Privacy Policy

For information about the fence companies that use FenceFlow ("contractors") and their staff accounts, Idea Engine LLC is the controller.

For information a contractor enters about its own customers (homeowners) — names, contact details, property addresses, drawings, photos, estimates, signatures and invoices — the contractor is the controller and Idea Engine LLC is its service provider (processor). We process that information only on the contractor's instructions and under our Data Processing Addendum. If you are a homeowner, please contact the contractor that sent you an estimate or portal link first; we will forward any request we receive to them.

Contractor accounts. Name, email address, company, role, and sign-in records. If you sign in with Google, we receive your name, email address and profile picture from Google through Amazon Cognito, and we store the OAuth tokens that Auth.js needs to keep you signed in. Sign-in links are emailed to you. When you accept these terms we record the time and the version you accepted.

Company settings. Business name, address, phone, email, logo, tax rate, labor rate, contractor licence number, contract-term settings, and whether an owner accepted the Data Processing Addendum.

Homeowner information entered by contractors. Customer name, email address and phone number; property address; map coordinates for the address (looked up with Google Geocoding and cached for no more than 30 days); fence drawings made on satellite imagery; job photos and documents; estimates, change orders, invoices and payment records the contractor enters (we do not process homeowner payments); notification preferences; and a log of the emails and text messages sent.

Electronic signatures. When a homeowner signs an estimate we record the typed name, the date and time, the IP address and browser user agent of the device used, the time they consented to use electronic records (and the version of the e-sign disclosure they saw), and SHA-256 fingerprints of the estimate PDF and the signed PDF so the signed record can be shown to be unaltered.

Text messages. If a contractor enables SMS for a customer, we store the phone number, when and how consent to receive texts was recorded, and any opt-out (for example a STOP reply reported by the carrier).

Request-access form. Name, work email, company, number of crews, fence types, and your note. These are emailed to our team so we can follow up, and appear in our server logs.

Device and log data. IP address, browser user agent, pages requested and error details in our AWS server logs; an anonymous visit counter on the marketing site (a per-tab flag in your browser's session storage and the time of your last visit in local storage prevent double counting; no identifier is sent); and sign-in counts.

Where a visit came from. When a visit to the marketing site starts, we also note the website that sent you (its domain only, for example google.com), any campaign tags in the link you followed (utm_source, utm_medium, utm_campaign, utm_content and source), whether that link carried a referral code (never the code itself), the page you arrived on, and whether your browser's user agent looks automated (only that yes/no answer is kept, never the user agent itself). This record is kept in our server logs. It doesn't include your IP address or any identifier, and we use it only to see which links bring people here.

On your device. The foreman app keeps an offline copy of assigned jobs (IndexedDB) and a service-worker cache so it works without signal, and queues changes made offline until they sync. The app also stores display preferences (theme, panel width) in local storage.

To provide and secure FenceFlow: signing you in, showing your dashboards, generating and delivering estimates, PDFs, signing links, portal links, invoices and the notifications you trigger, keeping signed records, diagnosing errors, preventing abuse, and responding to support requests. We use request-access details only to follow up about access, and the record of where a marketing-site visit came from only to see which links bring people to the site. We do not sell personal information, do not share it for cross-context behavioral advertising, and do not use customer content to train AI models.

If you are in the EU or UK, our legal bases are performing our contract with the contractor, our legitimate interest in running a secure service, and compliance with legal obligations. FenceFlow is intended for businesses in the United States.

We use a small set of service providers (sub-processors) to run FenceFlow: Amazon Web Services (hosting, database, file storage, email, text messages, sign-in and logs) and Google (Google sign-in, Maps, Geocoding and Static Maps). The current list, with what each one does, is on our sub-processors page. Addresses and map views are sent to Google Maps Platform; Google's use of that data is governed by the Google Privacy Policy.

Contractors see the information in their own company account. Homeowners see their own estimates, documents and invoices through a private link. We may also disclose information if required by law, to protect rights and safety, or as part of a merger or sale of the business (with notice to you).

Every business record belongs to one company. Database queries and file downloads are checked against the signed-in user's company, and homeowner links are limited to that homeowner's own records. Data is encrypted in transit (HTTPS), and files are stored in a private, encrypted, versioned Amazon S3 bucket. No system is perfectly secure; we will tell you promptly if a breach affects your information.

If we learn of unauthorized access to personal information, we will notify affected contractors without undue delay so they can meet their own obligations, and we will notify affected individuals as required by law — including under Wis. Stat. § 134.98, within a reasonable time and no later than 45 days after we learn of it. FenceFlow does not store Social Security, driver's licence, or financial account numbers.

We keep company data while the company's account is active. Cached map coordinates are refreshed or discarded after 30 days. Server logs are kept for about 30 days. Earlier versions of stored files are kept for 90 days so accidental overwrites can be recovered.

Signed contract records are kept. Signed estimates, signed PDFs, invoices and their audit details are business records the contractor may be legally required to keep, so they are not deleted when other data is.

Deleting homeowner data. A contractor can delete a customer who has no jobs or sent estimates. For a customer with signed or sent records, a company owner can anonymise the customer: their name, email and phone number are replaced, their portal link and text-message consent are removed, and the signed estimates and invoices are kept for the contractor's records.

Closing an account. A company owner can export customers, jobs and invoices at any time from Settings. To close an account, email support@idea-engine.studio; we keep the data available for export for 30 days and then delete it from our production systems, except signed contract records we are asked to retain. Backups age out on their normal schedule.

You can ask us to access, correct, export or delete your personal information by emailing privacy@idea-engine.studio. We respond within 45 days and may need to verify your identity. Requests about homeowner data are passed to the contractor that controls it, and we help them respond. We honour these requests regardless of where you live.

Some U.S. state privacy laws (for example California's CCPA) give residents additional rights once a business meets revenue or volume thresholds. We don't sell or share personal information for cross-context behavioral advertising, and we will not discriminate against you for exercising any privacy right.

Homeowners can change email and text-message preferences from their project portal, and can reply STOP to any text message to stop texts.

We use only what the service needs to work:

• Auth.js session, CSRF and callback cookies (keep you signed in securely).
• A locale cookie that remembers your language.
• Local storage for display preferences and the visit counter's last-visit time, session storage for the visit counter flag, and IndexedDB plus a service-worker cache for the offline foreman app.

We do not use advertising or cross-site tracking cookies, so we don't show a cookie banner. Product analytics (PostHog) exists in the code but is not active; if we turn it on, it would store an anonymous, rotating identifier in local storage, and we will update this policy and our sub-processor list first.

FenceFlow is a business tool for adults. It is not directed to children under 13, and we do not knowingly collect their personal information. Contractor users must be at least 18.

FenceFlow runs on Amazon Web Services in the United States (us-east-1). If you use it from outside the U.S., your information will be transferred to and processed in the U.S.

We will post changes here and update the date above. For material changes we will notify company owners by email or in the app before they take effect.