Privacy Policy

Overview

This Privacy Policy explains how O'Hearn Engineering, LLC ("OHE," "we," "us," or "our") collects, uses, shares, and protects information in connection with the OHE Client Portal (the "Portal"), available at portal.ohearnengineering.com. OHE is a structural engineering firm based in Colorado, USA, led by Kyle O'Hearn, PE.

The Portal is a business-to-business application for OHE's contractor clients (deck, patio cover, and pergola builders). Through the Portal, clients can check project status, download stamped engineering deliverables, request revisions and add-ons, submit new quote requests, view billing information, and electronically sign engagement agreements.

The Portal is intended only for OHE's business clients and their authorized representatives. It is not directed to homeowners or other end consumers, and it is not directed to children. We do not knowingly collect information from children.

Information We Collect

We collect only the information needed to deliver our engineering services and operate the Portal. Specifically:

• Account and contact information — the contractor company name and the contact details of authorized users, including name, email address, and phone number.
• Project details you submit — information you enter about a project, such as project addresses, structure dimensions, and design preferences.
• Files you upload — files attached to a quote request, such as site photos and house architectural drawings. The upload form accepts PDF, PNG, JPG, JPEG, HEIC, and WEBP files up to 25 MB.
• Billing and invoice records — invoice amounts, invoice numbers, and open balances associated with your account.
• Authentication data — hashed account passwords and session cookies used to keep you signed in. We never store passwords in plain text.
• Electronic signature records — when you e-sign an agreement, we record your typed name, your IP address, a timestamp, and a cryptographic audit hash of the signed document, so the signature can later be verified.
• SMS opt-in status and phone number — collected only if you choose to opt in to delivery text notifications.

We do not collect more than this through the Portal. We do not use third-party advertising cookies or sell access to your data.

How We Use Information

We use the information above only to deliver our engineering services and to operate the Portal. This includes:

• Preparing, delivering, and managing your engineering projects and stamped deliverables.
• Generating quotes, processing revision and add-on requests, and managing your account.
• Displaying your billing and invoice information.
• Authenticating you and keeping your session secure.
• Creating and verifying electronic signature records for engagement agreements.
• Sending you transactional messages, such as account notifications, password resets, welcome emails, and — if you opt in — delivery text messages.
• Understanding aggregate page-load performance to keep the Portal reliable.

We do not sell personal data, and we do not use your data for third-party advertising.

Cookies

The Portal uses a session cookie solely to keep you authenticated while you are signed in. In production, this cookie is served only over HTTPS. We do not use third-party advertising or tracking cookies.

Third-Party Subprocessors

We share information with a small number of service providers ("subprocessors") that help us operate the Portal. Each one processes data only on our behalf and only for the purpose described. They are:

• Supabase — our database and file storage provider. Account data, project details, uploaded files, billing records, and signature records are stored here. Supabase hosts this data on Amazon Web Services (AWS) infrastructure located in the United States.
• Intuit QuickBooks Online — our accounting system. OHE syncs your invoice data read-only from QuickBooks Online into the Portal so you can view your billing and open balances. The Portal does not write any changes back to QuickBooks Online, and OHE does not access your QuickBooks Online account beyond reading the invoice data needed to display your billing.
• Microsoft 365 / Outlook — used to send transactional email, such as account notifications, password reset links, and welcome emails.
• Twilio — used to send delivery notification text messages, and only for clients who have opted in to SMS. Your phone number is shared with Twilio only in that case.
• Render — our application hosting provider, where the Portal application runs.
• Cloudflare — provides privacy-friendly web analytics and page-load performance metrics. This is used to monitor reliability and performance, not to build advertising profiles.

Apart from these subprocessors, we share information only when required to comply with the law, to respond to lawful requests, or to protect our rights, and as needed to deliver the engineering services you have engaged us to perform.

How We Protect Information

We use reasonable, industry-standard measures to protect your information, including:

• Encryption of data in transit (HTTPS), with strict transport security enforced in production.
• Hashed account passwords — passwords are never stored in plain text.
• Row-level database access controls that limit each client's data to that client's account.

No method of transmission or storage is completely secure, but we work to safeguard your information using these controls.

Data Retention

We retain your information for the life of our business relationship and for as long as required to meet our professional and legal recordkeeping obligations as a licensed engineering firm. Engineering records, including signed agreements and project deliverables, may be retained for extended periods as required by professional standards and applicable law, even after a project is complete.

Your Rights

You may request access to, correction of, or deletion of your personal information by emailing us at the address in the Contact section below. We will respond to reasonable requests. Please note that some information is subject to engineering records-retention obligations, and we may need to retain it to comply with our professional and legal duties even after a deletion request.

International Users and Governing Law

The Portal and its data are hosted in the United States. This Policy and our handling of your information are governed by the laws of the State of Colorado, USA.

Changes to This Policy

We may update this Policy from time to time. When we make material changes, we will revise the effective date shown above. Your continued use of the Portal after an update means you accept the revised Policy.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, contact us at:

• O'Hearn Engineering, LLC
• Attn: Kyle O'Hearn, PE
• Email: kyle@ohearnengineering.com