Privacy policy
1. Scope and responsibility
PinArch is a web application in which architecture and interior design offices share their projects with their clients. This policy explains how we process the personal data of office users, customers and viewers.
PinArch is responsible for office and customer accounts and for the data needed to run the service. The office that adds content to its projects (images, PDF files, material cards, customer names and contact details) is responsible for that content; PinArch stores and processes it on the office's behalf.
2. What data we process
Account data: name, email address, an irreversible hash of your password, email verification status and your language preference.
Office data: office name, contact details, country, currency, time zone, logo (an uploaded file, or an image downloaded once from an address the office gives, and that address), brand colour, team memberships and invitations, plan, plan usage and plan history.
Project data: project details, the customer's name, email and phone, rooms, uploaded files and their hashes, versions, change notes, material cards and the customer's material preferences, pins and comments, reference photos, revision requests, chat messages and attachments (with their edit history), meeting notes, approval records and reconciliation reports. If the office sends a first form, the customer's answers (for example household details, budget range, wished dates and reference images) are project data too.
Technical data: session records, irreversible hashes of email addresses used to limit abuse, irreversible hashes of one-time approval codes, in-app notifications and email delivery records, audit records and error logs.
3. Why we process data
To create and verify accounts, let you sign in, let offices share projects with their clients securely, take and document customer approvals with a one-time code, produce reconciliation reports and let them be verified, record who published or changed what and when, apply the limits of the office plan, keep the service secure and working, and send you account, approval-code and notification emails.
We do not use your data for advertising or marketing, we do not sell it and we do not build profiles.
4. IP address and browser information in approval records
When a customer approves a design with a one-time code sent to their email address, the approver's name, email address, time of approval, IP address, browser information, the approval sentence shown on screen with its language and version, and a hash of the approved version are stored to document the moment of approval. The code itself is not stored; only an irreversible hash is kept.
These are "evidentiary records": they cannot be changed and show what was approved and when. They are not claimed to be legally binding in themselves.
5. Reconciliation reports and verification
An office can create a reconciliation report (PDF) for a project or room; it contains the parties, approval records, material selections and, optionally, the chat text, and is stored unchangeably. The report can be emailed to the customers, and a customer can download the latest project report from their own screen.
The QR code in the report leads to a public verification page. This page shows only the report number, its creation time and the PDF hash; it shows no names, email addresses, project content or files.
6. Where data is stored
The database and files are stored on Supabase infrastructure in the Frankfurt (European Union) region. Files are never public; they are shown only to authorised people through links that expire quickly.
Thumbnail, screen-size and phone-size copies are made of images and are stored in the same place and under the same rules as the original. Display links are valid for a few minutes, and an image may stay in your browser cache for that time. If an office gives its logo as an address, the PinArch server downloads the image once from that address; customers' browsers never connect to it.
7. Service providers and data transfers
Supabase (database and file storage, EU), Vercel (application hosting), Resend (account and notification emails), Sentry (error logs; personal data is filtered out as far as possible) and, only if you sign in with Google, Google.
Some of these providers may process data outside the European Union and Türkiye, in particular in the United States. Providers receive only the data needed to deliver the service.
8. Retention periods
Account data is kept while the account is open and deleted or anonymised within 30 days after the account is closed.
Project content is kept as long as the office keeps it. When the office account is closed, access ends at once; files other than approved ones are permanently deleted within 90 days at the latest (usually the next day), and the records are kept closed and anonymised after 10 years.
Evidentiary approval records, publication records, audit records and the versions and files they refer to are kept for 10 years from the date the project is completed or archived; names and email addresses in these records are kept for that period even if an account is closed.
Unfinished file uploads are deleted within 24 hours, verification and password reset links within 30 days after use or expiry, abuse-limit records within 1 day and error logs within 90 days.
Replaced or removed office logos are deleted in the next maintenance run. Plan history is kept with the office records. Notifications, email delivery records and approval-code records contain no names or email addresses; they are kept with the project records, a PinArch system administrator may delete those older than a chosen date, and they lose any link to a person when the project is anonymised. Codes of completed approvals are kept as evidence.
9. Your rights and how to exercise them
You can ask to access, correct, delete or restrict the processing of your data and object to processing. Send your request through the contact page; we reply within 30 days at the latest.
Requests about content added to an office's project are forwarded to that office. Evidentiary records are not deleted before their retention period ends.
10. Changes
We may update this policy. Each version is published on this page with its date; we also notify significant changes to the email address of your account.