we use information

  • Provide the Services: run estimating, projects, scheduling, time tracking, payroll, invoicing, bookkeeping, reports and tax figures for your business.
  • Financial data sync: import bank transactions and balances through Plaid for bookkeeping and reconciliation, and keep records in step with QuickBooks Online when you connect it.
  • Automated assistance: read receipts and documents, and suggest matches between bank transactions and your records (see Section 4).
  • Communications: send the emails you or your business ask us to send, such as invoices and estimates, and service notices, security alerts and account updates.
  • Security: authenticate users, enforce each user's role and permissions, detect and prevent fraud and unauthorized access, and keep audit logs.
  • Support and billing: help you when you ask, and bill for subscriptions.
  • Improvement: understand how features are used, to fix and improve them.
  • Legal compliance: meet regulatory, tax and legal obligations.

We do not sell personal information, share it for cross-context behavioral advertising, or use your business records for advertising.

3. How we share information

3.1 With the business you deal with

Information you give a business through CoastPlanner, such as accepting an estimate or paying an invoice, goes to that business and the people it has given access to its CoastPlanner account.

3.2 Service providers

We share information with providers that help us run CoastPlanner, only as needed for their service, under contracts that protect it:

  • Railway: application hosting and databases.
  • Cloudflare: file storage, backups, spam protection and network services.
  • Resend: email delivery.
  • Plaid: bank connections, when you connect a bank.
  • Intuit: QuickBooks Online, when you connect it.
  • Stripe and PayPal: online payments, through the business's own account.
  • Microsoft Azure: reading receipts and documents you upload.
  • Anthropic: suggesting bank reconciliation matches.
  • Mapbox: address lookup, maps and drive directions.
  • Expo, Apple and Google: delivering CoastPlanner Crew notifications and app updates.

We will update this list before adding a provider that receives your business records.

3.3 Legal requirements

We may disclose information when required by law, court order or government regulation, or when we believe disclosure is necessary to protect our rights, your safety or the safety of others.

3.4 Business transfers

If VIROMI CORP. or CoastPlanner is involved in a merger, acquisition or sale of assets, information may be transferred as part of that transaction under this policy. We will notify you of any such change.

4. Automated assistance and AI

Some features send the records needed for a single request to a provider to produce a result: receipt and document images to Microsoft Azure AI Document Intelligence to read their text, and bank transaction details with candidate matches to Anthropic to suggest a reconciliation match. These providers process the data under their commercial terms and do not use it to train their models, and we do not use your data to train AI models. Suggestions are not recorded in your books until someone in your business approves them.

5. Data security

  • Encryption in transit: TLS for all connections.
  • File storage: receipts, documents and site plans are stored with our storage provider, encrypted at rest.
  • Access controls: each business's records are kept separate from every other business, and each person's role limits what they can see and do.
  • Two-step verification: available to every user with an authenticator app.
  • Backups: the database is backed up automatically to separate storage.
  • Monitoring: audit logging of sign-ins and changes to business records.

If a breach affects your personal information, we will notify you as required by law, including within 30 calendar days under Washington law (RCW 19.255.010).

6. Data retention

We keep information while your account is open. Payroll and tax records may need to be kept for the periods the law requires. After an account is closed, we keep the business's records for 60 days so they can be requested, then securely delete them, except what we must keep for legal, tax or security obligations. Backup copies are deleted on their normal schedule.

Time records from CoastPlanner Crew, including the location saved with each punch, are part of the business's payroll records and are kept as long as those records. When a business turns off a phone or a worker, that phone can no longer sign in. Deleting the app removes everything stored on the phone.

7. Your rights

Depending on where you live, you may have the right to:

  • Access: request a copy of the personal information we hold about you.
  • Correction: request correction of inaccurate personal information.
  • Deletion: request deletion of your personal information, subject to legal retention requirements.
  • Data portability: request your data in a machine-readable format.
  • Withdraw consent: disconnect bank or QuickBooks connections at any time, and turn off location, camera or notification access for CoastPlanner Crew in your phone's settings.

To exercise any of these rights, contact us at support@coastplanner.com. If your information is held by a business that uses CoastPlanner, we may refer your request to that business. We will verify your request and respond within 30 days, or within the time the law requires. We will not discriminate against you for exercising your rights.

8. Children's privacy

CoastPlanner is a business management platform and is not directed at children under 13. We do not knowingly collect personal information from children.

9. 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 here and emailing account owners at least 30 days before the changes take effect. Your continued use of CoastPlanner after changes take effect constitutes acceptance of the updated policy.

10. Contact us

VIROMI CORP. DBA CoastPlanner
Email: support@coastplanner.com
See also our Terms of Service.