Privacy Policy

PHI Decks (“PHI Decks,” “we,” “us”) is a residential deck builder based in Plymouth, Minnesota. The PHI Decks Portal at portal.phidecks.com (the “Portal”) gives our customers and our team one place to follow a construction project: messages, weekly updates, documents, schedules and invoices. This policy explains what information the Portal handles and how we protect it. Questions any time: tim@phidecks.com.

Account and contact details. Your name, email address and, for our customers, the project address — the details we already hold from your construction contract with us. The Portal does not have public sign-up; accounts exist only for PHI Decks customers and staff.

Project activity. Messages you exchange with your project manager, files and photos you upload, notification preferences you set, crew daily logs, and weekly project updates.

Billing information. Invoice and payment records for your project (amounts, dates, balances) displayed from our accounting system, QuickBooks Online. The Portal never collects or stores card numbers or bank details — payments happen on our payment provider’s own site.

Technical basics. Sign-in cookies needed to keep your session working. We do not run advertising trackers or sell analytics data.

We use this information only to run your project and the Portal:

— showing you your own project’s status, documents, messages and invoices; — sending the notifications you have chosen (for example a weekly recap or a new-message email), plus the small set we always send, such as a past-due invoice notice; — drafting the weekly project update from crew daily logs, which is prepared with an AI writing tool and always reviewed and approved by your project manager before you see it; — keeping the service secure and troubleshooting problems.

We do not sell personal information, and we do not use it for third-party advertising.

When PHI Decks connects the Portal to QuickBooks Online, we access invoice and payment records for our own customers through Intuit’s API, solely to display each customer’s balance and payment history on their own project dashboard and to send invoice notifications they have opted into. Access is read-only, the connection tokens are stored encrypted in our database and are never shared, and QuickBooks data is cached only briefly to keep pages fast. Disconnecting QuickBooks removes the stored tokens.

The Portal runs on established service providers who process data on our instructions: Vercel (hosting), Supabase (database, authentication and file storage), Postmark (email delivery), monday.com (our internal project management), Intuit QuickBooks Online (accounting), PandaDoc (document signing), Google (staff sign-in), and Anthropic (drafting weekly updates from crew logs; drafts are reviewed by a person before sending). Each receives only what it needs to perform its role.

Data is encrypted in transit, access is restricted by per-row database permissions so customers see only their own project, files live in private storage served through short-lived signed links, and staff access is limited to active team members. We keep project records for as long as we need them to serve your project, meet our legal and warranty obligations, and maintain business records; we delete or anonymize what we no longer need.

You control your notification settings in the Portal, and you can pause non-essential email entirely. You may ask us to show you, correct, or delete the personal information we hold about you, and we will honor the request unless we must keep specific records for legal, contractual or warranty reasons. Write to tim@phidecks.com and we will respond within 30 days.

The Portal is a business tool for homeowners and our team. It is not directed at children under 13, and we do not knowingly collect their information.

If we change this policy in a way that matters, we will update this page and note the new date above; for significant changes we will email account holders. Continued use of the Portal after a change means the updated policy applies.

PHI Decks · Plymouth, Minnesota · tim@phidecks.com