This policy explains how JobPipe handles personal information when you visit our website, join our waiting list or use our business software for leads, quotes, projects, suppliers and pricing.

Who we are

JobPipe is operated by JOBPIPE LTD, a company registered in England and Wales. Our registered address is 20 Wenlock Road, London, England, N1 7GU. For privacy requests, contact support@jobpipe.io.

We are the controller of information we use to manage our website, accounts, waiting list and business communications. When a business uses JobPipe to manage its customers, contacts and projects, that business decides why that information is used and we process it on its behalf. If your information was entered by a business using JobPipe, contact that business about its use of your information. You can also contact us for help identifying it.

Information we collect and where it comes from

• Account information: email address, account and business membership, access permissions, preferences, authentication tokens and a password hash if you set a password. We receive this from you or the business that gives you access.
• Business records: contact names, email addresses, telephone numbers, site addresses, enquiries, quotes, project details, supplier contacts, pricing and orders. These come from users, imports and people completing a business's public enquiry form.
• Files and conversations: uploaded documents, images, floorplans, logos, assistant messages, attachments and support or feedback you send us.
• Waiting list: your name and email address, and company name if supplied. We store your signup and email it to our team so we can respond about access to JobPipe.
• Technical information: IP addresses, browser and connection details, request details, security events and diagnostic information generated when you use the service.
• Google connection: the connected Google email address, permission tokens and information about the spreadsheet JobPipe creates, as explained below.

Why we use information and our lawful bases

We use account and contact information to provide access, authenticate users, deliver the service and answer requests. Where you contract with us personally, this is necessary to perform our contract or take steps you request before entering one. For business representatives, we rely on our legitimate interests in providing and administering the business's service.

We use waiting list details to respond to your request for access. Our legitimate interest is handling enquiries from people who ask to hear from us. You can ask us to remove you from the waiting list at any time.

We use technical information and relevant support records for our legitimate interests in protecting accounts, preventing abuse, investigating faults and improving reliability. We also use information where necessary to meet a legal obligation. Where processing relies on consent, including permission to connect your Google account, you can withdraw that consent without affecting the lawfulness of earlier processing.

Providing information is generally your choice. We cannot create an account or respond to a waiting list request without an email address, and the waiting list also requires a name. The Google integration is optional. For records managed on a business's behalf, that business is responsible for its own lawful basis and privacy notice.

Your Google account and spreadsheet

If you choose to connect Google, JobPipe requests openid and email to identify your Google account, and drive.file to manage the spreadsheet it creates. We store your connected email address, an encrypted refresh token, the spreadsheet identifier and sync status. The refresh token lets JobPipe keep syncing without asking you to sign in to Google each time.

JobPipe creates one managed spreadsheet for your business in the connected account's Google Drive. It sends your business's leads, projects, enquiries and project order information to Google to keep that spreadsheet current. It reads the spreadsheet's tab names and structural information to manage its own tabs. It does not read spreadsheet cell contents back into JobPipe, search your Drive or read other files. Changes you make to a managed tab can be overwritten by the next sync. The spreadsheet's sharing settings are controlled in Google.

We use information received from Google only to identify the connection and provide and maintain this integration. It is not sold, used for advertising or used to train general purpose AI models. Any sharing of this information is limited to operating the integration with your consent, security purposes or compliance with law. Human access is limited to your explicit agreement to view specific data, necessary security investigations or legal requirements. The AI features described below use information supplied to JobPipe, not files read from your Google Drive.

The use of information received from Google Workspace scopes will adhere to the Google User Data Policy, including the Limited Use requirements.

Disconnecting in JobPipe stops future syncing and deletes the stored refresh token from the active connection. It keeps the connected email address, spreadsheet reference and sync information so reconnecting the same account can reuse the spreadsheet. It does not delete your spreadsheet or revoke Google's permission grant. To revoke the grant, remove JobPipe at Google account permissions. You can delete the spreadsheet in Google Drive. For deletion of the remaining connection information in JobPipe, contact support@jobpipe.io. Backup copies are subject to the retention described below.

AI features

The assistant sends messages, relevant project context, tool results and relevant attachment content to OpenAI to produce responses and carry out requested work. We store chats and usage records in JobPipe. Floorplan recognition sends plan images and instructions to Google's Gemini service. Floorplan checking can also send plan images, annotations and instructions through OpenRouter to an OpenAI model. Only use these features with information you are authorised to share. Review their results before relying on them.

JobPipe generates quotes and suggestions from business data and settings. The business using JobPipe is responsible for reviewing these outputs and deciding how to use them with its customers. Our account and website administration does not use solely automated decisions that have legal or similarly significant effects on individuals.

Who receives information

People authorised by your business can access its records. Information you publish on a public page or share by link can be accessed by its audience. Public uploads, such as logos, are publicly accessible. Private file links grant access to whoever holds a valid link, so share them carefully.

We use these service providers for the functions described:

• Hetzner: application and database hosting, uploaded file storage and backups.
• Google: the optional Google Sheets integration and Gemini floorplan recognition.
• OpenAI and OpenRouter: the AI processing described above.
• Resend: sending service emails, including authentication and waiting list notifications.
• Purelymail: receiving and sending our team's correspondence.
• Sentry: error reports, which can include request details and diagnostic context.
• Better Stack: service availability checks, scheduled job status and failure alerts.
• Cloudflare: domain name services. Our configured website records do not proxy web traffic through Cloudflare.
• Tailscale: private network access used to administer our infrastructure.
• fdback.dev: the feedback widget available to signed in users, including feedback and any recordings or screenshots submitted through it.

Our website also loads fonts from Google Fonts and embeds a Loom video. The assistant loads browser software from jsDelivr and Python Package Index file hosting. These external services receive connection information such as your IP address when your browser requests their content.

We may disclose information where required by law or necessary to investigate abuse and protect the service. We do not sell personal information. The stricter Google data limits above apply to information received through the Google integration.

Where information is stored

Our application server and file storage are configured in Hetzner's Nuremberg region in Germany. Our encrypted database backup storage is in Hetzner's Falkenstein region in Germany. Other providers may process information outside the UK. Contact support@jobpipe.io for information about the locations and transfer safeguards applicable to your use of the service.

Security and retention

We use HTTPS, account access controls, password hashing and encryption of stored Google refresh tokens. Uploaded files are private by default unless a feature publishes them. Our offsite database backups are encrypted. These measures reduce risk but no service can guarantee absolute security. We do not claim that all stored data or provider snapshots are encrypted by us.

We keep account and business records for as long as needed to provide the service and handle the business's instructions. For enquiries, waiting list entries, support and diagnostic records, we consider whether the request is still active, whether the record is needed to investigate a fault or dispute, and any legal requirement to keep it. Contact us to request deletion or discuss retention for your business.

Deletion from active systems does not immediately remove backup copies. Daily database backups have a 60 day lifecycle and monthly backups a 400 day lifecycle. Backups are locked against deletion for 14 days and 90 days respectively. Provider snapshots and local recovery copies also exist. A spreadsheet exported to your Google account remains there until you delete it, even after disconnecting JobPipe.

Cookies and browser storage

JobPipe uses a signed session cookie called _jsj_key for sessions and security. If you choose to stay signed in, _jsj_web_user_remember_me remembers your login for up to 14 days and can be renewed when you use the service. Your theme preference is saved in browser storage as phx:theme. You can clear or block these in your browser, but blocking session cookies can prevent the service from working.

We do not load a separate analytics script on our homepage. Embedded services such as Loom may use their own cookies and collect usage information under their own policies.

Your rights and complaints

Depending on the circumstances, UK data protection law gives you rights to access and correct your information, request deletion, restrict processing, object to processing based on legitimate interests, and receive a portable copy of information. Where we rely on consent, you can withdraw it at any time. These rights are subject to legal conditions and exceptions. We may need to verify your identity before acting on a request.

Email support@jobpipe.io or write to our registered address to exercise your rights. Where we process information for a business, we will help direct your request to that business. You can complain to the UK's Information Commissioner's Office at ico.org.uk/make-a-complaint.

Changes to this policy

We will update this page when our practices change and change the date above. Where required, we will notify affected users and obtain fresh consent before using Google information for a new purpose.

This policy is adapted for JobPipe from the Basecamp open source privacy policy by 37signals, licensed under CC BY 4.0, with changes to reflect our service and UK privacy requirements.