Privacy Policy
This policy explains how Pifer Creative LLC, doing business as Overhead ("we," "us"), handles information through the Overhead app at app.overhead.design and this website at overhead.design. Questions go to info@overhead.design.
Our role
Overhead is used by architecture firms to run their practice. The information a firm puts into the app, including information about its employees, clients and consultants, belongs to that firm. The firm decides what to collect and why, and we process it on the firm's behalf and under its instructions. If you're an employee of a firm that uses Overhead and have a question about your records, your firm is the right first contact; we'll help your firm respond.
What we collect
Account information
Name, work email address, role, sign-in credentials (passwords are stored hashed by our authentication provider, never in plain text), and two-factor settings.
Firm data entered into the app
- Projects, phases, schedules, milestones and delays.
- Time entries, timesheet approvals, leave bookings and leave balances.
- Expenses, receipt images and mileage records.
- Billing and cost rates, fees, invoices, payments and receivables.
- Prospects and pipeline figures.
- Names, emails, phone numbers, addresses and notes for clients and consultants.
- Fee proposals, agreements, change orders and consultant bills.
- Staff résumés, professional registrations and license expiry dates, portfolio projects and photos, and qualifications (SF330) content.
- Signature images uploaded or drawn by a firm's designated signers.
- Profit-and-loss figures a firm uploads for firm health reporting (account names and amounts only).
People who sign documents
When a firm sends a proposal, agreement or change order for signature, we collect from the person signing: their name and title, email address, the one-time code check, their typed or drawn signature, any reason given for declining, and the IP address, browser and times of each step. This becomes part of the signed document's signature record, which both the firm and the signer receive. That record belongs to the firm that sent the document.
Usage and technical information
Records of changes to sensitive data (an audit trail showing who changed what and when), server logs such as IP address and browser type, questions typed into help, search or the feature-request form, and a log of AI feature use (which feature, who, and when).
This website
This website does not use advertising or tracking cookies. If you email us, we keep your message so we can reply.
How we use it
- To provide the Service: storing your firm's records, calculating schedules, balances and invoices, and producing reports and PDFs.
- To send email you or your firm asks us to send, such as invoices, signing requests and signed copies to your clients, and notifications and reminders to your team.
- To run AI features your firm has turned on, as described below.
- To keep the Service secure, prevent misuse, and investigate problems.
- To provide support and answer questions.
- To meet legal obligations.
We do not sell personal information, we do not share it for advertising, and we do not use your firm's data to train AI models.
AI features
AI features are off for every firm until a partner or administrator turns them on. After that, information is sent to our AI provider only when a person presses an AI button, and only what that feature needs: for example, one consultant bill or one receipt image, a question typed into Ask Overhead, or a timesheet note. Some features remove identifying details first; project notes, for example, are sent as P1, P2 and so on, without project names, clients or amounts. Each feature's description in the app says exactly what it sends. The provider processes this to return a result and does not use it to train its models.
Who we share it with
We use the following service providers to run Overhead. Each receives only what it needs to perform its function, under contract.
| Provider | Purpose |
|---|---|
| Supabase | Database, sign-in and file storage (including receipt images) |
| Vercel | Application and website hosting |
| Resend | Sending email, including invoices and notifications |
| Anthropic | AI features, only when a firm has turned them on and a person starts one |
We may also disclose information if required by law, to protect the rights and safety of our users or the public, or as part of a merger or sale of the business, in which case this policy continues to apply.
Where it's stored
Overhead stores data in the United States.
How long we keep it
We keep firm data for as long as the firm's account is active. When an account ends, the firm has 30 days to export its data; after that we delete it within a reasonable period, apart from copies we must keep by law and routine backups, which expire on their normal cycle.
Security
Each firm's data is separated at the database level, so one firm's users cannot read another firm's records. Inside a firm, roles limit who can see sensitive figures such as cost rates. Traffic is encrypted in transit, two-factor sign-in is available and can be required by a firm, and changes to sensitive records are logged. No system is completely secure; if an incident affects your information, we'll notify the affected firm as the law requires.
Your choices and rights
Firm administrators can view, correct, export and delete their firm's records in the app. Individuals can ask their firm to access or correct their records, or write to us and we'll work with the firm to respond. Depending on where you live, you may have additional rights under state privacy laws; contact us and we'll respond as those laws require.
Children
Overhead is a business tool and is not directed to children under 16. We do not knowingly collect their information.
Changes
If we change this policy in a material way, we'll notify firm administrators by email or in the app before the change takes effect.
Contact
Pifer Creative LLC (d/b/a Overhead), Tucson, Arizona
info@overhead.design