Privacy policy

Who we are

Hahn Homes LLC is a custom home builder in Northeast Ohio. We run the Hahn Homes portal at portal.hahnhomes.com. Our homeowners, our trade partners and our own staff use it to plan, build and look after homes. This policy explains what information the portal holds, why, who else sees it, how we protect it and when we delete it.

What we collect

• Contact details: your name, email address, phone number and the address of the home we are building or have built.
• Your home: plans, selections, photos, documents, messages, schedules, change orders, invoices and warranty requests.
• Signatures: when you sign a document in the portal, we keep your signature, the date and time, and the internet address and type of browser you signed from, as a record that the signature is yours.
• Trade partners: business name and contact details, tax form (W-9), insurance certificates, the work you do on each home and what we paid you.
• Use of the portal: when you sign in, and which pages you open while signed in. We use this to fix problems and keep the portal secure, and we delete page records after 180 days.

Bank information and Plaid

Hahn Homes uses Plaid Inc. to connect our own business bank accounts to the portal, so the company's bookkeeping receives our bank transactions each day. We do not use Plaid to connect the bank accounts of homeowners, trade partners or anyone else.

When you pay us, or we pay you, that payment appears on our bank statement with a name, date and amount, and it becomes part of our accounting records. We never receive your bank sign-in details.

Only the owner of Hahn Homes can see the company's bank and accounting records in the portal. The key that lets the portal reach our bank through Plaid is stored encrypted, and it is deleted, and Plaid is told to end the connection, when we disconnect a bank. You can read how Plaid handles information in Plaid's End User Privacy Policy.

How we use it

To build and look after your home, to keep you informed, to prepare and sign contracts and change orders, to order materials and schedule and pay our trade partners, to keep our books and file our taxes, and to keep the portal working and secure.

We do not sell your information, and we do not use it for advertising.

Who else sees it

• Our staff, to do their jobs. Accounting and bank records are limited to the owner.
• Trade partners on your home, only what they need for their part of the work, such as the home's address and the selections for their trade.
• Companies that run the portal for us: Vercel (hosting), Supabase (database and file storage), Resend (email), Plaid (our own bank connection), Anthropic (an artificial intelligence service that helps our staff read building plans and invoices) and Google (where we keep backup copies). They handle the information only to provide their service to us.
• Our accountant, lenders and government agencies, where that is needed to run the business or the law requires it.

Cookies

The portal uses cookies only to keep you signed in. We do not use advertising cookies or outside tracking or analytics services.

How we protect it

• Everything travels to and from the portal over an encrypted connection.
• The database and files are stored encrypted by our providers.
• Each person can see only what their role allows: a homeowner sees their own home, a trade partner sees the work sent to them.
• The owner's account needs a password and a second code to sign in.
• Links we email for signing or for a trade's work package stop working after a set time.
• The portal checks its own security settings every weekday morning.

How long we keep it

• Your home's records (contract, selections, plans, signed documents, warranty) are kept so that you can always look them up, including after you move in.
• Accounting, tax and payment records are kept for at least seven years after the tax year they belong to, as the law requires.
• Backup copies of the database are kept for one year, except one copy from each year end, which is kept for seven years. Backup copies of files are kept as long as the file itself.
• Records of pages opened are deleted after 180 days.
• People who asked about building with us but did not become clients: their details are deleted after three years with no contact, or sooner if they ask.

Your choices

You can ask us to show you the information we hold about you, to correct it, or to delete it. Email kh@hahnhomes.com. We will answer within 30 days. If we must keep something, for example a signed contract or a tax record, we will tell you what and why, and delete the rest.

Children

The portal is not meant for children under 13, and we do not knowingly collect their information.

Changes to this policy

If we change this policy, we will post the new version on this page and change the date at the top.

Contact

Hahn Homes LLC, Northeast Ohio. kh@hahnhomes.com