Information we collect
When you contact Virginia Pro Services or request a quote, we may collect information you provide such as your name, email address, telephone number, city, project details, preferred contact method and project photos. If you become a customer, we may also keep property information, job records, work-order or purchase-order references, completion documentation, material purchase records, receipt images, estimates, invoices and payment records needed to perform and document the work.
Website analytics
The website uses first-party analytics to understand how the site is used. A random browser identifier may be stored in local storage and a temporary session identifier may be stored for the browsing session. Analytics may record pages viewed, device type, referring website, campaign parameters and interactions such as quote, phone or email clicks.
For approximate location reporting, the server may use a visitor IP address to request an approximate city, region and country from an external IP-location service. Virginia Pro Services does not intentionally store the raw IP address or precise coordinates in its visitor analytics database. Browser Do Not Track and Global Privacy Control signals are respected by the first-party visitor tracker. Quote-flow analytics record stage names such as started, review, attempted send and confirmed completion, as well as planning-tool use and validation or delivery issues. These events do not include the answers, contact details or photos entered into the quote form. Planning-list contents remain in page memory until you choose to add them to a quote request and submit it; changing languages does not upload them.
Google reporting
Public pages may also load a Google Analytics tag that sends visit, interaction and browser or device information directly to Google. Google may use cookies or other identifiers depending on configuration and browser choices. This collection is separate from VPS first-party analytics and from administrative reports connected to Google Analytics and Search Console. The first-party tracker’s Do Not Track or Global Privacy Control behavior does not guarantee that it blocks the Google tag. See how Google uses information from partner sites and your browser’s privacy controls.
How information is used
Information may be used to respond to inquiries, prepare estimates, communicate about projects, perform and document work, generate completion reports and invoices, maintain business records, improve the website, understand marketing performance, prevent abuse and operate the Virginia Pro Services administrative system.
Photos, receipts and job files
Project photos and receipt files are used for project administration, documentation, billing and customer communication. Job and receipt files used by the administrative system are stored outside the public website directory and are not intended to be publicly browsable.
With separate customer permission and VPS review, a project story may publicly display the exact approved title, description and selected photos. Public photos are resized copies without original file metadata; private originals remain in project storage. You can withdraw story permission through the project portal or contact VPS. Withdrawal stops this site from serving the story and its photos, but cannot recall copies already saved elsewhere. Permission, publication and withdrawal history and private project records may be retained under the recordkeeping practices above.
Service providers and sharing
Virginia Pro Services may use providers supporting hosting, email, approximate location, analytics, calendars, payment processing and document-data extraction. Hosted checkout may share the billing email, invoice reference or description, amount, currency and reconciliation identifiers with the selected payment provider. VPS retains transaction references and status; it does not intentionally collect full card or bank-account credentials. The payment provider’s practices also apply; see, for example, Stripe’s privacy policy when using its checkout.
Project information may be shared with the linked customer, assigned subcontractor and authorized staff according to roles and sharing controls. Information may also be disclosed when reasonably necessary to comply with law or protect rights or security. We do not use this website to sell personal information to advertisers.
Retention
Detailed first-party visitor events and Toolbox Talk PDF request logs are generally configured for periodic deletion after approximately 180 days. Toolbox Talk daily counters are kept to enforce recent limits. Guest-document usage claims are retained to enforce each tool’s allowance and do not have a fixed automatic deletion period. Quote, account, job, report, receipt, invoice and related business records may be retained longer when reasonably needed for customer service, accounting, documentation, or legal and operational obligations.
Separate security logs use bounded rotating storage; their age depends on activity volume rather than the visitor-analytics 180-day period. Incident evidence may be retained for investigation. Contact VPS to request access, correction or removal; applicable recordkeeping obligations may limit deletion.
Security
We use reasonable technical and administrative measures, including HTTPS, access controls, private storage and server-side validation. To detect abuse and unauthorized changes, security records may include IP addresses, timestamps, limited request metadata, protected browser or session identifiers and site-integrity observations. These records are separate from visitor analytics and access is restricted. An IP address or automation signal does not conclusively identify a person. No internet or storage system can be guaranteed completely secure.
Your choices
You may contact Virginia Pro Services to ask about information you previously submitted or to request a correction where appropriate.
VPS Daily Report tool
The public Daily Report tool can be used without an account to prepare and export a report. Guest report information is processed for the requested preview or PDF and is not intentionally saved to a Virginia Pro Services account database. Your browser may keep a local draft on the device so an unfinished guest report can be restored.
If you create a Daily Report account, Virginia Pro Services may store the account email, password hash, email-verification status, company profile and branding, saved project information, distribution lists, report content, privately stored report photos, report history and email-delivery records needed to provide the service. Passwords and verification/reset tokens are not stored in readable form. Saved jobsite photos are kept outside the public website directory and are served only to the signed-in account that owns the report.
If you choose the optional jobsite-weather button, your browser asks for location permission and sends the coordinates directly to the weather provider to retrieve current conditions. Virginia Pro Services does not intentionally save those coordinates in the Daily Report database. You can always enter weather manually instead.
Direct report email is available only to signed-in users and delivery may be logged for security, rate limiting and report history. A subtle “Prepared with” Virginia Pro Services mark may appear on generated Daily Report documents.
Toolbox Talk library and PDF download limits
All VPS Toolbox Talks may be read online without an account. To provide the daily PDF allowance, the site stores a random first-party guest identifier in a secure browser cookie. Guest users may download one individual Toolbox Talk PDF per day. A signed-in VPS Tools account with a verified email address may download up to 10 individual Toolbox Talk PDFs per day across the English and Spanish libraries combined.
Accepted PDF requests and available server delivery outcomes may be logged with the Toolbox Talk path, language, date and time, whether the request was associated with a signed-in account, a one-way hash of the guest identifier, and one-way hashes derived from connection/browser information for abuse prevention. The Toolbox Talk download log is not designed to store a readable IP address. Download activity may be used for rate limiting, security, library usage reporting and improving the Contractor Tools collection.
Changes
This policy may be updated when the website, business practices or service providers change. The current version will be posted here with its updated date.
Contact
Virginia Pro Services
Hampton Roads, Virginia
support@virginiaproservices.com
757-323-9595
Customer accounts, partner workspaces and calendars
Customer accounts may retain email, phone, display name, password hash, optional address and preferences, quote associations and portal action records. A signed-in customer account does not gain existing project access by matching a name, email address or phone number. The owner can grant access to specific client, property or job records and revoke it. Contact details may be copied to a linked client only through an authorized, separately reviewed update; this does not automatically change historical job or billing addresses. A payment-method preference is not card or bank-account data. Action records may include timestamps, IP addresses and limited browser information.
Partner workspaces may retain session access, assignments, accepted terms revisions, payout terms, availability, progress, issues, change requests, completion checklists and shared files. Access depends on assignments and permissions. If you add a visit or private schedule to a calendar app, that app receives the authorized calendar details. Keep the address private and revoke it when no longer needed.
Shared VPS Tools accounts and usage
The estimate, invoice and daily-report tools share the VPS Tools account. Guests have an allowance of one distinct document per tool; repeat prints or exports of that same document are allowed. Active signed-in accounts are not subject to that guest-document allowance. Toolbox Talk daily PDF limits are separate.
To enforce the allowance, a guest cookie expires after one year and private usage records retain protected identifiers derived from the cookie, connection and browser language, a document hash and usage timestamp. The usage record is not designed to store a readable IP address. The owner can review account status and activity, suspend or restore an individual Tools login, end its existing sessions or pause its signed-in PDF allowance. Guest allowances remain separate. These administrative actions are logged.
Receipt autofill
When an authorized user chooses the receipt-autofill upload, the eligible JPEG, PNG or WebP receipt image and extraction instructions are sent to the configured AI provider to read the fields. Other supported original-file formats use manual entry rather than automatic reading. The upload screen identifies this processing before upload. The original, extracted values, checks and corrections are kept privately for association with saved materials. Reading a receipt does not automatically charge anyone or share it with the customer. Manual entry is available instead. Do not include full card numbers or other unnecessary sensitive details. The processor’s retention practices also apply.
Samples and demonstrations
Sample documents, amounts and images are illustrative; they do not establish completed customer work or constitute an offer. The interactive demo may retain fictional data and added files in browser storage. Use fictional information and the reset control to clear the local demo state.