Privacy Policy

1. Introduction

PineBuild ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our construction and project management software platform ("Service"), including any associated websites, mobile applications, and integrations with third-party services such as QuickBooks.

By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, do not use our Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: When you register, we collect your name, email address, company name, phone number, and password.
• Business Information: Company details, business address, tax registration numbers (GST/HST, Business Number, WCB), and financial settings.
• Customer Data: Information about your customers including names, contact details, project addresses, and communication history.
• Project Data: Estimates, quotes, job details, change orders, progress claims, invoices, and related financial information.
• Employee Data: Names, contact information, hourly rates, PIN codes for field workers, and time tracking data.
• Communications: Messages, RFIs, submittals, field communications, and support inquiries.
• Payment Information: Billing details processed through our payment providers (we do not store complete credit card numbers).

2.2 Information Collected Automatically

• Device Information: IP address, browser type, operating system, device identifiers, and mobile device information.
• Usage Data: Pages visited, features used, time spent on pages, and interaction patterns.
• Location Data: GPS coordinates when using our mobile time clock feature (with your explicit consent), geofencing data for job site verification.
• Log Data: Server logs including access times, error logs, and system activity.
• Cookies and Tracking: Session cookies, authentication tokens, and analytics cookies.

2.3 Information from Third-Party Integrations

• QuickBooks Integration: When you connect your QuickBooks account, we access customer lists, chart of accounts, invoices, and financial data necessary to provide synchronization features. We use OAuth 2.0 for secure authorization and store access tokens encrypted at rest.
• Email Services: Email delivery status and engagement metrics for transactional emails.

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Provision: To provide, maintain, and improve our construction management platform.
• Account Management: To create and manage your account, authenticate users, and provide customer support.
• Communication: To send transactional emails (quotes, invoices, notifications), respond to inquiries, and provide important updates.
• Integration Services: To synchronize data with QuickBooks and other connected services at your direction.
• Analytics: To analyze usage patterns, improve features, and enhance user experience.
• Security: To detect, prevent, and respond to fraud, unauthorized access, and other security incidents.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes.
• Business Operations: For billing, auditing, and internal business purposes.

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 With Your Consent

We share information when you explicitly authorize us to do so, such as when connecting third-party integrations.

4.2 Service Providers

We engage trusted third-party service providers who assist us in operating our Service:

• Cloud hosting and infrastructure (secure data centers)
• Email delivery services
• Payment processing
• Customer support tools
• Analytics services

These providers are contractually bound to protect your data and may only use it for the purposes we specify.

4.3 Third-Party Integrations

When you connect to services like QuickBooks, we share data necessary for the integration to function. Your use of third-party services is governed by their respective privacy policies:

• Intuit QuickBooks: https://www.intuit.com/privacy/

4.4 Legal Requirements

We may disclose information if required by law, regulation, legal process, or governmental request, or to protect our rights, privacy, safety, or property.

4.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

5. Data Security

We implement robust security measures to protect your information:

• Encryption: Data is encrypted in transit (TLS 1.2+) and at rest (AES-256).
• Access Controls: Role-based access controls and multi-tenant data isolation.
• Authentication: Secure password hashing, session management, and optional two-factor authentication.
• Monitoring: Continuous security monitoring, audit logging, and intrusion detection.
• Token Security: OAuth tokens for third-party integrations are encrypted and stored securely.
• Regular Audits: Periodic security assessments and vulnerability testing.

While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide our Service and fulfill the purposes described in this policy:

• Active Accounts: Data is retained while your account is active.
• Cancelled Accounts: Upon account cancellation, we retain data for 90 days for recovery purposes, then permanently delete it.
• Demo Accounts: Demo tenant data is automatically deleted after 7 days of inactivity.
• Legal Requirements: Some data may be retained longer to comply with legal obligations, resolve disputes, or enforce agreements.
• Backup Data: Encrypted backups are retained for disaster recovery purposes and are purged according to our backup rotation policy.

7. Your Rights and Choices

You have the following rights regarding your personal information:

7.1 Access and Portability

You can access your data through the application. You may request a copy of your data in a portable format by contacting us.

7.2 Correction

You can update and correct your account information through the application settings.

7.3 Deletion

You can request deletion of your account and associated data by contacting us. Some information may be retained as required by law.

7.4 Disconnect Integrations

You can disconnect third-party integrations (such as QuickBooks) at any time through the Settings page. Upon disconnection, we revoke access tokens and stop accessing the third-party service.

7.5 Communication Preferences

You can opt out of marketing communications while still receiving essential transactional notifications.

7.6 Location Services

You can disable GPS tracking in the mobile app, though this may affect time clock functionality.

8. Cookies and Tracking Technologies

We use cookies and similar technologies for:

• Essential Cookies: Required for authentication and security.
• Functional Cookies: Remember your preferences and settings.
• Analytics Cookies: Help us understand how you use our Service.

You can control cookies through your browser settings, but disabling essential cookies may prevent you from using certain features.

9. Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected information from a child, we will promptly delete it.

10. International Data Transfers

Our servers are located in North America. If you access our Service from outside this region, your information may be transferred to, stored, and processed in North America. By using our Service, you consent to such transfers.

11. Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for their privacy practices. We encourage you to review their privacy policies before providing any information.

12. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

To exercise these rights, contact us using the information below.

13. Canadian Privacy Rights

If you are a Canadian resident, your personal information is protected by the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial legislation. You have the right to:

• Access your personal information
• Challenge the accuracy and completeness of your information
• Withdraw consent (subject to legal or contractual restrictions)

14. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date
• Sending email notification for significant changes

Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

15. Contact Us

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