Who processes a request
The business named on a form receives and manages the service request. Form Champions supplies the form, hosting, estimate display, source tracking, and private dashboard. Authorized platform administrators can also access workspace data to operate and support the service.
A contractor is responsible for its own customer communications, advertising, services, notices, and account permissions. Requests about that contractor’s service history may need to be handled with the contractor. Form Champions handles platform accounts and technical operations; applicable controller, processor, and service-provider roles depend on the activity and the parties’ agreement.
What we collect, why, and who receives it
Before you submit a form: answers are held in the open form. The current implementation does not save incomplete questionnaires to a lead record. A voluntary property lookup is a separate request described below. On submission, the named business and Form Champions receive your contact and project information.
- Contact identifiers: first and last name, email, and phone number, to respond to the inquiry and manage follow-up.
- Project details: home type, system choices, indoor area or size range, ZIP code, optional year built, timing, selected estimate, and appointment preferences, to prepare and manage the request.
- Source identifiers: bounded campaign/ad IDs, UTM fields, and a Facebook click identifier when present in the submitted URL, to explain the source of the inquiry and report campaign performance.
- Business account information: email, company details, equipment models and uploaded photos, pricing settings and private price-book references, contractor-supplied lender offer details, a password hash, session records, and the account connections a contractor authorizes, to provide a private workspace.
- Connected-service records: authorized ad performance and creative identifiers; Housecall Pro lead/job references, status, and booked values. Provider responses may transiently contain customer or company details that are not retained in the reporting tables.
- Follow-up information: optional SMS permission, its notice/version/time, staff-recorded contact outcomes and message text, reminder preferences and native Pipeline handoff records, to manage follow-up. Staff entries are not provider delivery receipts.
- Technical information: request and error information processed by hosting, and hashed security identifiers used for login throttling, to run and protect the service. Passwords and integration secrets are not published in dashboard responses.
Service providers and optional connections
Hostinger provides the server infrastructure used to host Form Champions and its restricted database and backups.
Facebook/Meta: a contractor can authorize read-only reporting access to its own ad account. The current Form Champions implementation does not install Meta Pixel, send homeowners’ contact details to Meta through Conversions API, create retargeting audiences, or change ad budgets. Facebook’s own pages and ads operate under Meta’s policies.
Housecall Pro: after a contractor connects its company API key, it can explicitly send an inquiry or enable automatic delivery for new submissions. Contact information and selected project/source details are sent to that contractor’s company account. Linked job records are then read for reporting. Connecting does not silently backfill all older leads. Contractors may also map a reviewed Housecall Pro Pipeline stage. An optional handoff moves future, opted-in leads into that company’s native workflow after lead delivery is confirmed. Calls, text delivery, replies, and native workflow execution occur in Housecall Pro. Form Champions does not import the Inbox conversation or call recording history.
RentCast: if address lookup is enabled and you choose Find my home size, your entered street address, city, state, and ZIP code are sent to RentCast to retrieve living-area details. A limited property result may be cached, and you confirm or edit the home size before using it. You can instead enter square footage or choose a range without this lookup.
External booking calendars, email apps, phone apps, and provider websites have their own practices. Their operators receive information when you choose to use them.
How data is used and what is not enabled
The current service uses information to deliver inquiries, provide estimates and private dashboards, run the connections a contractor authorizes, measure source performance, and maintain security. It does not provide a feature that sells homeowner lead lists, uses customer information to train general-purpose AI, or benchmarks identifiable customer records across unrelated client workspaces.
The public dashboard demo uses fictional records. Public customer forms do not make homeowner contact details or private notes publicly browsable. An estimate URL is a private sharing link: anyone who has it may be able to view the first name, project estimate, and saved visit preferences shown on that page. Keep those URLs private.
Retention and deletion
Account and workspace records are retained while needed to run the workspace, support the business relationship, handle verified requests, and meet applicable recordkeeping obligations. Contact/project details and linked reporting history are retained for follow-up and the contractor’s service history under its instructions. General lead and reporting retention is currently managed manually; there is no automatic fixed-age purge of all customer records.
Sessions have a seven-day validity window. One-time setup links have their displayed validity period. Property results have a thirty-day lookup-cache lifetime. Expired technical cache, session, and OAuth-state entries are removed by scheduled cleanup; login-throttle entries are removed after twenty-four hours. A request may take additional time to clear an expired record if scheduled cleanup is unavailable.
Database snapshots are retained for recovery and are rotated manually. Deleting a live record does not automatically remove it from an existing backup or another provider’s system. Backup handling, legal holds, and the named contractor’s own obligations may affect a request. Disconnecting an integration alone does not delete imported history.
Security and access
The service uses HTTPS, password hashing, encrypted integration credentials, restricted server files, and server-side workspace access checks. These controls do not mean every database field is encrypted at rest, that the service has an independent security certification, or that security is guaranteed. Provider credentials and customer data should not be posted in public links or sent through ordinary support screenshots.
Your choices and requests
Depending on applicable law, you may have rights to access, correct, delete, obtain a copy of, restrict, or object to uses of personal information. You may also be able to withdraw permission or appeal a decision. Contact the business named on your form for its service records, or use the Form Champions privacy contact below for platform help. Requests are handled manually, and identity or authority may need to be verified before records are released or changed.
Use only the information needed to locate the request—such as the email used on the form, the contractor name, and the kind of request. Do not send passwords, API keys, payment information, or identity documents unless a secure process is separately arranged. The contact-consent checkbox requests a response about this estimate; it does not authorize unrelated marketing or contact by every contractor on the platform. You can ask the named contractor to stop future promotional contact and raise concerns about its use of your details. A separate optional SMS checkbox records your choice, the notice version and capture time for follow-ups about this request. Declining it does not prevent submitting an inquiry. The named contractor sends any texts through its own registered Housecall Pro number; Form Champions prepares drafts and may hand eligible leads into a contractor-reviewed native Pipeline workflow. Reply STOP to the contractor’s texting number to opt out, or contact the contractor directly. Form Champions does not receive those replies automatically; the contractor must honor them in HCP. Local dashboard reminder controls do not cancel an already-running HCP workflow.
The current platform has no optional third-party advertising cookies to enable. Browser privacy settings and a Global Privacy Control signal do not turn off the essential processing needed to submit a request or maintain a login. If optional advertising technology is introduced, its notices and choices must be updated before it is enabled.
Contact
Form Champions is operated by Yelu Marketing. For privacy, accessibility, or data-processing questions, contact privacy@yelumarketing.com. Include the relevant contractor name and the kind of help you need, without passwords or API keys.