Copperline

Privacy Policy

Last updated: April 2026

1. Overview

This Privacy Policy explains what information Copperline collects about you, how we use it, who we share it with, and what rights you have over it. It applies to the Copperline web application and marketing site at copperlinehq.com.

Copperline is a business-to-business software product. When you use Copperline, you are operating it on behalf of your HVAC business. We handle your business data — your customers, jobs, permits, and inspection records — as a data processor acting on your instructions. You remain the data controller for that information.

We keep this policy short and plainspoken on purpose. If anything is unclear, email us at support@copperlinehq.com and we will answer directly.

2. Information We Collect

We collect three categories of information:

Account data. When you sign up, we collect your name, email address, and company name. When you subscribe, payment processing is handled entirely by Stripe — we never see or store your full credit card number. Stripe provides us with a payment method token and billing metadata (last four digits, card brand, expiry date) which we store to display on your billing page.

Company data you enter. This includes everything you create inside the application: customer records, jobs, permit details, inspection logs, maintenance agreements, equipment records, and any documents you upload. This is your business data. We store it to operate the Service and we do not use it for any other purpose.

Usage analytics. We use PostHog for product analytics to understand how features are being used. PostHog is configured with autocapture disabled. We do not record keystrokes, form inputs, or field-level interactions. We track page views, feature engagement events (e.g., "user opened permit panel"), and session metadata (browser, viewport, approximate geographic region). This data is used to make product decisions and improve the experience for all users.

Error tracking. We use Sentry to capture application errors. When an error occurs, Sentry captures a stack trace, the error message, the URL and page context, and minimal session metadata. Sentry is configured to scrub personally identifiable information from error payloads where possible. Error data is used exclusively for diagnosing and fixing bugs.

3. How We Use Your Information

We use the information we collect to:

  • Provide and operate the Service — storing your data, serving your account, and delivering features
  • Process payments and manage your subscription via Stripe
  • Send transactional service emails: permit expiry alerts, maintenance agreement renewal reminders, and account notifications (password resets, trial expiry warnings). We do not send marketing email.
  • Improve the product through aggregate, anonymized analysis of how features are used
  • Diagnose and fix bugs and errors reported through Sentry
  • Respond to support requests you submit to us

We do not sell your data, use it to serve third-party advertising, or share it with any party not listed in this policy.

4. Who We Share Your Information With

We use a small number of subprocessors to operate the Service. Each subprocessor is bound by data processing agreements:

  • Supabase — database and authentication hosting. Your company data, user accounts, and authentication sessions are stored in Supabase.
  • Stripe — payment processing. Stripe processes your subscription billing and stores your payment method on your behalf.
  • Resend — transactional email delivery. Permit expiry alerts, renewal reminders, and other service emails are sent via Resend.
  • PostHog — product analytics. PostHog receives anonymized usage events to help us understand how the product is being used.
  • Sentry — error tracking. Sentry receives error reports and stack traces to help us identify and fix bugs.
  • Vercel— application hosting. The Copperline application is deployed and served via Vercel's infrastructure.

We do not share your data with any other third parties except when required by law. If we are required to disclose your data in response to a legal process, we will notify you in advance where we are legally permitted to do so.

5. Data Retention

We retain your data for as long as your account is active. If you cancel your subscription, we retain your data for 90 days to allow you to reactivate your account and pick up where you left off. After that 90-day window, your data is permanently and irreversibly deleted from our systems.

If you would like your data deleted before that 90-day window expires, contact us at support@copperlinehq.com and we will delete it promptly.

Anonymized, aggregate usage analytics (e.g., aggregate feature usage counts, not tied to your identity or business) may be retained indefinitely for product development purposes.

6. Your Rights

You have the following rights with respect to your data:

  • Access and export. You can export all of your company data to CSV at any time from Settings → Data Export, regardless of subscription status.
  • Correction. You can correct your account information (name, email, company details) directly in Settings.
  • Deletion. You can request deletion of your account and all associated data by emailing support@copperlinehq.com. We will complete deletion within 30 days of a confirmed request, or sooner.

To exercise any of these rights, email us at support@copperlinehq.com. We will respond within a reasonable timeframe — typically within 5 business days.

7. Cookies

We use a small number of cookies:

  • Authentication cookies. These are essential for keeping you signed in. They are set by Supabase Auth and are required for the Service to function. You cannot opt out of these while using the Service.
  • Analytics cookies. PostHog sets a small number of cookies to identify sessions for analytics purposes. These are not used for advertising and are not shared with third-party ad networks.

We do not use third-party advertising cookies, retargeting cookies, or tracking pixels of any kind.

8. Children's Privacy

Copperline is a business-to-business software product intended for use by HVAC contractors and their employees. It is not directed at or intended for use by children under 13 years of age. We do not knowingly collect personal information from anyone under 13. If you believe a child has provided us with personal information, please contact us at support@copperlinehq.com and we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. For material changes — changes that affect how we collect, use, or share your data in a meaningful way — we will notify you by email before the changes take effect. Your continued use of the Service after notification constitutes acceptance of the updated policy.

We will always update the "Last updated" date at the top of this page when any change is made.

10. Contact

For privacy-related questions, data requests, or to exercise your rights under this policy, contact us at support@copperlinehq.com.