Privacy Policy

In short: we only use the spec books and project files you send to build your deliverables. The spec book you upload is deleted when processing finishes. We don't sell personal information, and nothing you send is used to train an AI model.

This Privacy Policy explains how SubPro LLC ("SubPro," "we," "us," or "our") collects, uses, shares, and protects information when you visit sub-pro-ai.com, request a pilot fit call, communicate with us, or provide project materials for SubPro's submittal automation workflow.

Scope

This policy applies to the SubPro website, SubPro Link accounts, pilot fit call intake forms, email communications, fit calls, and the processing of project files performed for evaluation, pilot, or customer work. It does not apply to websites, forms, or services operated by third parties, even if they are linked from this website.

Information We Collect

We collect information you provide directly, including your name, work email, company, phone number, role, project details, intake notes, and messages you send to us.

If you move forward with a pilot fit call, pilot, or customer project, we may collect project materials you or your company provide, such as specification books, addenda, submittal requirements, product references, project metadata, existing submittal logs, and related files needed to prepare the requested output.

We may also collect basic website and device information, such as pages visited, referral source, browser type, IP address, approximate location derived from IP address, timestamps, and interactions with website forms or buttons.

How We Use Information

We use information to respond to requests, schedule intake calls, evaluate fit, prepare pilot fit call samples or paid project outputs, generate reviewable submittal logs, assemble available submittal package matches, provide chat context about the spec book and the submittal log, support exports and handoffs, maintain security, and comply with legal obligations.

User data submitted for SubPro processing, including spec books and project files, is used only to build the requested SubPro output. It is not used for AI training, model improvement, public customer claims, customer examples, marketing material, or any unrelated purpose.

Project Files And Submittal Data

SubPro prepares the log, assembles available submittal packages and delivers the finished set to your approved workflow. The spec book you upload is deleted when processing finishes. Requirements for handling your data are confirmed before real project files are used.

Project files may include confidential business information. You should only submit files that you are authorized to share. If a project requires a specific NDA, security review, approved transfer method, or other handling process, we will confirm those expectations during intake or before production processing.

SubPro Link

SubPro Link is a connector for Claude and ChatGPT. When you use it, SubPro stores your email address, which is your account; your name, company, role and company type, and your phone number and how you heard about Link if you give them; your password, kept only as a one way hash that cannot be turned back into the password; your plan and the Stripe customer id that links your account to its billing; and a log of your lookups and builds, meaning the product you named, the documents delivered and the time. The submittal documents Link assembles for you are held in cloud storage. Each delivery has a download link that works for 90 days, and anyone who has the link can open it while your organization's Link subscription is active, so share it only with people who should have the documents.

Your assistant receives document details and download links: manufacturer, product, document type, dates, review status and source address. When you ask your assistant to read or check a document, Link also sends that document's page text into the chat. Payments for paid plans are processed by Stripe, and SubPro never sees or stores card numbers. The conversation itself takes place in Claude or ChatGPT and is handled by the company that runs that assistant, under its own privacy policy.

Link data is used to run your account, apply your plan and allowance, deliver your documents and support you. It is not used for AI training or model improvement, and it is not sold. Link build records move to an archive after 90 days and are kept as account and billing records. Assembled submittal documents stay in cloud storage after their download link expires. To close your Link account, ask what we hold about you, or ask us to delete it, write to support@sub-pro-ai.com from your account email.

AI And Automation

SubPro uses automation and AI processing to prepare requested SubPro outputs, keep review context visible, assemble available submittal package matches, flag items for human review, and support chat over the spec book or generated submittal log.

SubPro output is prepared for review by your project team. It does not replace PM, PE, design professional, or document control review.

How We Share Information

We may share information with service providers that help operate the website, host files, process forms, send email, schedule calls, provide analytics if enabled, support security, or provide cloud, automation, or AI processing services needed to deliver SubPro output.

We may share information with your company, your authorized project team, or downstream tools and handoff locations that you approve. We may also disclose information if required by law, to protect rights and safety, to enforce agreements, or as part of a business transaction such as a merger, financing, acquisition, or asset sale.

We do not sell personal information. We do not knowingly share personal information for cross-context behavioral advertising.

Form Providers And Third Parties

SubPro uses these service providers: Railway for application hosting; Supabase for the application database; Cloudflare for website hosting, file storage, site analytics and the human check on library downloads; Microsoft 365 for email, and Microsoft Bookings for fit call scheduling; Stripe for payment processing; Rewardful for affiliate referral tracking on the SubPro Link pages; and an AI processing service that processes the text of spec books, project files and website chat messages to prepare SubPro output. Information handled by those providers is also handled under each provider's privacy and security practices. If you prefer not to use the scheduling tool, contact us by email instead.

Cookies And Analytics

The website may use basic cookies, pixels, logs, or analytics tools to understand site traffic, measure form and CTA interactions, diagnose issues, and improve the website. On the SubPro Link pages, Rewardful sets a cookie that records the affiliate who referred you, if any, and SubPro copies that referral id into its own cookie, subpro_ref, for 60 days so a referred purchase is credited to that affiliate. A download from the product data library may set a cookie that records a passed human check. You can control cookies through your browser settings. Some browser settings may affect site functionality.

Retention

The spec book you upload is deleted when processing finishes. If a cloud job fails, the uploaded spec book is kept for 7 days so the failure can be diagnosed, then deleted. SubPro does not retain that processing data as a document repository, training set, or reusable project dataset.

For paid Log Build orders specifically: the uploaded specification book is deleted after the order is delivered, and the generated deliverables (the log, the register, and the file of flagged rows) are retained for 30 days so the download links in the delivery email keep working, then purged. Order records (email, tier, payment reference, timestamps) are kept as billing records. Payment card details are handled by Stripe and never reach SubPro's systems.

SubPro Link records and assembled documents are kept as described in the SubPro Link section above. Contact, intake, billing, security, legal, and support records may be maintained only as needed to operate the business, respond to requests, and meet legal obligations.

Security

We use reasonable administrative, technical, and organizational safeguards intended to protect information from unauthorized access, loss, misuse, or alteration. No website, network, storage system, or transmission method can be guaranteed completely secure.

Your Choices And Rights

You may contact us to request access, correction, deletion, or restriction of personal information we maintain about you, subject to identity verification, legal limits, and business requirements. You may also ask questions about retention of project files, approved handoff locations, or requirements for handling your data before submitting production files.

Depending on where you live, you may have additional privacy rights under state or local law. We will respond to valid requests as required by applicable law.

Manufacturer Takedown Requests

Our public product data library carries documents written and published by manufacturers. If you are a manufacturer and want one of your documents taken down, email support@sub-pro-ai.com with the document name and we will remove it promptly.

California Privacy Notice

If California privacy law applies to your interaction with SubPro, this section supplements the rest of this policy. We may collect identifiers, professional or employment-related information, internet or network activity, commercial information related to an inquiry or project, and the content of project files you provide. We use those categories for the business purposes described above.

We do not sell personal information and do not knowingly share personal information for cross-context behavioral advertising. California residents may contact us to request access, correction, deletion, or information about our privacy practices.

Children

SubPro is intended for business users and construction teams. It is not directed to children under 13, and we do not knowingly collect personal information from children under 13.

Changes To This Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised date. If a change is material, we may provide additional notice where appropriate.

Contact

Questions, privacy requests, and requests about how project files are handled can be sent to support@sub-pro-ai.com.