Privacy policy

1. Who we are

Plumb Record is operated by Plumb Record, based in Winnipeg, Manitoba, Canada. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). Our privacy officer is responsible for this policy and can be reached at plumbrecord@gmail.com.

2. Two kinds of information, two kinds of responsibility

• Project records. An owner or owner's representative (our customer) decides which email and documents go into a project. For that content we act as the customer's service provider: we hold and process it on their behalf and only for them.
• Our own information. For accounts, sign-in, this website and our communications with you, we are responsible directly.

3. What we collect

When you sign in

• Your email address and name.
• A one-time sign-in code, stored only in scrambled (hashed) form and expired after 10 minutes.
• Session details: when you signed in, your IP address and browser type, kept to keep your account secure.

In a project record

• Email sent or copied to the project's address, and its attachments (drawings, change orders, invoices, minutes).
• Documents and photos people add on purpose.
• The names, email addresses, job titles and signatures of the people in those emails, including project participants who never signed up for Plumb Record.
• Decisions, corrections and notes people make in the record, with who made them and when.

Plumb Record does not connect to anyone's inbox and does not read email that wasn't sent or copied to the project.

On this website

We don't use analytics, advertising or tracking cookies. The demo request form doesn't send anything yet; when it does, it will collect your name, email, organization and message, used only to reply to you.

4. Why we use it

• To build and show the project record, and to let the right people confirm and correct it.
• To sign you in and send you messages about the project (for example, a sign-in code or something waiting on you).
• To keep the service secure, investigate problems and support you.

We don't sell personal information, we don't use it for advertising, and we don't use project content to train AI models. We ask for consent before using personal information for any new purpose.

5. AI

AI reads incoming email and documents and suggests what they mean, for example “this is a change order for $3,257.” Suggestions are labelled as suggestions and a person confirms them. When AI processing is switched on, content is sent to our AI provider only to produce those suggestions, under terms that don't allow it to be used for training. That provider may process it outside Canada; see data locations.

6. People in the record who didn't sign up

Contractors, consultants and others appear in a project record because they emailed the project. The owner who runs the project is responsible for letting their project team know the project address is recorded. [At launch, the project address will reply once to each new sender with a short notice and a link to this page.] Anyone in a record can ask us, or the project owner, to see or correct what it holds about them.

7. Who can see it

Only people invited to a project can see it, and only the parts their role allows. Some material, such as the owner's financing and internal notes, is kept to the owner's side. A lender invited to a project sees the shared record and its own draws, but not the owner's fund sources or internal notes; a lender's own notes are seen only by that lender, not by the owner or the team. Anyone on a project can export what their role can see. Our staff access project content only to keep the service running or when you ask for help, and that access is limited and logged. We share information with the service providers listed on data locations, who may only use it to provide their service to us, or when the law requires it.

8. Where it is stored

Project records for Canadian projects are stored in Canada (Montréal region). Some of our providers, such as website hosting, email delivery and AI, may process information in the United States or elsewhere, where it may be accessible to authorities under local law. The current list is on data locations.

9. How long we keep it

• Sign-in codes: 10 minutes. Sessions: until you sign out or they expire.
• Project records: for as long as the customer keeps the project, then for [the period the customer chooses, to be set out in the customer agreement]. Construction records often matter for years after completion (warranty, liens, audits), so the customer decides.
• Deleted information may stay in encrypted backups for up to [30] days before it is gone for good.

10. How we protect it

Information is encrypted in transit and at rest. Every request is checked against the person's role on that project, the database blocks access through public interfaces, and changes to the record are kept as a visible history rather than overwritten. No system is perfectly secure; if a breach creates a real risk of significant harm, we will notify the people affected and the Office of the Privacy Commissioner of Canada as the law requires, and keep a record of every breach.

11. Your choices and rights

You can ask to see the personal information we hold about you, ask us to correct it, or withdraw consent (which may mean you can no longer use parts of the service). Write to plumbrecord@gmail.com; we'll answer within 30 days. If you're not satisfied, you can complain to the Office of the Privacy Commissioner of Canada.

12. Children

Plumb Record is for organizations managing construction projects and isn't meant for anyone under 16.

13. Changes

When we change this policy we'll update the date above and, for meaningful changes, tell account holders by email before they take effect.