Privacy Policy
How NYC Estimating Services collects, uses, and protects your information and project documents. Read this before submitting plans or using our services.
Introduction
This Privacy Policy describes how NYC Estimating Services (“we,” “us,” “our”) collects, uses, and protects your information when you use our professional construction estimating services.
As a construction estimating firm, we handle sensitive project information, construction documents, and business data. This policy explains how we protect your confidential project information and business details while delivering accurate cost estimates.
By requesting estimates or using our services, you agree to the collection and use of information as described in this policy.
Definitions
- Account — A client account created to access our estimating services portal or track estimate requests.
- Client — Any contractor, architect, subcontractor, developer, or business entity requesting our construction estimating services.
- Company / We / Us / Our — NYC Estimating Services, 1178 Broadway, 3rd Floor, New York, NY.
- Personal Data — Information that relates to an identified or identifiable individual or business entity.
- Project Information — Construction plans, specifications, drawings, scope of work, and related documents submitted for estimating purposes.
- Services — Professional construction cost estimating, material takeoff, bid preparation, and related cost analysis services.
- Website — https://nycestimatingservices.us/
- You / Your — The individual or business entity requesting our estimating services.
Information We Collect
Business Contact Information
When you request an estimate or ask about our services, we collect:
- Company name
- Contact person name
- Email address
- Phone number
- Business address
- Company type (contractor, architect, subcontractor, developer, owner, etc.)
Project Information
To produce accurate estimates, we collect:
- Construction plans and drawings (architectural, structural, MEP)
- Project specifications and scope of work documents
- Project location (address and borough or region in New York)
- Project type (residential, commercial, industrial, renovation, new construction)
- Project scope (square footage, number of units, trade requirements)
- Timeline requirements (bid deadlines, project start dates)
- Budget parameters, if provided
- Special requirements (union labor, specific materials, code requirements)
Service Request Details
- Type of estimate needed (preliminary, detailed, bid)
- Turnaround requirements
- Communication preferences
- Past project history, for returning clients
- Referral source
Website Usage Information
Automatically collected when you visit our website:
- IP address
- Browser type and version
- Device information
- Pages visited and time on site
- Referring website
- Click behavior on CTAs and links
Communication Records
- Email correspondence related to estimate requests and project clarifications
- Notes from phone consultations
- Form submissions and quote requests
- Internal project notes
How We Use Your Information
For Providing Estimating Services
- Analyzing construction plans and specifications
- Calculating material quantities and costs
- Researching current New York market pricing
- Preparing detailed cost breakdowns
- Creating bid-ready estimates
- Clarifying project scope and requirements
- Delivering estimates in your preferred format
- Managing multiple projects for returning clients
For Client Communication
- Responding to estimate inquiries and status updates
- Clarifying project details and scope
- Answering questions about our services
- Following up on submitted estimates
For Business Operations
- Maintaining client accounts and records
- Processing payments and invoicing
- Improving estimate accuracy based on feedback
- Refining our process based on turnaround data
For Marketing, With Your Consent
- Informing past clients about new services (opt-in only)
- Sending NY construction market updates (opt-in only)
- Newsletter about estimating best practices (opt-in only)
Project Information Confidentiality
Your construction documents are treated as confidential business information. This is not a standard disclaimer — it’s how we’ve operated since 2010.
- Treat all project plans and specs as confidential
- Use project information only for your estimate
- Protect documents with secure storage systems
- Limit access to estimators working on your project
- Return or securely destroy documents on request
- Sign NDAs when required
- Share your project information with competitors
- Use your plans for other clients’ projects
- Disclose project details to third parties without permission
- Retain documents longer than necessary
- Sell or distribute your construction documents
Competitive Bidding Protection
We understand construction estimating involves competitive bidding. Your project information is never shared with your competitors. We work with multiple contractors who may bid on the same projects — each estimate is prepared independently with a strict firewall between competing clients’ information.
Non-Disclosure Agreements
For sensitive projects, we readily sign NDAs, mutual confidentiality agreements, and project-specific confidentiality terms. Contact us to arrange NDA execution before submitting documents.
Your bid amounts, budget parameters, and project details are never disclosed to other parties. We treat them the same way you’d expect your own attorney or accountant to treat confidential business information.
How We Share Information
We May Share With
- Accounting firms — for invoicing and financial records
- Cloud storage providers — for secure, encrypted document storage
- Email services — for delivering estimates and communications
- Website hosting — for maintaining our website securely
- Specialty estimators — only when you request sub-trade specific estimates, only with your permission, under confidentiality agreements
- Legal authorities — when required by law, court order, or valid government request
All service providers are contractually bound to protect your information.
We Never Share
- Your project information with other clients
- Your construction documents with competitors
- Your contact information for third-party marketing
- Your bid amounts or pricing data
- Your project details publicly
Data Security
Technical Measures
- Encrypted storage for all project documents
- HTTPS/SSL for all website communications
- Password-protected authentication for file access
- Regular secure backups of client data
- Firewall protection against unauthorized access
- Anti-malware protection
Physical and Operational Security
- Physical access controls to our workspace
- Password-protected computers and devices
- All staff trained on confidentiality requirements
- All employees sign NDAs
- Secure disposal — shredding of physical documents, secure deletion of digital files
While we use strong security measures, no system is 100% secure. Internet transmission carries inherent risk. We use commercially reasonable protections and you share information at your own risk.
Your Rights and Choices
You have the following rights regarding your information. Contact us to exercise any of them.
Access
Request copies of information we hold, review your project history, and verify your contact details.
Correct
Update contact information, correct business details, and modify communication preferences.
Delete
Request deletion of personal data and close your client account, subject to legal retention requirements.
Opt Out
Unsubscribe from promotional emails and service updates while maintaining your service relationship.
Restrict
Limit how we use your information and request data portability.
Documents Back
Request return of your construction plans and copies of estimates we prepared, or request secure deletion of project files.
To exercise any of these rights, email plans@nycestimatingservices.us. We respond within 30 days.
Data Retention
| Data Type | Retention Period | Notes |
|---|---|---|
| Estimates | 7 years | Business records and tax compliance |
| Construction Plans | Until estimate delivery | Returned or securely deleted unless you request retention |
| Communication Records | 3 years | Email and phone correspondence |
| Payment Records | 7 years | Accounting requirements |
| Inactive Client Contact Info | 3 years after last service | Automatically deleted unless reactivated |
You may request earlier deletion of your information. We honor requests unless legally required to retain. Project documents can be deleted immediately after estimate delivery upon request.
Cookies and Tracking
Essential Cookies
Required for website function. Includes session management for estimate request forms, security and fraud prevention, and language or location preferences.
Analytics Cookies
Help us understand which service pages are most visited, how users interact with the site, and identify technical issues. These can be declined without affecting core functionality.
Communication Cookies
Optional. Remember if you’ve contacted us before and pre-fill contact forms for returning visitors.
You can control cookies through your browser settings, our cookie consent banner, or privacy browser extensions. Blocking essential cookies may prevent the estimate request form from working.
Third-Party Services
We use the following types of third-party services, all selected for strong privacy practices and contractually bound to protect your information:
- Email service for sending estimates and communications
- Cloud storage for secure document storage
- Website hosting for maintaining our site
- Analytics for understanding website usage
- Payment processing for invoicing
We do not share your information with third parties for their marketing, sell your contact information, or allow third parties to access your project documents.
Special Considerations
New York Construction Industry
- Union vs. non-union project information is kept confidential and never shared between clients
- Your bid estimates are confidential even when we work with multiple contractors bidding the same project
- Each estimate is prepared independently — no information passes between competing clients
- Your specific project’s code compliance strategy remains confidential. General NYC building code information is public knowledge.
Government Projects
If we’re estimating a government or public project, additional disclosure requirements may apply. These projects may be subject to Freedom of Information requests. Let us know upfront if your project has special confidentiality needs so we can plan accordingly.
Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be posted on our website and we’ll notify you by email of significant updates. Continued use of services after changes indicates acceptance. The last updated date is always shown at the top of this page.
Our Accuracy Guarantee
We stand behind the numbers we deliver. If an estimate we produced contains inaccuracies that fall outside a reasonable margin for the scope and information provided, we will refund the fee you paid for that estimate.
The refund is limited to the fee charged for the specific estimate in question. It does not cover any project costs, bid losses, contract disputes, downstream expenses, or any other costs you may have incurred based on the estimate. Our liability is capped at the amount you paid us for that estimate, nothing more.
What This Means in Plain Terms
- If our numbers were wrong and you can demonstrate it, we refund your estimate fee
- We do not cover project overruns, lost bids, contractor disputes, or any costs beyond our fee
- We are not liable for decisions made based on the estimate, including bids submitted, contracts signed, or work started
- Accuracy is assessed against the scope and drawings provided to us at the time of the estimate
- Scope changes, incomplete drawings, or information withheld at the time of submission void the guarantee
How to Raise an Accuracy Concern
If you believe an estimate we delivered contains material inaccuracies, contact us within 30 days of delivery. Email plans@nycestimatingservices.us with the estimate reference and the specific line items in question. We review every claim and respond within 5 business days.
No Other Warranties
An estimate is a professional opinion of cost based on available information and current market conditions. It is not a guarantee of actual project cost. Final costs depend on contractor bids, material price changes, site conditions, permit requirements, scope modifications, and other factors outside our control. We provide the most accurate estimate possible with the information given. We do not warrant any particular outcome.
Contact Us
For privacy-related questions, data requests, document returns, or NDA execution, reach out directly. We respond within 30 days.
Your Consent
By submitting estimate requests or using our services, you acknowledge you have read this Privacy Policy, understand how we collect, use, and protect your information, and agree to our handling of your project documents. You may withdraw consent at any time by discontinuing services and requesting data deletion.