Privacy Policy
Effective Date: July 12, 2026 | PolyFab Pro LLC
PolyFab Pro LLC does not sell your personal data. We collect only what is necessary to operate the Service and never share it with advertisers or data brokers.
1. Introduction
PolyFab Pro LLC ("PolyFab Pro," "we," "us," or "our") operates the PolyFab Pro platform at polyfabpro.com. This Privacy Policy explains how we collect, use, store, and protect information about you and your organization when you use the Service.
By using the Service, you agree to the collection and use of information in accordance with this policy. This policy is incorporated into and subject to our Terms of Service.
2. Information We Collect
2.1 Information You Provide
- Account information: Company name, contact name, email address, and billing address provided during signup.
- Payment information: Credit card and billing details — collected and processed by Stripe. We do not store full card numbers on our servers.
- Team member data: Names and 4-digit PINs for shop users added by account administrators.
- Business data: Job records, schedules, inventory, change orders, invoices, material orders, project requests, and all other content you create within the Service ("Customer Data").
- Communications: Messages sent through the in-app job messaging and connection chat features.
2.2 Information Collected Automatically
- Usage data: Pages visited, features used, timestamps, and session activity logs.
- Device information: Browser type, operating system, and IP address.
- Session tokens: Authentication tokens stored in your browser's session storage to maintain your login.
- Push notification subscriptions: If you opt in to browser push notifications, we store your subscription endpoint to deliver notifications.
2.3 Information from Third Parties
- QuickBooks Online: If you connect your QuickBooks account, we receive OAuth tokens and invoice/payment data from Intuit to enable the QuickBooks integration.
- Stripe: We receive subscription status, payment confirmations, and billing events from Stripe via webhook.
3. How We Use Your Information
| Purpose | Information Used |
|---|---|
| Provide and operate the Service | All Customer Data, account info, session tokens |
| Process payments and manage subscriptions | Billing info, Stripe payment data |
| Send transactional emails (invoices, alerts, digests) | Email address, job data |
| Deliver push notifications (if opted in) | Push subscription endpoint, notification content |
| Power the AI Help Agent | Your question text, live job/inventory data (sent to Anthropic API) |
| QuickBooks integration | OAuth tokens, invoice data (sent to Intuit API) |
| Security and fraud prevention | IP address, session activity, usage logs |
| Service improvement and debugging | Usage data, error logs (anonymized where possible) |
| Legal compliance | Any information required by applicable law |
4. AI Help Agent
The PolyFab Pro Help Agent is powered by Anthropic's Claude AI. When you submit a question to the Help Agent, the text of your question and relevant live data from your account (such as active job counts, inventory levels, and schedule status) may be sent to Anthropic's API to generate a response. This data is processed in accordance with Anthropic's Privacy Policy.
We do not send personally identifiable information (such as user names or email addresses) to the AI service. You may disable the Help Agent by contacting your account administrator.
5. How We Share Your Information
We do not sell, rent, or trade your personal information. We share data only in the following circumstances:
5.1 Service Providers
| Provider | Purpose | Privacy Policy |
|---|---|---|
| Stripe, Inc. | Payment processing and subscription billing | stripe.com/privacy |
| Intuit Inc. (QuickBooks) | Accounting integration (if enabled) | intuit.com/privacy |
| Anthropic PBC | AI Help Agent responses | anthropic.com/legal/privacy |
| DigitalOcean LLC | Cloud hosting and infrastructure | digitalocean.com/legal/privacy-policy |
| Google (Gmail/SMTP) | Transactional email delivery | policies.google.com/privacy |
5.2 Connected Accounts
If you use the Connections feature to link your account with partner fabricators or designers, certain job and request data is shared with those connected accounts as necessary to facilitate collaboration. You control which accounts you connect to.
5.3 Legal Requirements
We may disclose your information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of PolyFab Pro, our users, or the public.
5.4 Business Transfers
In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred to the acquiring entity. We will provide notice of such a transfer and your options.
6. Data Storage and Security
Your data is stored on servers hosted by DigitalOcean in the United States. We implement the following security measures:
- Encrypted HTTPS connections for all data in transit;
- Session-based authentication tokens with no plaintext password storage;
- 4-digit PIN authentication for shop floor access;
- Server-side access controls limiting data access to authorized sessions;
- Regular server updates and security patches.
Despite these measures, no system is completely secure. You are responsible for maintaining the confidentiality of your account credentials.
7. Data Retention
We retain your Customer Data for as long as your account is active. If your account is terminated or cancelled:
- Your data remains accessible for 30 days after termination, during which you may export it;
- After 30 days, Customer Data may be permanently deleted from our systems;
- Activity logs and billing records may be retained for up to 7 years for legal and financial compliance purposes;
- Anonymized or aggregated usage data may be retained indefinitely.
8. Your Rights and Choices
8.1 Access and Correction
You may access, update, or correct your account information at any time through the Admin Console within the Service.
8.2 Data Export
You may export your Customer Data at any time using the data export feature in the Admin Console (Admin → Settings → Export Data).
8.3 Push Notifications
You may opt out of push notifications at any time through your browser settings or by contacting your account administrator.
8.4 QuickBooks Disconnection
You may disconnect your QuickBooks integration at any time through the Admin Console. Upon disconnection, we will delete stored QuickBooks OAuth tokens.
8.5 Account Deletion
To request deletion of your account and associated data, contact us at PolyFab42@gmail.com. We will process your request within 30 days, subject to legal retention obligations.
9. Cookies and Local Storage
The Service uses browser session storage (not persistent cookies) to maintain your login session. Session storage is automatically cleared when you close your browser tab. We do not use advertising cookies or third-party tracking cookies.
10. Children's Privacy
The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will delete it.
11. California Privacy Rights
If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your personal information, and the right to opt out of the sale of your personal information. We do not sell personal information. To exercise your rights, contact us at PolyFab42@gmail.com.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice within the Service at least 14 days before changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.
13. Contact Us
For questions, concerns, or requests related to this Privacy Policy, contact us at:
PolyFab Pro LLC
Email: PolyFab42@gmail.com
Website: polyfabpro.com