Privacy Policy
Effective Date: March 1, 2025 · Last Updated: March 18, 2026
1. Introduction
Pro Home Builders LLC ("Company," "we," "us," or "our") operates the Pro Home Builders Internal Operations Platform ("Platform"). This Privacy Policy explains how we collect, use, store, and protect information in connection with the Platform. This Platform is an internal business tool and is not intended for use by the general public.
2. Information We Collect
The Platform collects and processes the following categories of information:
Employee and User Data
Name, email address, role, login credentials, and activity logs for internal platform users.
Vendor and Subcontractor Data
Company name, contact information, tax identification numbers (EIN/SSN), insurance certificates, licensing information, bank account details for payment processing, and 1099 designation status.
Financial Data
Invoice amounts, bill records, expense transactions, credit card transaction data (merchant, amount, date, last-4 card digits), project cost allocations, and payment history.
QuickBooks Online Data
Vendor records, chart of accounts, expense transactions, bills, bill payments, and class/project data accessed via the Intuit QBO API on behalf of Pro Home Builders LLC.
Document and Receipt Data
Uploaded receipts, invoices, lien waivers, contracts, and other business documents submitted through the Platform.
3. How We Use This Information
All information collected through the Platform is used exclusively for the following internal business purposes:
- Processing and approving subcontractor bills and draw requests
- Categorizing and coding credit card expense transactions
- Managing vendor onboarding, compliance, and payment workflows
- Synchronizing financial records with QuickBooks Online
- Generating internal financial reports and project cost analyses
- Sending payment notifications and operational alerts to authorized personnel
- Maintaining audit trails for financial compliance and tax reporting
- Preparing year-end 1099-NEC reports for applicable subcontractors
We do not sell, rent, or share personal information with third parties for marketing purposes.
4. Third-Party Integrations
The Platform integrates with the following third-party services to deliver its functionality. Each integration is governed by the respective provider's privacy policy:
| Service | Purpose | Data Shared |
|---|---|---|
| Intuit QuickBooks Online | Financial data sync (vendors, bills, expenses) | Vendor records, transaction data, COA |
| Microsoft Azure / Exchange | Email inbox monitoring for invoices and receipts | Email metadata, attachment content |
| SendGrid | Transactional email notifications | Recipient email, notification content |
| Twilio | SMS notifications to vendors | Recipient phone number, message content |
5. Data Storage and Security
All Platform data is stored in encrypted databases hosted on secure cloud infrastructure. Access to stored data is restricted to authorized personnel based on their assigned role within the Platform. We implement the following security measures:
- Encrypted data transmission (TLS/HTTPS) for all Platform communications
- Role-based access control (RBAC) limiting data visibility by job function
- Session-based authentication with secure, signed cookies
- API credentials stored as encrypted environment variables, never in source code
- Regular security reviews and dependency updates
6. Data Retention
Financial records, vendor data, and transaction history are retained for a minimum of seven (7) years in accordance with IRS recordkeeping requirements for construction businesses and Virginia state tax regulations. Employee access logs are retained for a minimum of three (3) years. Upon termination of a user's access, their personal credentials are deactivated but associated financial records are retained for the applicable retention period.
7. Vendor and Subcontractor Rights
Subcontractors and vendors who have been granted Vendor Portal access may request a copy of the personal and business information we hold about them by contacting us at the address below. Requests to correct inaccurate information will be processed within 10 business days. Tax identification numbers and financial records required for regulatory compliance cannot be deleted during the applicable retention period.
8. Cookies and Session Data
The Platform uses session cookies solely for authentication purposes. These cookies are essential for the Platform to function and cannot be disabled. We do not use tracking cookies, advertising cookies, or any third-party analytics cookies. Session cookies expire upon logout or after a period of inactivity.
9. Children's Privacy
The Platform is intended solely for use by adults in a professional business context. We do not knowingly collect information from individuals under the age of 18. If we become aware that a minor has provided personal information, we will take steps to delete that information promptly.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify authorized users of material changes via the Platform or by email. The "Last Updated" date at the top of this page reflects the most recent revision.
11. Contact Us
For questions, concerns, or data requests related to this Privacy Policy, please contact: