Privacy policy

Scope

Portland Floor, Inc operates Portland Floor Internal Automation for use by its own staff in its own business operations. Although the integration is internal, it processes customer and business information. It is not a service offered to other businesses.

Information processed

The workflow processes deal information, source PDF documents, invoice numbers, customer names, contact details, addresses, customer and sub-customer records, invoice information, and quotes or estimates. Source documents may also contain work descriptions, line items, and financial amounts. Record identifiers and workflow tracking information support coordination between the connected services.

Purpose and workflow

Information is used to automate customer setup, document processing, invoicing, quote handling, and internal tracking. A Pipedrive deal change triggers a Cloudflare endpoint and an AppSheet tracking entry. When the configured deal stage is reached, the workflow retrieves the source PDF from Pipedrive, stores a copy in Google Drive, and uses Google Gemini to extract the invoice number and customer details. Custom code and Google Apps Script support the processing and creation or updating of records in QuickBooks Online. Quotes are created in QuickBooks and tracked in AppSheet.

AI document processing

The full source PDF is sent to Google Gemini for extraction. Gemini therefore receives the contents of the full document, including information beyond the fields selected for extraction. This step processes source documents obtained from Pipedrive before records are created or updated in QuickBooks; it does not describe a workflow that retrieves QuickBooks invoices for Gemini to parse.

Connected providers

The workflow uses Pipedrive, Cloudflare, Intuit QuickBooks Online, Google AppSheet, Google Apps Script, Google Drive, and Google Gemini. These providers process information involved in their respective workflow steps under the applicable service arrangements and policies.

Storage and retention

Source PDF copies are stored in Google Drive, tracking records are maintained in AppSheet, and customer, invoice, and quote records are held in the connected business systems. Company-held PDFs, workflow records, and execution logs are retained indefinitely; no scheduled automatic deletion period is currently applied. Disconnecting the integration does not automatically delete existing records. Each provider's handling of its own service logs, backups, and AI processing data is governed by the applicable provider arrangements and settings.

Questions and information requests

Contact info@portlandfloor.com with questions or requests about information processed by this integration. Requests may require identity verification and consideration of applicable business recordkeeping requirements.

Policy changes

The Company may update this policy when its processing practices change. The current policy will be made available on this page.