Privacy Policy

1. Information we handle

• Accounts and contact details: sign-in identifier and email, name, phone, company, business website, customer type, address, account status, and referral selection. Staff sign-in also uses usernames, password hashes, and session records.
• Quotes and orders: materials, quantities, dimensions, custom drawings, project references, notes, saved drafts and history, submitted quotes, assigned salesperson, sales status, invoice references, totals, payment status, and delivery details.
• Product activity and feedback: products you open, options you select, additions to quotes, and associated counts and dates linked to your customer account. Optional surveys contain ratings and comments linked to a quote.
• Office records: customer notes, sales attribution, audit records, and optional age-range and location fields entered by staff. Address coordinates may be entered manually or obtained through an office-requested address lookup.
• Contractor and representative details: profile and contact information, service descriptions, referral codes, profile content submitted for publication, and project inquiries sent through site forms.
• Operational information: sign-in and session records, abuse-prevention records, connection authorization data, and processing or delivery status. Our hosting and identity providers also process technical information needed to deliver their services.

Information comes from you, authorized staff, people submitting relevant inquiries, and connected services when authorized. Avoid including unnecessary sensitive information in free-text fields.

2. Why we use it

We use information to manage access, prepare and review quotes, respond to questions, follow up about projects, manage approved orders and invoices, attribute sales, understand product interests, operate contractor profiles and inquiries, maintain records, and protect the service.

Product activity is linked to your account as described in the account form; it is not anonymous analytics or proof of a purchase. Optional feedback helps the office understand your experience.

3. Access and sharing within the service

Authorized administrators manage business records. Salesperson access depends on assignment and permissions; some authorized staff may have broader access. Linking your account to a salesperson permits the access described in the account form. Changing or removing that selection applies to future orders; earlier orders keep their original credit.

Approved contractor or representative profile content is visible to people who can access those pages. Project inquiries are available to the relevant contractor and authorized business administrators. Do not place private details in a profile intended for publication.

Information needed to operate the service is also processed by the providers described below. If email delivery is configured, notices go to the business recipients selected by the owner. A recipient may retain a copy separately from the website.

4. Hosting, identity, and address lookup

The site uses ChatGPT Sites hosting with Cloudflare application and database infrastructure. Customer accounts use ChatGPT sign-in; staff sign-in is also supported within the application.

When an administrator requests an address lookup, the entered street address, city, state, and ZIP code are sent to the U.S. Census Geocoder. This is an address-matching feature, not continuous tracking of your device’s location.

5. Optional accounting, payments, and email

QuickBooks Online: production setup is pending. If configured and authorized by the owner, the connection can read company, customer, product, and tax information; send customer and reviewed invoice details; and retrieve invoice totals, payment status, and payment links. The application stores connection credentials and tokens in encrypted form. Disconnecting prevents further use of that connection but does not erase existing website or QuickBooks records.

Available online card and ACH payment options direct you to eligible Intuit/QuickBooks-hosted payment pages. The application does not collect card numbers or security codes through that payment flow; it stores invoice and payment-status information instead. Payment-provider processing is governed by that provider’s terms and notices. Do not enter card or bank credentials into site notes or email.

Gmail: if connected and configured by the owner, it sends quote, order, and survey notices to configured recipients. Notices can contain contact information, material details, survey comments, and references. Invoice email can also be sent through QuickBooks when authorized. Listing these services does not mean a live connection or email delivery is active.

6. Photos and optional AI analysis

Manual roof and siding photo previews keep selected photos in the current browser page. That feature does not upload the photos or include them in saved measurement files or submitted quotes. Measurements and drawings that you separately save or submit are different from the original photo.

Optional AI photo analysis is an owner-only pilot, disabled pending approval, service setup, and a spending limit. It is not enabled for customer use. If enabled later, a separate consent step is required before a selected, prepared image is uploaded through the application to OpenAI for analysis. Do not include people, identifying documents, or unnecessary private details in a photo.

The pilot records request and user identifiers, an image hash, model and processing version, time, status, and usage/budget information, rather than saving the image in its request records. The application requests processing without saved responses; this is not a promise of zero provider retention. Provider processing terms and the photo notice must be reviewed before activation. Any analysis requires human review.

7. Cookies, browser storage, and choices

Sign-in/session cookies and browser storage support features such as saved drafts, offline quote history, and referral context. Saved work may also synchronize to the website while connected. Clearing browser storage removes local copies, not server records or information already sent to recipients, and may remove unsaved work. Sign out when using a shared device.

You can update available account fields and your future-order referral selection through your account. Surveys are optional. You can choose not to use optional photo features or submit a contractor inquiry. Some account information is needed to provide access and respond to a quote request; contact us if you have questions about those requirements.

8. Retention and privacy requests

We retain records for quotes, orders, account support, accounting, and applicable legal recordkeeping purposes. Business records, saved work, and copies held by recipients are not automatically erased when you close a browser, disconnect a service, or archive an account. Archiving is not deletion.

To ask about information associated with you, request a correction or deletion, close an account, or discuss a privacy concern, contact us using the details below. Identify the relevant account or quote, but do not send sensitive credentials. We may need to verify your identity and determine what information can be changed or removed, including any business or legal recordkeeping requirements. Requests affecting another provider’s records may also need to be addressed to that provider.

Requests are reviewed individually in light of the records involved and applicable requirements. Disconnecting a provider or requesting deletion from 501 Metals does not automatically delete information held separately by another provider or recipient.

9. Security and notice updates

The application uses access controls and protections for staff credentials and business connection tokens. No system can guarantee complete security. Protect your sign-in details and contact us if you suspect an account has been misused.

The effective date appears above. Changes to this notice will be posted with a revised effective date. Review the current notice for changes to features or data handling. New optional data uses may require additional information or consent before you use them.

Questions

Contact 501 Metals at sales@barnsunlimited.com. Do not email passwords, payment-card numbers, or bank credentials.