Privacy Policy
This policy explains how [Legal business name], doing business as Pro Site Link ("Pro Site Link," "we," "us"), handles personal information when you visit prositelink.com (the "Site") or use the Pro Site Link app at prositelink.com/app and its installed versions (the "App," together the "Service").
Pro Site Link is a business tool for companies and independent professionals who sell services. In this policy, "you" means a visitor to the Site or a person who uses the App, such as a company owner, admin or crew member. Information that our business customers store about their own customers is covered in section 7.
1. Notice at collection
| What | Examples | Why we collect it | How long we keep it |
|---|---|---|---|
| Account details | Name, email, sign-in name, password (stored only as a secure hash by our sign-in provider), role | Create and secure your account, let your company manage access | While your account exists |
| Company profile | Business name, logo, phone, email, address, license number | Show your branding in the App and on your PDFs | While the company account exists |
| Business records you store | Customers, estimates, jobs, schedules, invoices, payments, crew names and wages, overhead, files, photos and videos | Provide the Service you asked for | Until you or your company delete them (see section 8) |
| Device and usage data | IP address, browser and device type, sign-in times, signed-in devices, an activity log of changes in your company | Security, fraud prevention, troubleshooting, the activity log your company sees | While the account exists; server logs for a limited period |
| Billing details | Plan, billing status, last four digits and expiry of your card (full card numbers go only to our payment processor) | Charge for paid plans, send receipts, meet tax and accounting rules | As long as tax and accounting law requires |
| Messages to us | Support emails and requests | Answer you and keep a record of your request | Up to 3 years |
| Optional analytics and marketing data | Pages viewed, the referring website, campaign tags and device type (our own visit counter, no cookies); ad measurement if we ever add it | Only if you turn them on in Cookie settings | See the Cookie Policy |
We do not sell personal information, and we do not share it for cross-context behavioral advertising unless you turn on Marketing in Cookie settings. You can change that at any time on Your Privacy Choices.
2. What we collect
Information you give us
- Account information: your name, email address or sign-in name, and password. Passwords are handled by our sign-in provider and stored only as a secure hash.
- Company information: business name, logo, phone, email, address and license number you enter in Business profile.
- Team information: names, emails and roles of people you invite, and hourly wages you enter for crews.
- Business records ("Customer Data"): everything you store in the App, such as customer names, phone numbers, email and job-site addresses, notes, estimates, schedules, invoices, payments, files, photos and videos.
- Communications: what you send us when you ask for help.
Information collected automatically
- Sign-in and device data: IP address, browser type, device type and the times you sign in. The App shows you this list under Account, Signed-in devices.
- Error reports: if the App crashes while you are signed in, it sends us the error message, the screen you were on, the App version and your browser type so we can fix it. Email addresses, phone numbers and sign-in tokens are removed first, and nothing you typed into a form is included. Kept 30 days.
- Activity log: a record of who changed what in your company (for example, "edited an estimate"), which owners and admins can see.
- Server logs: our hosting provider records basic request data such as IP address, page requested, time and browser to run and protect the Site.
- Browser storage: the App saves your settings, a working copy of your records for offline use and your sign-in session in your browser's local storage. See the Cookie Policy.
Information from features you choose to use
- Address suggestions: if "Suggest addresses as I type" is on, the text you type into an address box is sent to the Photon address service to look up matching street addresses. Turn it off in Admin, Address suggestions, to use only your saved addresses. To show nearby addresses first, an approximate area (rounded to about 1 km) may be sent with that text.
- Use my location: when you tap the location button next to an address box, your browser asks for permission and then gives the App your device's location once, so it can fill in the address. See the Location Policy.
- Sharing from your device: when you text, email or share an estimate or invoice, the App opens your own phone or email app. We do not send those messages and do not receive their contents.
- Payments: when paid plans are billed online, card details go directly to our payment processor, Stripe. We receive only limited details such as the card brand, last four digits, expiry and whether a payment succeeded.
We use precise device location only when you tap Use my location, and only to fill in that address. California law treats precise geolocation as sensitive personal information; we use it only to provide the feature you asked for, and never to infer anything about you. We do not knowingly collect other sensitive information beyond your account password.
3. How we use information
- Provide, maintain and sync the Service across your devices, and keep your company's records separate from every other company.
- Authenticate users, enforce your company's roles and permissions, and protect against fraud, abuse and security incidents.
- Respond to support requests and fix problems.
- Bill for paid plans and send required account, security, billing and renewal notices.
- Understand and improve the Service using aggregated or de-identified information.
- Comply with law, enforce our Terms of Service and protect our rights and the rights of others.
We do not sell personal information, use Customer Data for advertising, or use Customer Data to train artificial intelligence models. If we ever want to use personal information for a new purpose that is not compatible with these, we will ask for your consent first.
4. Who we share information with
- Service providers that run parts of the Service for us under contracts that limit their use of the data, such as database and sign-in hosting, website hosting and payment processing. The current list is on our Sub-processors page.
- People in your company, according to the roles and permissions your company owner sets.
- Legal and safety: when we believe in good faith that the law requires it, or to protect the rights, property or safety of our users, the public or Pro Site Link.
- Business transfers: if Pro Site Link is involved in a merger, acquisition or sale of assets, information may transfer as part of that deal, and this policy will continue to apply to it.
- With your direction: for example, when you share a PDF with your customer.
5. Cookies and tracking
The Site and App use necessary browser storage to work: keeping you signed in, remembering your settings and storing your cookie choice. Optional tools in the Functional, Analytics and Marketing categories do not load until you choose to allow them in the cookie banner or in Cookie settings. Today we do not use any analytics or advertising tools. If we add one, we will list it in the Cookie Policy before it is turned on, and it will still wait for your consent.
6. Privacy signals: Global Privacy Control and Do Not Track
If your browser sends a Global Privacy Control (GPC) signal, we treat it as a request to opt out of the sale or sharing of your personal information. We switch off Marketing tools automatically, without asking you to sign in, and show a confirmation in the cookie banner and on Your Privacy Choices. We treat a Do Not Track signal the same way.
7. Information about your customers
When a business uses Pro Site Link, it decides what information about its own customers, crew and suppliers to store. For that Customer Data, the business is in charge of it (the "business" or "controller"), and Pro Site Link acts as its service provider or processor: we process it only to provide the Service and as the business instructs. Our Data Processing Addendum sets out those commitments.
If you are a customer of a business that uses Pro Site Link and you want to see, correct or delete your information, please contact that business directly. If you contact us, we will forward your request to the business and help it respond.
Businesses are responsible for having the right to store their customers' information and for giving their customers any notices the law requires.
8. How long we keep information
- Accounts: as long as your account exists. When you delete your account in the App, we remove your sign-in and profile. Records you created stay with your company and show as made by a former member.
- Company records: until your company deletes them. When an owner closes a company, its records are locked right away and permanently erased 14 days later. An owner can restore the company during those 14 days.
- Backups: our database provider keeps rolling backups for disaster recovery. Deleted data is removed from those backups as they expire on their normal schedule.
- Server logs: for a limited period needed for security and troubleshooting.
- Billing and tax records: as long as tax and accounting law requires, usually up to 7 years.
- Consent records for paid-plan renewals: at least 3 years, as California's automatic renewal law requires.
- Data on your device: information saved in your browser stays there until you clear it, sign out or uninstall the App.
9. Your rights and choices
Depending on where you live, you may have the right to:
- Know and access the personal information we hold about you and get a copy in a portable format.
- Correct inaccurate information.
- Delete your personal information.
- Opt out of the sale or sharing of personal information, targeted advertising and certain profiling. We do not do these today, and Marketing tools stay off unless you allow them.
- Not be discriminated against for using these rights.
Do it yourself in the App: change your name and password in Account, export your company's records with Backup and restore, sign out other devices, delete your account, or (owners) close the company.
Ask us: email [contact email] with the subject "Privacy request." We will confirm your request within 10 business days and answer within 45 days. If we need more time, we will tell you why and may take up to 45 more days. To protect you, we verify requests by matching your email address and account details. You can use an authorized agent; we will ask for proof that you authorized them. If we deny your request, you can appeal by replying to our answer with the subject "Appeal," and we will respond within 60 days.
10. California disclosures
In the last 12 months we collected these categories of personal information, as defined by the California Consumer Privacy Act: identifiers (name, email, IP address); customer records (phone, address, billing details); commercial information (plan and payment history); internet or other electronic activity (sign-in and device data, activity log); audio and visual information (photos and videos you upload); professional or employment information (roles, and crew wages a business enters); and sensitive personal information limited to account log-in credentials, used only to provide and secure your account.
We collect these from you, from your company, and automatically from your device. We use them for the purposes in section 3 and disclose them to service providers for those business purposes. We have not sold personal information or shared it for cross-context behavioral advertising, and we do not knowingly sell or share the personal information of consumers under 16. We do not use sensitive personal information to infer characteristics about you.
Shine the Light: we do not share personal information with third parties for their own direct marketing.
11. Visitors outside the United States
Pro Site Link is operated from the United States, and information is stored and processed in the United States and in other countries where our service providers operate. If you are in the European Economic Area, the United Kingdom or Switzerland, we rely on these legal bases: performing our contract with you or your company, our legitimate interests in running a secure and useful service, your consent for optional cookies, and complying with legal obligations. Where required, we use Standard Contractual Clauses for transfers. You may also complain to your local data protection authority.
12. Security
We protect information with encryption in transit (HTTPS), access rules that keep each company's records separate, role-based permissions, secure password hashing by our sign-in provider, and tools to see and sign out your devices. No system is perfectly secure, so please use a strong password and keep your devices protected. If a security breach affects your personal information, we will notify you and the authorities as the law requires.
13. Children
The Service is for businesses and is not directed to children. You must be 18 or older to create an account. We do not knowingly collect personal information from anyone under 16. If you believe a child has given us information, contact us and we will delete it.
14. Changes to this policy
We review this policy at least once a year. If we make material changes, we will tell you in the App or by email before they take effect and update the date at the top.
15. Contact
[Legal business name], doing business as Pro Site Link
[Mailing address]
Email: [contact email]