Privacy Policy

01Information we collect

• Inquiries: name, email, phone, project location, and the message you send through our contact form or by email.
• Project records: drawings, specifications, documents, photos, schedules, budgets, invoices, and correspondence for projects we work on.
• Workspace accounts: name, email, role, and sign-in records for team members and collaborators with access to the project workspace.
• Technical basics: server logs, IP address, and browser information used for security and to keep the services running.
• Booking diagnostics: after an inquiry, we record whether the calendar responds, scheduling steps, loading problems, and any booking feedback you choose to share. These records are linked to your inquiry to help resolve scheduling problems; they do not record your screen or keystrokes.
• Advertising measurement: referral pages, campaign tags, ad-click and browser identifiers, page visits, and inquiry or booking events.

The public sauna designer saves your designs in your own browser (IndexedDB). A design stays on your device unless you share it or send it to us.

02How we use information

• Respond to inquiries and scope projects.
• Run projects: produce drawings, price work, order materials, schedule, and bill.
• Operate, secure, and improve the services.
• Understand which Solaire ads lead to inquiries and booked calls, and improve our campaigns.
• Meet legal, tax, and accounting obligations.

We do not sell contact lists. We share limited information with advertising platforms to measure and improve Solaire's own advertising, as described below.

03Service providers

We run on a small set of infrastructure providers:

• Supabase: database, authentication, and file storage (hosted in the United States).
• Vercel: website hosting.
• Resend: transactional email delivery.
• Calendly: design-call scheduling, including contact details, project context and an inquiry reference used to connect the booking to your inquiry.
• OpenAI: powers drawing image enhancement, the project assistant and the website buying assistant. When you use website chat, your messages, recent chat history and selected public product are submitted to answer your question. Project text and drawing images are submitted when you use those separate project features.

When a workspace administrator connects them, we also exchange data with:

• Intuit QuickBooks: customers, invoices, bills, and payments, to keep project accounting in sync.
• Ramp: card transactions and bills, for project expense tracking.
• Google Drive, Calendar, and Sheets: project folders, schedules, and purchasing sheets.

04Website buying assistant

The website assistant provides AI guidance. When you request a person, AI pauses and messages from our team are labelled Human. Chat is optional. You can contact a person or browse products without using it. Please avoid sending payment details, medical information or other sensitive personal information in chat.

AI chat history stays in this browser tab and is sent to OpenAI to generate answers. If you request a person, your recent AI conversation, selected product, subsequent messages and any callback details you provide are saved in our customer database for Kieran and Denis. A private browser session lets you reconnect for up to 30 days; starting a new conversation does not delete the earlier team record. We request that responses are not stored for later retrieval; OpenAI may retain service logs under its own data policies. When you choose a contact form or your messaging app, review the information you send there.

We use salted usage counters to limit abuse. They expire after two days and are cleared when the assistant next processes a request. A random session identifier is kept in session storage; it is not an advertising identifier. Product, quote, order and appointment details are confirmed separately by the team.

05Advertising measurement

We use Meta Pixel and Conversions API, and may enable Google Ads conversion tracking, to measure visits, inquiries and booked calls from our advertising. These tools can use cookies or similar browser storage and receive page URLs, event times, ad-click and browser identifiers, device information and IP addresses.

Meta inquiry and booking measurement can include your email address and phone number after they are hashed for matching. Hashing does not make this information anonymous. Browser events may also include the selected sauna category, model or budget band.

Our Google inquiry conversion event uses a unique inquiry reference to avoid counting the same inquiry more than once. That event does not include your name, email address, phone number or inquiry message.

You can use browser and advertising-account privacy controls to limit tracking, or contact projects@solairesaunas.com about your information and advertising-measurement choices. You can also contact us directly by email to discuss a project. Advertising platforms handle the information they receive under their own privacy policies.

06Estimate and appointment text messages

If you choose to receive texts, we record your phone number, the consent wording and version, the time you opted in, and the form used. Texts may concern your estimate request, scheduling, appointment confirmations and reminders. Consent is optional and is not a condition of purchase.

Your mobile messaging consent is not shared with third parties or affiliates for their marketing or promotional purposes. Service providers may process it only to support our messaging service. We retain relevant messages and consent records to handle your project and your communication preferences.

You may withdraw text consent by replying STOP or contacting projects@solairesaunas.com. Reply HELP for assistance. Message frequency varies; message and data rates may apply. You can request an estimate by email or phone without agreeing to texts.

07Google user data

Solaire's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

• Our Google Drive access uses the drive.file scope: we can only see files and folders the app itself creates, never the rest of a Drive.
• Google user data is used solely to provide the features above: project folders, calendar events, and purchasing sheets.
• It is never used for advertising, never sold, and not read by humans except with your consent, for security, or where the law requires.

08Integration credentials

Connections to QuickBooks, Ramp, and Google are authorized through each provider's own sign-in. The resulting tokens are stored server-side, encrypted with AES-256-GCM, and never reach the browser. An administrator can disconnect an integration from the workspace at any time, and you can revoke access from the provider's own security settings.

09Sharing and disclosure

We share information only with:

• The service providers listed above, to run the services.
• Advertising platforms, for the measurement described above.
• Project participants: people you invite through portals and share links you create.
• Professional advisors such as accountants and attorneys, under confidentiality.
• Authorities, where a law or legal process requires it.
• A successor, if Solaire is part of a merger or sale, in which case this policy would continue to apply.

10Security

Data is encrypted in transit (TLS) and at rest. Workspace access is role-based and enforced at the database row level. Integration secrets are additionally encrypted at the application layer. No system is perfectly secure; if you believe an account or project has been compromised, contact us immediately.

11Retention

Inquiries and project records are kept for as long as they are needed for the project and for the legal, tax, and accounting periods that follow it. We honor deletion requests wherever the law allows.

12Your rights

You can request access to, correction of, or deletion of your personal information by emailing projects@solairesaunas.com. Depending on where you live, you may have additional rights under state privacy laws; we honor verified requests accordingly.

13Children

Our services are for professionals and adults planning construction projects. They are not directed to children under 13, and we do not knowingly collect information from them.

14Changes to this policy

If this policy changes, the new version is posted here with a new effective date. Material changes to how we handle project data are communicated to active clients directly.

15Contact

Questions about this policy: projects@solairesaunas.com.