WDO Pro
Inspection reporting for California structural pest control
Effective date: August 11, 2026 · Last updated: August 11, 2026
WDO Pro LLC, a California limited liability company ("we," "us," or "our") operates the WDO Pro platform, accessible at app.wdo-pro.com (the "Service"). This policy describes how we collect, use, and disclose information when your company ("you," "your company," or "your organization") and your authorized users access and use the Service. This policy forms part of the Terms of Service and uses the terms defined there.
Two kinds of information move through the Service, and different rules apply to each. The first is information about your company and your authorized users, which we collect and use for our own purposes as described here. The second is the inspection and report content your company creates, including information about properties and the people connected to them. Your company decides what that content holds, how long to keep it, and who receives it. We store and process it on your company's instructions and put it to no independent purpose of our own.
This policy does not govern how your company handles that content once it leaves the Service, and it does not replace any notice your company owes to the property owners, occupants, buyers, sellers, or agents whose information appears in it.
This policy describes what information the Service collects and what happens to it. Read it alongside the Terms of Service. If your company does not accept the practices described here, do not use the Service.
When your company registers for WDO Pro, we collect information including your company name, SPCB registration number (PR#), branch office information, billing contact, and the names, license numbers, and contact information of your authorized users (inspectors, office staff). We treat this as business contact and licensing information. We use it to open and administer your account, to check licensing status, to bill your subscription, and to reach the right person about the account. We do not build advertising or marketing profiles from it.
The Service is built to create, store, and manage wood-destroying organism inspection reports, invoices, proposals, and related documents on your behalf. This includes property addresses, inspection findings, photographs, diagrams, client contact information, and voice recordings captured during field inspections (where enabled). Your company controls this content. We do not decide what goes into a report, whose information appears in it, or who receives it.
This data belongs to you. We do not sell it, and we do not use it to train models or for any purpose beyond providing the Service to your company, except as described in this policy. Your company is responsible for giving any required notice to, and obtaining any required consent from, the property owners, occupants, and other individuals whose information appears in this content, and for answering their requests about it. If one of those individuals contacts us directly, we will pass the request to your company and will not act on it without your company's instruction.
If your company uses voice-capture features, spoken audio recorded during an inspection goes to our speech-to-text provider to be converted into text, and the text becomes part of the report your company creates. We delete the source audio within thirty days after transcription finishes. Our provider works under a contract that bars it from using the audio to train its models or for any purpose other than performing transcription for us. We do not use voice recordings to identify or verify any person, and we do not create voiceprints.
California law requires the consent of every party to a confidential conversation before anyone records it. Your company is responsible for obtaining that consent before recording any person through the Service.
Subscription billing runs through Stripe. We do not receive or store full payment card numbers. Stripe collects and holds card data directly under its own security and privacy practices, and we keep only a payment token, the card brand, the last four digits, and the expiration date so that you can recognize the card on file.
Where the Service supports electronic or in-person signing of reports, proposals, or work authorizations, signature data is captured and stored as part of the relevant document, either directly or through our document-signing provider (DocuSeal). Signature data stays with the document it belongs to for as long as we retain that document under Section 4. We also keep the supporting audit information, including the signer name, the timestamp, and the IP address used, because an electronic signature holds up only as well as the record behind it.
We automatically collect certain information when you access the Service, including IP address, browser type, pages accessed, and timestamps ("Log Data"). We use Log Data for security, troubleshooting, abuse prevention, and service reliability. We keep Log Data for twelve months and then delete or aggregate it.
The Service uses only the cookies and similar technologies needed to keep you signed in and to keep the Service secure. We run no advertising networks, no advertising cookies, no cross-site tracking, and no third-party analytics that follow you to other websites, and no other party collects information about your online activity across other websites through the Service. Because nothing in the Service tracks you across other websites, a browser Do Not Track signal does not change how the Service behaves.
We use your contact information to send service-related communications, including billing notices, filing deadline reminders, security alerts, and support replies. Service-related communications continue for as long as your account stays active, because they carry information you need to run the account. We send product and marketing email only to users who opt in, every marketing message carries an unsubscribe link, and we honor an unsubscribe request within ten business days. Unsubscribing from marketing email does not stop service-related communications.
We use the information we collect to:
Provide, operate, and maintain the Service
Process your subscription and billing
Communicate with you about your account, service changes, or support requests
Detect, prevent, and address technical issues or security concerns
Comply with legal obligations
Check licensing status and enforce the Terms of Service
Create aggregated, de-identified statistics about how the Service is used, which do not identify you, your company, your personnel, or any property or person described in your content
We do not sell your Personal Information or your company's inspection and report content. We do not share it for cross-context behavioral advertising, we do not use it for targeted advertising, and we do not use it to train artificial intelligence or machine learning models. We do not use it to make automated decisions about any individual.
We use the following third-party providers to operate the Service. Each processes a limited set of data solely to perform its function on our behalf:
| Provider | Purpose | Data Involved |
|---|---|---|
| Supabase | Database, authentication, file storage | All account and report data |
| Stripe | Subscription billing | Billing contact, payment method (Stripe-held, not us) |
| AssemblyAI | Speech-to-text for voice capture | Audio during transcription |
| DocuSeal | Electronic document signing | Documents requiring signature |
| Resend | Transactional email delivery | Email address, message content |
| Google Calendar (optional) | Calendar sync, if you connect it | Job scheduling data you choose to sync, and event data read back from the calendar you connect |
| QuickBooks (optional) | Invoice sync, if you connect it | Invoice and customer billing data you choose to sync |
Optional integrations (Google Calendar, QuickBooks) are only activated if you choose to connect them, and can be disconnected at any time. See Section 6 below for details on how these specific integrations work.
Each provider works under a written contract that limits it to processing data on our instructions, for the purpose shown above and no other, and that requires it to protect the data and to delete or return it when the engagement ends. We remain responsible to you for the work these providers perform on our behalf.
We store data in the United States. If we add or replace a provider that handles your company's information, we will update the table above and, where the change is material, notify the administrator email address on your account before the new provider begins processing.
Business transfers. If we are involved in a merger, reorganization, entity conversion, financing, or a sale or transfer of all or substantially all of our assets or of the business line that operates the Service, information described in this policy may be transferred to the successor or acquiring entity as part of that transaction. We will require the successor to honor this policy for the information transferred, or we will notify the administrator email address on your account before that information becomes subject to a materially different policy.
We retain your company's data for as long as your account stays active, and after that only as long as the purposes described in this section or the law require. California law requires registered pest control companies to keep inspection records for at least three years after the work is completed. That obligation belongs to your company, and your company must satisfy it from its own copies rather than relying on our systems.
After your account is cancelled or terminated, the following applies. You may export your company's data for thirty days. We then delete it within thirty days after that export window closes. Backup copies age off on our normal backup cycle within an additional ninety days. Source audio from voice capture is deleted within thirty days after transcription whether or not your account stays active. Log Data is deleted or aggregated after twelve months. Billing and tax records are kept for seven years because the law requires it. You may ask us in writing to delete your company's data sooner, and we will do so unless the law requires us to keep it.
We use reasonable security measures appropriate to the nature of the information we hold, including encryption of data in transit and at rest, row-level access controls that separate each company's data from every other company's data, least-privilege credentials for server-side operations, and access logging. No method of electronic storage or transmission is completely secure, and we do not guarantee absolute security.
You are responsible for the security of your own account, including keeping credentials confidential, removing users who leave your company, and telling us promptly about any suspected unauthorized access. If we discover a security incident that compromises your company's data, we will notify the administrator email address on your account without unreasonable delay and give you the information you need to meet your own notification obligations.
If you choose to connect a Google Calendar or QuickBooks account:
Google Calendar: when you connect a Google Calendar account, the Service syncs job scheduling in both directions. Jobs you schedule in WDO Pro are written to your calendar, and the Service reads the calendar you connect so that a job you schedule, move, or cancel on the calendar is reflected in the Service. The Service reads and writes only the calendar you select when you connect, and it does not use your calendar contents for any purpose other than keeping your job schedule current. You may disconnect at any time from your account settings.
QuickBooks: invoice data may be synced to your connected QuickBooks account to keep your accounting records current. You may disconnect at any time from your account settings.
Both integrations are strictly optional. The Service is fully functional without connecting either. Once information reaches Google or Intuit, that company's own privacy policy governs it. Disconnecting an integration stops future syncing, and it does not remove anything already sent, which only you can delete from that account.
The California Online Privacy Protection Act applies to any operator of a commercial website or online service that collects personally identifiable information from California residents. It carries no revenue or size threshold, so it applies to us. It requires this policy to identify the categories of personal information the Service collects and the categories of third parties that receive it, to describe how you can review and request changes to your information, to describe how we notify you of material changes, to state an effective date, to disclose how the Service responds to browser Do Not Track signals, and to disclose whether any other party collects information about your online activity across other websites. This policy addresses each of those items, and we post it at a conspicuous link inside the Service and on our public website.
We do not disclose personal information to third parties for those parties' own direct marketing purposes.
Some of our customers may themselves fall under a comprehensive privacy law. Where that happens, we act only on that customer's instructions with respect to the content it puts into the Service, we put that content to no independent use of our own, and we will sign a data processing agreement that passes the customer's obligations through to us.
Your authorized users may review and update their own account and profile information at any time inside the Service. An administrator on your account may add users, remove users, correct user information, and export or delete report content, subject to the retention rules in Section 4 and to your company's own recordkeeping obligations.
To review, correct, or delete information you cannot reach through the Service, email us at privacy@wdo-pro.com. We answer within thirty days. We may need to verify that a request comes from an authorized person on the account before we act on it.
If an individual outside your company asks us to review, correct, or delete information that appears in your company's report content, we will pass the request to your company and tell the person we have done so. Your company decides how to answer, because your company controls that content.
Most other states with comprehensive privacy laws grant rights to individuals acting for personal, family, or household purposes, and they exclude individuals acting in a commercial or employment context. Because the Service is sold to businesses and used by their personnel at work, those laws generally give your authorized users no rights against us. Most of them also apply only above volume thresholds well beyond our customer base.
Two points still matter as the Service grows. First, when we handle content a customer puts into the Service, we act as that customer's processor, and several of those laws require a written processing contract between the customer and us. We will sign one on request. Second, a few states apply their law to any business that processes their residents' data without a volume threshold, so our obligations can shift with our customer mix rather than with our size. We review this policy at least once a year against the states we serve and update it when the answer changes.
The Service is offered in the United States and is not directed to individuals in the European Union, the United Kingdom, or other jurisdictions with separate cross-border transfer requirements.
The Service is built for licensed pest control professionals and the companies that employ them. We do not offer accounts to anyone under 18, the Service is not directed to children, and we do not knowingly collect personal information from anyone under 13. If we learn that a child under 13 has provided personal information through the Service, we delete it promptly.
Inspection records your company creates may incidentally describe a property where minors live, including in photographs or occupant notes. We do not collect that information from the child, and we put it to no purpose beyond storing your company's report. Your company decides what its reports hold and remains responsible for handling that content appropriately.
We may update this policy. Every version carries an effective date at the top, and we keep the prior version available on request. When a change materially affects how we handle information, we will notify the administrator email address on your account, and post a notice inside the Service, at least thirty days before the change takes effect. A material change applies only to information we collect or use after its effective date, and we will not apply a new use to information already collected without giving you that notice first. If your company does not accept a material change, it may cancel before the change takes effect.
Questions, requests, and complaints about this policy go to privacy@wdo-pro.com or to 1274 Loma Vista Way, Vista, CA 92084. We answer privacy requests within thirty days. If you believe this policy is out of step with what the Service actually does, tell us and we will correct the policy or the practice.