Privacy Policy

This Privacy Policy describes how Propfax LLC, a Florida limited liability company ("Propfax," "we," "us," or "our"), collects, uses, processes, discloses, retains, and protects information in connection with the Propfax mobile application, the website at propfaxai.com, and any related products, features, or services (collectively, the "Services").

We collect the following categories of information:

• Account Information — Name, email address, company name, phone number
• Billing Information — Processed by Stripe. Propfax does not store full credit card numbers.
• Company Information — Company name, team size, trade specialties
• Project Data — Project names, addresses, budgets, schedules, notes
• Photos — Jobsite photographs uploaded for documentation and reporting
• Videos — Walkthrough and progress videos
• Audio Files — Voice notes and audio recordings used for report generation
• Reports — AI-generated and manually created project reports
• Usage Analytics — Features used, screens viewed, actions performed, and timestamps
• Device Information — Device model, operating system, application version, and IP address

Billing information is processed by Stripe. Propfax does not store full credit card numbers. All payment processing is handled securely through Stripe's PCI-compliant infrastructure.

Customer Data remains owned by the customer. Propfax processes Customer Data solely to provide, maintain, support, improve, and secure the Services.

We use your information to:

• Provide, operate, maintain, and support the Services
• Process payments and manage subscriptions through Stripe
• Generate AI-powered reports and features
• Send transactional notifications and product updates
• Analyze usage to improve the platform
• Detect and prevent fraud, abuse, and unauthorized access
• Comply with applicable laws and regulations

Propfax uses third-party AI providers, including Anthropic (Claude API), to process uploaded content for the purpose of generating reports and providing AI-powered features. User content submitted to AI features may be transmitted to these providers for processing. AI-generated outputs are always presented for user review before finalization.

We use cookies and similar technologies for essential site functionality, authentication, and analytics. We use PostHog for product analytics to understand how users interact with the platform. Analytics data is used solely for product improvement and is not shared with advertising networks.

We retain Customer Data for as long as your account is active or as needed to provide the Services. After account deletion:

• Account and profile data is deleted within 30 days
• Project data, reports, and media are deleted within 90 days
• Aggregated, anonymized analytics data may be retained indefinitely
• Server logs are deleted within 90 days

You may request deletion of your account and all associated data at any time by contacting support@propfaxai.com or through your account settings. We will process deletion requests within 30 days, subject to our legal and operational retention obligations.

We implement commercially reasonable administrative, technical, and physical safeguards including:

• Encryption of data in transit using TLS
• Encryption of data at rest
• Row-level security policies at the database level
• Role-based access controls
• Secure token-based authentication
• Rate limiting on API endpoints

Our service providers include:

• Stripe — payment processing
• Supabase — database hosting and authentication
• Anthropic — AI report generation
• Amazon Web Services — cloud infrastructure
• PostHog — product analytics
• SendGrid — transactional email

Subject to applicable law, you may request access to, correction of, or deletion of your personal information. California residents have additional rights under the CCPA/CPRA. To exercise any rights, contactsupport@propfaxai.com.

The Services are intended for business use by construction professionals and are not directed to children. We do not knowingly collect personal information from individuals under 16.

We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-app notification at least 30 days before taking effect.

If you have questions about this Privacy Policy, contact us atsupport@propfaxai.com.

Propfax LLC
999 SW 1st Avenue
Miami, Florida 33130