Effective Date: March 1, 2026 · Last updated: November 1, 2026
Encompass Now (“we,” “our,” or “us”) respects your privacy and is committed to protecting the information we collect from our clients and users. This Privacy Policy explains how we collect, use, and safeguard information in connection with our Encompass Asset Intelligence platform, Encompass ROM Intelligence estimating tool, facility stewardship services, and capital planning tools.
1. Information We Collect
We may collect the following types of information when you use our platform:
a. Account Information
- Name, work email address, organization name, role, and contact details
b. Asset & Facility Data
- Physical equipment inventory records, including make, model, serial numbers, installation dates, original costs, vendor/installer contacts, condition ratings, inspection logs, and warranty schedules
c. Project & Operations Documentation
- Uploaded project documentation including as-built drawings, permits, specifications, O&M manuals, submittals, RFIs, photos, videos, 3D model files, and capital reserve models
d. Technical & Usage Data
- Device type, browser configuration, IP address, and platform usage metrics collected during your interactions with our web application
e. Estimating Data (Encompass ROM Intelligence)
- Project names, locations, building size and type, schedule assumptions, trade and soft-cost line items, value-engineering inputs, scenarios, saved estimate versions, and the name entered as "Submitted By" on reports
- Estimates are saved in your web browser on the device you use. Unless your organization has enabled server storage, this estimate data stays on that device and is not transmitted to us.
- Owner Intelligence stores project budgets, decision logs, schedules, change orders, pay application notes and risk registers on a private server operated by Encompass Now, LLC, tied to your sign-in and not visible to other users, and keeps a copy in your web browser so the app works quickly. Automatic server backups are retained for a limited time. This data is not sold or shared.
- Sign-in to our tools is handled by Auth0, which processes your email address and authentication events under its own privacy policy.
2. How We Use Information
We use collected information to:
- Provide asset intelligence, facility condition benchmarking, and lifecycle management tools
- Analyze asset health, remaining useful life (EUL/RUL), and repair-versus-replace financial models
- Generate multi-horizon reserve schedules, risk matrices, and capital budget projections
- Maintain asset records, warranty expiration alerts, and preventative maintenance schedules
- Improve platform security, system performance, and user experience
We do not sell personal or proprietary client information.
3. Client Authorization & Asset Data Governance
Access to organization project files and asset data is controlled by account permission roles granted by your organization administrator.
All asset data, capital project records, and maintenance logs remain the property of your organization and are processed solely to fulfill authorized platform functions.
4. Sharing of Information
We do not sell, rent, or trade personal or client information.
We may share information only:
- With vetted infrastructure and application service providers supporting our platform (subject to strict confidentiality obligations)
- When required by law, regulation, subpoena, or compulsory legal process
5. Data Security
We implement appropriate administrative, technical, and physical security measures—including encrypted storage and role-based access controls—to protect data against unauthorized access, disclosure, or alteration.
6. Data Retention
We retain account details and client asset records for as long as necessary to provide service continuity and fulfill legal, contractual, or auditing requirements.
7. Your Rights (California Residents)
Under the California Consumer Privacy Act (CCPA), you may have the right to:
- Request access to the personal data we maintain about you
- Request correction or deletion of your personal data
- Request details regarding how your information is processed and secured
To exercise these rights, contact us at: privacy@encompass-now.com
8. Third‑Party Services
Our platform may integrate with third-party tools (such as interactive document viewers or analytical widgets). Their privacy practices are governed by their respective privacy policies.
9. Updates to This Policy
We may update this Privacy Policy periodically. Any revisions will be published on this page with an updated effective date.
10. Contact Us
Encompass Now, LLC
privacy@encompass-now.com
encompass-now.com