Privacy Policy

Who we are

Sawmark is production and job-management software for custom fabricators: cabinet, furniture and countertop shops. The service is operated by Sawmark (“Sawmark,” “we,” “us”). You can reach us at support@sawmarkhq.com.

Two kinds of people use Sawmark. Shops and the people who work in them sign in to manage leads, estimates, jobs, payments, timesheets and inventory. Clients of those shops open a link to review proposals, follow progress and pick an install day. They do not create an account.

Our role: controller and processor

• Shop and client information. The jobs, estimates, notes, files and client details a shop puts into Sawmark belong to that shop. For that information the shop decides why and how it is used, and we process it on the shop’s behalf, only to run the service for them.
• Account and usage information. For the sign-in accounts of the people who work in shops, for billing, for security logs, and for how the product is used, we decide why and how it is used. For that information Sawmark is the controller.

What we collect

Account information

Your name, your email address, and your role in a shop (owner, admin, and so on). When someone starts a trial from our website we also receive the shop name they enter.

Shop information

Whatever a shop records in Sawmark: jobs and their stages, estimates and proposals, payments the shop records against a job, timesheets, inventory and supplier records, notes, and the files and photos it uploads (including the shop’s logo).

Client information that shops enter

Client names, email addresses, phone numbers and site addresses. Shops type this in. Clients do not give it to us directly, and we do not use it for our own purposes.

Client portal activity

• A client opens a private link. Each time it is opened we count the view and record the time, so the shop can see that the client looked.
• To see totals and details, the client enters the last four digits of their phone number. We compare those four digits to the phone number the shop has on file for that client. We do not store what the client types. The client’s full phone number is stored only as part of the shop’s client record, entered by the shop.
• After a correct entry, a cookie remembers that browser for that link (see Cookies below). A wrong entry counts against a limit of five tries, after which the link is locked for 15 minutes. The wrong-entry counter is kept in the server’s memory, and each wrong entry also produces a security log line (see below).
• If a client accepts a proposal, approves a change, or picks an install day, we record what they chose, the name they typed, and the time, on the shop’s job.

Usage analytics and error reports

We use PostHog to understand how the product is used and to find and fix errors. For signed-in shop users this includes the pages and features used and technical details such as browser and device type, tied to an account id and the shop — not your name or email. We do not record sessions. On the client portal we collect error reports only, with the private link removed, and nothing about what a client views or clicks. Links that act as keys (portal links, sign-in links, invitations) are stripped from anything we send.

Billing information

Shops pay for plans through Stripe. Stripe collects and stores payment card details. We do not store card numbers. We keep the identifiers Stripe gives us for the shop’s customer record and subscription, and we can see the plan, subscription status, invoices, and the card brand, last four digits and expiration date that Stripe shows us.

Security logs

When something security-relevant happens, we write a log line that includes the IP address it came from. These events are: a refused attempt to create an account, a sign-in link that failed to verify, a client link that does not exist, a wrong phone check on a client link, a payment notification with the wrong secret, and a throttled sign-up request. These lines are used to spot and block abuse. They do not include email addresses, tokens or passwords. Like most web services, our servers and network providers also see IP addresses and basic request details when you visit.

Cookies and similar technologies

• Session cookies. When you sign in we set a cookie that keeps you signed in, for up to 30 days, and a short-lived cookie (about five minutes) that saves the app a database lookup on each page. These are needed for the service to work.
• Portal cookie. After a client passes the phone check on a link, we set a cookie for that link that lasts up to 30 days. It is not readable by scripts on the page, and it contains a keyed hash of the link, not the phone number or the digits entered.
• Analytics cookies and local storage. PostHog may set cookies or use your browser’s local storage to recognize a browser between visits. You can clear these in your browser settings or block them with a privacy tool. Blocking them will not stop the service from working.

How we use information

• To provide the service: sign you in, run shops’ jobs, and serve client portals.
• To keep the service secure and to prevent fraud and abuse.
• To bill for plans and to keep the records we need for that.
• To send transactional email: sign-in links, invitations, and messages shops send to their clients.
• To answer support requests.
• To improve the product, using analytics and error reports.

We do not sell personal information, and we do not show advertising. We do not share personal information for cross-context behavioral advertising.

Service providers

We use a small number of companies to run Sawmark. Each receives only what it needs to do its job.

• Stripe processes payments for Sawmark plans.
• Intuit (QuickBooks Online), only if a shop connects QuickBooks. Sawmark reads invoice paid status for invoices linked to a job. If that shop turns invoice creation on, Sawmark sends the client’s name, email, phone, address, and notes, and an invoice for each payment step that is due, to that QuickBooks company. A job with no payment steps sends one invoice for the whole price. A person added in QuickBooks is added as a client, and the later edit wins. Sawmark does not email the client from QuickBooks and does not send payments. Connection tokens are encrypted. A shop that never connects shares nothing with Intuit.
• PostHog provides product analytics and error tracking.
• An email delivery provider sends sign-in links, invitations and emails to clients on a shop’s behalf. It sees the recipient address and the message.
• Hetzner hosts the service on dedicated servers, where the database and uploaded files live.
• Cloudflare provides network and security services in front of the service.
• Google, only if someone in a shop chooses to sign in with Google. In that case Google shares the person’s name and email address with us.

We may also disclose information if the law requires it, to protect people’s safety or our rights, or as part of a merger or sale of the business, in which case we will tell you and the same protections will continue to apply.

Retention and deletion

• While a shop is open, its data stays.
• When a shop is closed, we delete that shop’s jobs, clients, files, estimates, and other shop records 30 days later. Closing the shop is what starts the 30 days. Cancel the plan first. The owner closes the shop under Settings, then Shop. Take an export first, under Settings, then Data, while the shop is still open.
• Your Sawmark login is not deleted with the shop. You can delete your own login from Profile. If you are the only owner, deleting the login also closes the shop, and the shop data goes 30 days later. If someone else is also an owner, the shop stays open.
• Shared material standards are not a shop’s data and are not deleted.
• We make nightly backups. Deleted data rolls off those backups on their existing schedule, generally within 30 days.
• We may keep limited records longer where the law requires it, for example invoices, or where needed to resolve a dispute or prevent abuse.
• If you are a shop’s client and want to see, correct or delete what a shop holds about you, please contact the shop first, because it decides what it keeps. You can also contact us and we will help pass your request to the shop.

Security

• Data is encrypted in transit between your browser and the service.
• Each shop’s data is isolated from every other shop’s at the database level, using row-level security, in addition to checks in the application.
• Client portal links are long, unguessable tokens, and viewing details also requires the phone check described above.
• Sign-in is by emailed one-time link or, where enabled, Google. There are no passwords to steal.

No system is perfectly secure. If you believe your account has been compromised, tell us right away at support@sawmarkhq.com.

Children

Sawmark is a business tool and is not for children under 13. We do not knowingly collect information from children under 13. If you believe a child has given us information, contact us and we will delete it.

Your privacy rights in the United States

Depending on where you live, state privacy laws may give you the right to know what personal information we hold about you, to get a copy of it, to correct it, and to have it deleted. You may also have the right not to be treated worse for using these rights. We do not sell personal information or use it for targeted advertising.

To make a request, email support@sawmarkhq.com. Where we hold your information only on behalf of a shop (for example, you are the shop’s client), we may refer you to that shop, and we will help the shop respond. If we decline a request, you can reply to ask us to reconsider.

Changes to this policy

We may update this policy as the product or the law changes. The effective date at the top shows the latest version. For material changes we will notify shop owners by email or in the app before they take effect.

Contact

Questions about this policy or your information: support@sawmarkhq.com.