Portal monitoring notice for AC Project Hub

1. Overview

Affordable Contracting, Inc. (“Affordable Contracting,” “we,” “our,” or “us”) provides this Messaging / Portal Monitoring Notice to inform employees, subcontractors, vendors, customers, and other authorized users that AC Project Hub and other company-controlled systems are business tools used for company operations.

Affordable Contracting is a Florida licensed general contractor specializing in interior remodeling, kitchens, bathrooms, flooring, countertops, and full interior home transformations. Our Florida general contractor license number is CGC-014388.

AC Project Hub is intended to help manage leads, customers, estimates, jobs, schedules, tasks, daily logs, photos, punch lists, materials, purchases, receipts, time entries, change orders, payments, permits, vendors, subcontractors, employees, internal messages, reports, settings, and other company business records.

2. Covered Users

This notice applies to anyone who uses, accesses, views, sends, receives, uploads, downloads, edits, stores, submits, or interacts with AC Project Hub or any company-controlled system, including:

• Owners, managers, office staff, designers, project coordinators, foremen, installers, and employees.
• Subcontractors, vendors, suppliers, manufacturer representatives, service providers, and trade partners.
• Customers or prospective customers who receive future customer portal access.
• Applicants or onboarding users who receive future limited portal or form access.
• Any person using a company account, company login, company device, company network, company email, company phone, company messaging system, company file system, company cloud storage, or company portal.

3. Covered Systems and Information

This notice applies to all company-controlled systems and business records, including:

• AC Project Hub.
• Company email accounts and company messaging tools.
• Internal direct messages, group messages, job-specific messages, vendor messages, subcontractor messages, and customer portal messages.
• Lead, customer, estimate, job, task, schedule, material, purchase, receipt, time-entry, payment, permit, report, and employee records.
• Photos, videos, screenshots, jobsite images, receipt images, document uploads, plans, invoices, proposals, forms, and attachments.
• Company phones, tablets, computers, accounts, cloud storage, databases, file systems, and future integrations.
• QuickBooks-ready exports, Paychex-related summaries, CompanyCam/Encircle-style records, vendor portal records, permitting portal records, and other business integrations when connected.
• Login records, access records, IP/device information, timestamps, edit history, deletion history, upload history, download history, read/unread status, and audit logs.

4. No Expectation of Privacy in Company Systems

Users should have no expectation of personal privacy when using AC Project Hub, company-controlled systems, company devices, company accounts, company networks, company email, company messaging, company cloud storage, company job records, company file systems, company phones, company tablets, or company computers.

Company systems are provided for company business purposes. Messages, notes, photos, files, uploads, records, time entries, purchases, receipts, payment entries, job updates, and activity may be monitored, reviewed, searched, preserved, copied, exported, audited, disclosed, and used by Affordable Contracting.

Personal use, if any is allowed, does not create a privacy right in company systems.

5. Consent to Monitoring, Review, Preservation, and Use

By accessing or using AC Project Hub or any company-controlled system, each user consents to monitoring, review, search, preservation, copying, export, audit, disclosure, and use of company system activity and business records as described in this notice.

This consent applies to current and future company systems, including messages, files, photos, videos, job records, notes, time entries, purchases, receipts, reports, customer information, employee information, vendor information, subcontractor information, system logs, portal activity, and related business records.

If you do not agree to this notice, do not use AC Project Hub or company-controlled systems. Employees or authorized users who have questions should contact management before using the system.

6. Company Business Records

Information created, sent, received, viewed, edited, uploaded, downloaded, stored, or submitted through AC Project Hub or company-controlled systems may be company business records.

Company business records may include customer communications, job notes, daily logs, photos, receipts, purchases, time entries, schedules, task updates, material records, permit notes, change orders, payment records, estimates, proposals, employee records, vendor records, subcontractor records, reports, messages, attachments, and system activity.

Affordable Contracting may preserve and use such records for operations, customer service, quality control, training, job costing, payroll support, tax support, accounting, collections, lien matters, warranty issues, insurance claims, disputes, audits, investigations, legal claims, safety, compliance, or management oversight.

7. Messages, Chats, Internal Communications, and Job-Specific Discussions

Portal messages, direct messages, group messages, job-specific messages, vendor messages, subcontractor messages, customer messages, notes, replies, comments, and chat activity may be reviewed by Affordable Contracting management or authorized administrators.

Owner-level users and authorized administrators may have access to message oversight tools, message search, flagged messages, job-specific conversations, employee conversations, customer conversations, vendor conversations, subcontractor conversations, and message history.

Users should not send personal, confidential, unlawful, harassing, discriminatory, threatening, offensive, unrelated, or unauthorized messages through company systems.

8. Photos, Files, Videos, Documents, and Attachments

Photos, videos, documents, plans, receipts, invoices, permits, files, attachments, screenshots, and uploads submitted through company systems may be reviewed, preserved, copied, exported, shared, and used for legitimate business purposes.

This includes photos of jobsites, materials, completed work, damaged areas, punch-list items, receipts, purchases, delivery issues, installed products, warranty concerns, safety concerns, employee work, subcontractor work, customer selections, and project conditions.

Users may not upload confidential, personal, unlawful, offensive, private, or unrelated material unless specifically required for company business and authorized by the company.

9. Time Entries, Purchases, Receipts, Payments, and Job Costing

Time entries, clock-in records, clock-out records, break entries, job assignments, task categories, purchase records, receipt uploads, material entries, payment records, change orders, and job-costing data may be monitored, reviewed, corrected, approved, rejected, exported, audited, and used by Affordable Contracting.

These records may be used for payroll support, job costing, project profitability, P&L reports, customer billing, employee accountability, vendor coordination, subcontractor coordination, accounting, tax records, QuickBooks-ready exports, Paychex-related summaries, dispute resolution, and management oversight.

False, inflated, inaccurate, altered, late, duplicate, unauthorized, or misleading time entries, purchase entries, receipt uploads, payment entries, or job-costing records may result in correction, rejection, disciplinary action, payment review, investigation, or other lawful action.

10. Location, Jobsite, Device, and Access Data

Future company systems may collect or display location-related information, jobsite check-ins, device information, IP addresses, timestamps, route information, delivery information, employee job assignment locations, or similar operational data when used for company business.

Location or access data may be used for scheduling, dispatch, job verification, timekeeping support, safety, customer communication, work coordination, delivery coordination, dispute resolution, job costing, and management oversight.

Affordable Contracting should configure any future location tracking, mobile access, wearable, or automated monitoring tools carefully and lawfully. Location or monitoring tools should not be used to unlawfully discriminate, harass, retaliate, or interfere with protected rights.

11. Login Records, Audit Trails, Access Logs, and System Activity

AC Project Hub and related systems may record login history, failed login attempts, IP addresses, device information, browser information, timestamps, viewed records, edited records, deleted records, uploaded files, downloaded files, messages sent, records created, records approved, records rejected, and other activity.

Audit logs may be used to protect the company, detect unauthorized access, investigate missing records, verify employee activity, support customer service, review job progress, resolve disputes, confirm approvals, evaluate system security, and preserve business records.

12. Reasons Affordable Contracting May Review Portal Activity

Affordable Contracting may monitor, review, search, preserve, or export company system activity for legitimate business reasons, including:

• Managing jobs, leads, estimates, customers, materials, purchases, schedules, tasks, and daily logs.
• Protecting customers, employees, vendors, subcontractors, jobsites, and company assets.
• Confirming work progress, jobsite activity, time entries, receipt uploads, and purchase records.
• Investigating customer complaints, warranty issues, safety concerns, quality-control issues, or jobsite disputes.
• Reviewing employee performance, productivity, attendance, task completion, and policy compliance.
• Preventing fraud, theft, unauthorized access, data loss, harassment, discrimination, retaliation, threats, misuse, or policy violations.
• Preparing reports, P&L summaries, payroll support, accounting records, tax records, and QuickBooks-ready exports.
• Responding to legal claims, payment disputes, lien matters, chargebacks, audits, insurance claims, subpoenas, investigations, or regulatory inquiries.
• Training employees, improving procedures, supporting quality control, and improving customer service.

13. Prohibited Use of Company Systems

Users may not use AC Project Hub or company-controlled systems for unlawful, unauthorized, unsafe, abusive, misleading, harmful, or non-business purposes.

Prohibited use includes:

• Harassment, discrimination, threats, retaliation, intimidation, bullying, or offensive conduct.
• False, misleading, altered, inflated, or fraudulent entries.
• Unauthorized deletion, copying, downloading, exporting, or disclosure of company records.
• Unauthorized customer contact, side work solicitation, direct sales, or vendor/subcontractor solicitation.
• Sharing passwords, using another person’s login, or accessing records outside assigned permissions.
• Uploading malware, spam, unlawful files, explicit content, private personal content, or unrelated materials.
• Using the portal for personal disputes, gossip, personal business, outside employment, or competitive activity.
• Attempting to bypass security, permissions, audit logging, or management oversight.
• Disclosing customer addresses, project photos, employee information, pricing, or company records without authorization.

14. Confidentiality, Customer Information, and Company Property

Company systems may contain confidential and sensitive business information, including customer names, addresses, phone numbers, emails, project photos, estimates, contracts, prices, schedules, employee information, vendor information, subcontractor information, material pricing, job costs, P&L data, permits, payment records, and internal communications.

Users may not copy, disclose, publish, post, export, share, sell, transfer, photograph, screenshot, or use company records for unauthorized purposes.

Company information, records, files, photos, messages, databases, accounts, devices, and system access are company property or company-controlled business resources unless a written agreement states otherwise.

15. Protected Rights and Lawful Employee Activity

This notice is not intended to prohibit or restrict rights protected by applicable law. Nothing in this notice is intended to prevent employees from discussing wages, hours, working conditions, safety concerns, workplace issues, or other legally protected matters where such activity is protected by law.

Nothing in this notice is intended to prohibit employees from filing a charge or complaint, cooperating with a government investigation, reporting unlawful conduct, participating in protected activity, or exercising rights under applicable labor, employment, safety, wage, discrimination, whistleblower, or other laws.

Users are still expected to protect confidential customer information, private personal information, trade secrets, privileged information, proprietary records, security credentials, and company business records to the extent permitted by law.

16. AI, Automated Tools, Analytics, and Future System Assistance

Affordable Contracting may eventually use AI-assisted or automated tools to help summarize notes, organize records, estimate projects, flag missing information, improve workflows, review job data, generate reports, assist with scheduling, support job costing, or improve company operations.

AI-assisted tools should be configured and reviewed carefully. They should not be used to make unlawful employment decisions, discriminate based on protected characteristics, retaliate against protected activity, or replace required human judgment where human review is appropriate.

AI-generated summaries, estimates, reports, flags, suggestions, or classifications may be inaccurate, incomplete, or require human review. Approved written records, contracts, change orders, payroll records, accounting records, and management decisions should control over AI-generated suggestions.

17. Discipline, Access Restrictions, Suspension, and Termination

Violation of this notice, company policies, portal rules, confidentiality obligations, jobsite rules, safety rules, employment obligations, vendor obligations, subcontractor obligations, or written agreements may result in action by Affordable Contracting.

Depending on the user and circumstances, action may include correction, warning, loss of access, restriction of permissions, investigation, discipline, termination of employment, removal from a job, termination of vendor/subcontractor relationship, nonpayment review where legally appropriate, legal action, or referral to law enforcement or regulators.

Affordable Contracting may suspend or terminate portal access at any time for business, safety, security, legal, customer-service, operational, payment, compliance, or management reasons.

18. Retention, Preservation, Export, and Deletion

Affordable Contracting may retain portal records, messages, photos, files, notes, time entries, receipts, purchase records, audit logs, and related business data for as long as reasonably needed for operations, accounting, tax, payroll support, customer service, warranty, insurance, legal, audit, compliance, collection, lien, training, quality-control, and dispute-resolution purposes.

Records may be preserved, exported, backed up, copied, or restored even after a user deletes a message, removes a file, leaves employment, completes a project, loses portal access, or ends a vendor/subcontractor/customer relationship.

Users should not assume that deleting a message, file, photo, note, time entry, or portal record permanently removes it from company systems or backups.

19. Related Legal Documents

This Messaging / Portal Monitoring Notice should be read together with:

• Privacy Policy
• Terms of Use
• Website Disclaimer
• Form Submission Disclaimer
• Employment Application Disclaimer
• Vendor / Subcontractor Onboarding Disclaimer

20. Contact Us

Questions about this Messaging / Portal Monitoring Notice may be directed to Affordable Contracting, Inc.