Privacy Policy — Smooth Construction AI Estimator

Effective date: October 10, 2026

Smooth Construction LLC operates Smooth Construction AI Estimator, including its internal Follow-up Agent workflows. This policy explains how information is handled for these tools. They are intended for authorized Smooth Construction personnel, not public customer registration.

Information we use and why

We use customer names and contact details, project scope and location, customer and product/service identifiers, and relevant QuickBooks Online estimate and invoice information. This may include document numbers, amounts, unpaid balances, status, recipient email addresses, delivery timestamps, and viewing information when QuickBooks provides it. We use these records to prepare material for staff review, check document status, and manage appropriate follow-up. Missing delivery or viewing evidence is treated as unknown.

QuickBooks Online is the primary source for financial document status. The Follow-up Agent stores document identifiers, available first-send evidence, original recipient information, decisions, and reminder history in n8n Data Tables to prevent duplicate reminders. Workflow execution logs and authorized troubleshooting exports may contain copies of relevant records.

Current testing and human control

The Follow-up Agent is being tested without customer email delivery. Tests include business records read from QuickBooks. The production QuickBooks connection in n8n and automatic customer sending are not yet enabled. AI Estimator is a separate review-only prototype using synthetic examples. Real QuickBooks customer data is not routed to that prototype's model by the Follow-up Agent.

AI-generated estimates are preliminary. Creating or changing financial documents requires the owner's approval of the exact reviewed content. Customer communications require separate authorization. This policy does not itself authorize enabling these features.

Service providers and sharing

Intuit QuickBooks Online provides the accounting records. n8n Cloud runs and stores workflow data. The separate AI Estimator prototype uses an OpenAI model through n8n Gateway. Squarespace hosts this public website. Each provider also handles information under its own terms and privacy notices. Information may be processed outside the customer's home jurisdiction according to the provider's hosting arrangements.

We limit application data use to authorized business operations and support. We do not sell QuickBooks data, use it for advertising, or use it to train a general-purpose AI model. Before enabling any additional use or routing real customer records to an AI service, we will review the provider arrangements and update this notice as needed. We may disclose records when required by law or to protect legitimate rights and security.

Access, security and retention

Access is limited to personnel and service providers authorized for the task. Integrations use provider-managed authentication and credential storage; passwords and access tokens must not be included in customer-facing content. No system can guarantee absolute security.

We retain relevant business records and reminder history while needed for the stated purposes, troubleshooting, or applicable recordkeeping obligations. Workflow-log retention depends on the configured n8n settings; there is no promise here of immediate or automatic deletion. Authorized staff review deletion requests and remove copies that are no longer required, subject to legal obligations and provider backup lifecycles.

Disconnecting and your requests

An authorized QuickBooks administrator can revoke the application's connection through QuickBooks connected-app settings. Revocation stops new access through that connection but does not automatically erase previously stored records or records in QuickBooks. Contact us to request that processing stop or to request access, correction, or deletion. We may verify the requester's authority before acting and explain any records that must be retained.

Contact and updates

Contact Smooth Construction LLC at smooth.construction.florida@gmail.com or (727) 505-7598. Material changes will be reflected on this page with an updated effective date.