Privacy & security

Updated October 27, 2026

This notice covers Six Pines Painting’s website, booking requests and paid toolkit workspace. Contact support@sixpinesco.com with privacy, access or security concerns.

Information we use

Booking requests include your name, phone, email, project address, project description and preferred days. Paid workspaces store the customer contacts, estimates, internal costs, schedules, invoice and payment records you or your teammates enter. Account identifiers connect your signed-in account to its licensed workspace.

We use this information to respond to requests, coordinate work, provide purchased tools, verify payments and carry out accounting exports you enable. Hashed network identifiers and request counters help limit abuse. An application audit log records signed-in actors, action names and timestamps for shared workspace and connection changes; it excludes entered customer details and secrets. This is not an independently tamper-proof audit service. Private links act as access credentials for the information shown on their pages; share them only with the intended recipient.

Walkthrough bookings and customer profiles

After you choose a walkthrough time, Ask Emily collects your name, phone, project address and email. Reviewing and sending the booking saves a customer profile and booking history in the private Six Pines workspace, reserves the time in our schedule, and emails the details to bookings@sixpinesco.com with a copy to Zack.nixon@sixpinesco.com. If the business has enabled SMS alerts, the booking details are also sent through its messaging provider to the owner’s phone at 502.693.8254. Contact form fields are kept out of AI conversation history. Paid toolkit customer databases are isolated by workspace; other subscribers cannot access Six Pines customers. Contact support to request corrections or deletion.

Color Studio booking previews

Color Studio photos are processed on your device. If you choose to save color options for a booking, up to three compressed preview images and their color names and numbers stay in this tab’s session storage. When you explicitly include them, review your booking and send it, we store them privately with your request and attach them to an email sent to bookings@sixpinesco.com with a copy to Zack.nixon@sixpinesco.com. The email includes your requested walkthrough date and time when selected. Preview images are not sent to the AI model or published on the website. You can remove saved previews in Color Studio before sending.

Saved planning estimates

When you choose Save estimate or Book with this estimate in the free estimator, a planning estimate is saved in this browser on your device. Save estimate also downloads a text copy. It includes your service, measurements, planning price, reference and creation date. It is not an account-based backup and is available only in the same browser unless you keep the download. You can choose whether to include it with a booking request. Included estimates are stored with the request and sent to bookings@sixpinesco.com after you submit; they are not sent to the AI model. Clearing this site’s browser data removes the local saved estimate.

Mobile estimates and customer responses

Mobile drafts stay on the signed-in user’s device until shared. Sharing a customer estimate creates an online snapshot of the business and customer contact details, scope, pricing, deposit, notes, and terms. Internal costs and profit are excluded. You can include your business name and chosen logo. Business logos in shared estimates are also available as public image assets so email clients can display your branding; these image assets contain the logo, not customer estimate details. When you confirm Send email in the mobile app, our transactional email service sends the branded estimate and private review link to the recipient you confirm. We store the recipient, message, provider reference and delivery status. Text messaging and other sharing open the selected device application for you to finish sending. Customer approvals and declines create saved subscriber alerts and automatic emails to the subscriber’s verified account address, including the customer’s name, response, message and estimate reference. Temporary email failures are retried; provider acceptance does not guarantee inbox placement. A private review link lets its holder view the estimate and submit an approval or decline with a name, optional message, and timestamp. A name entered on a review link is not independently verified. Revised estimates preserve previous responses. Unanswered links may be withdrawn; links expire on the estimate’s displayed validity date, up to 90 days after issue. Expiration, withdrawal, and local device deletion do not delete the underlying business records. Contact support for deletion requests.

Mobile final invoices

After a customer approves an estimate, the subscriber can mark the work complete, edit a separate final invoice, and approve sending it by email or text. Invoice records include business and customer contact details, completed-work descriptions, line items, discounts, tax, payments the business records as received, balances, dates, payment instructions, revisions, and email delivery status. A requested estimate deposit is not automatically recorded as paid. Invoice edits do not rewrite the customer’s approved estimate. Approved customer copies remain unchanged until the subscriber approves a revised invoice. Anyone with the private invoice link can view that copy without an account for up to 90 days after it is published. Earlier versions remain available with a superseded notice. Email content and recipient details are sent to Resend for delivery. Text messages are sent through the device application selected by the subscriber. When a business enables card payments, the private customer page opens Stripe-hosted checkout for deposits and final balances. Stripe stores card details; Six Pines keeps provider references, amounts, refunds, payment status and consent records. Verified provider events update received amounts. Customer-approved card saving is limited to the same business and project for a later customer-confirmed invoice checkout; it does not authorize automatic charges. Zelle, Venmo and Cash App payments are arranged directly with the business and recorded only after the business verifies receipt. Marking work complete alone never sends a message or takes a payment. Shared records are retained server-side; deleting a local project does not delete previously shared invoices. Contact support for deletion requests.

Customer scheduling, crews and completion reports

When approving an estimate, a customer may request up to three preferred start dates, an arrival window and availability notes. These are requests until the business confirms production. Subscribers store business availability settings, crew member names and foreman/painter assignments, planned person-hours and production status. Assigning someone to a crew does not grant them account access. Saved schedules update the account’s production capacity view; legacy manual worksheet scenarios remain separate.

Subscribers can add customer-facing completed scope, punch-list status, before/after photographs and captions to a report. Uploaded report photos are resized by the browser; server validation rejects embedded EXIF/IPTC metadata. Reports and photographs are stored privately with business project records, then frozen into approved invoice copies. Anyone holding that private invoice link can view the included report and photos until the link expires. Include only information and images you are authorized to share with that customer. Later report edits do not rewrite invoices already sent.

Business service types

Business owners can save service names and default scope wording for estimate dropdowns. Presets are stored privately for the linked business workspace or mobile account and can be used by active team members. Estimates retain their selected service name and scope snapshot when a preset is renamed or archived. Archiving is reversible and does not delete existing records. These presets use existing hosting and account access; no AI provider receives them merely because you save or select a service. Contact support for access, correction or deletion requests.

AI administration and automation

The Six Pines in-house assistant uses saved business rules and templates for routine administration. New profiles enable estimate follow-up email, tentative date planning, task tracking and preparation of unpublished invoices without per-action approval. Owners can pause the assistant or change its rules; saved pauses remain respected. These routines use existing business records on our hosting infrastructure and make no external language-model request. Follow-up messages use the current estimate recipient, business templates, delivery limits, business hours and recipient stop-email preferences. Sending and retrying email still uses the configured email service. Text drafts open the subscriber’s device messaging app.

Planned dates are tentative and reserve no crew, painter or production capacity. Crew/painter assignments require explicit confirmation. Invoice preparation applies only to work already marked complete and does not publish or send an invoice. Prices, new quotes, complex reports, invoice publication, payments and refunds retain their existing review workflows.

If a business explicitly selects optional OpenAI language assistance and consents to processing, selected project titles, customer names, scope, quoted totals, requested dates and business instructions are sent to OpenAI. Contact email/phone/address fields, private link tokens, photographs, card data and credentials are excluded from these model requests. Instructions are sent as entered. Requests use storage-disabled API processing, which does not promise zero provider retention; OpenAI’s processing and abuse-monitoring policies apply. The platform-wide $50 monthly token-usage guard applies only to optional OpenAI calls; provider taxes are separate. The local rules engine does not consume that allowance.

Assistant rules, task drafts and states, tentative dates, project hours, last routine results, optional AI usage reservations, email preferences and activity entries are stored with private business records. Provider credentials are encrypted server-side and never returned to the app or browser. The interface shows the latest 100 activity entries and is not an independently tamper-proof audit system. Records remain until removed through support or a future retention process. Contact support@sixpinesco.com for access, correction, deletion or closure requests.

Paid-toolkit setup and help

Active paid owners and invited teammates can use the guided setup and product help assistant. Setup progress and conversations are private to the signed-in user within their licensed workspace. Reviewed setup forms use existing workspace permissions to save business profile fields, service presets, Pricebook services, capacity assumptions or customer contacts. Account invitations still require an available paid seat and owner confirmation. Help does not purchase seats, change permissions, assign crews, send invoices or take payments.

The built-in product guide works without a language-model connection. Optional live AI replies require an available Six Pines platform connection and your message-processing consent. Your current question, recent displayed conversation and limited plan, role and setup-step status are sent to OpenAI. Customer contact lists and financial totals shown by the interface are not automatically included in those model requests. Information you type into a question is included; do not enter secrets, card details or sensitive customer information. Requests use storage-disabled processing; provider retention policies still apply. The existing platform-wide $50 monthly token allowance covers these replies as well as other optional AI requests.

Six Pines saves your setup preferences, consent, the latest 24 conversation messages and request/usage records for continuity and reliability. Clear displayed conversation removes those messages from your personal assistant history; it does not remove reliability or usage records. There is currently no automatic retention expiry. Contact support for access, correction, deletion or account-closure requests. Your own API account is not required.

Room color simulator

Room photographs taken with your camera or chosen from your library, and wall selections, are processed locally in your browser or the app’s color simulator. Camera access is requested only when you choose Take room photo. The tool captures still photos, does not record audio or video, and does not upload room photographs to Six Pines. The app removes temporary capture files after preparing your preview; a photo you explicitly save or share remains in the destination you choose. Unsaved room selections are lost when the simulator closes. Exporting a preview creates an image on your device or in the sharing destination you choose. Preview colors are approximate; confirm with physical paint samples. Photos separately added to a completion report are uploaded as described above.

Payments and connected services

Stripe or Square processes payments, depending on the checkout and existing subscription. Payment details are entered into the processor’s secure fields or checkout; our application stores payment and subscription references, verified amounts, and paid access periods, not full card or bank account numbers. Resend handles booking notifications, mobile estimate emails and subscriber response alerts. Connected QuickBooks Online, Xero or Sage Business Cloud Accounting accounts receive invoice/customer and payment data when the workspace owner authorizes an export or automatic exports.

Application credentials and connection tokens are encrypted on the server. Local disconnect disables the connection here; it does not revoke the provider-side grant. Remove Six Pines from the provider’s connected-app settings to revoke that grant. Copies already exported remain in your accounting account.

Who can see shared workspace data

Currently, active invited teammates can view shared customer details, job information and private costs, and edit workflow and payment records. Fine-grained office, crew and read-only roles are not yet available. Workspace owners control team invitations, billing changes and accounting connections. Only invite people who need the current level of access.

Storage, retention and deletion requests

The application runs on OpenAI Sites and Cloudflare infrastructure. Workspace and booking data are stored server-side. The Files area stores uploaded documents and images privately for the licensed workspace team. Files can be archived and restored; archiving is not permanent deletion. Uploaded files are not scanned for malware. When enabled, Supabase handles email-code authentication and email delivery; secure HTTP-only cookies maintain the email session. Existing account access remains available while this service is being configured. Browser storage may retain settings, a private recovery link or a temporary sign-in return credential; downloaded files remain on the device where you save them.

Download links are normally valid for 30 days, license-management credentials for up to three years, approval links for 30 days and invoice portal links for 90 days. These link lifetimes do not automatically delete the underlying records. Workspace, booking, billing references and security counters currently have no automatic deletion schedule.

Use Export backup in your workspace to download the current shared workspace data. Email support to request access, correction, deletion or closure; these requests require manual identity verification and handling. Self-service deletion, guaranteed deletion deadlines and tested backup restoration are not currently offered. Payment providers and accounting services retain their own records under their terms, including records they may be required to keep.

Billing, refunds and support

Contact support with your purchase reference for toolkit refund or subscription cancellation assistance. The published toolkit refund terms apply. Removing a teammate or disconnecting accounting does not cancel subscription billing. The subscription owner can cancel renewal from the Billing page or use the billing provider’s controls.

Reporting a security concern

Email support with the affected page, approximate time and a description. Do not send passwords, API secrets, card details or other customers’ records. We will review reports and coordinate any necessary response. We do not claim security certification, guaranteed prevention of incidents or continuous security monitoring.