Privacy policy

Last updated: October 16, 2026

This policy explains how PrivacyPod ("PrivacyPod," "we," "us" or "our") collects, uses and shares personal information, and the choices you have. We sell office pods, phone booths, meeting pods and related furniture to businesses, schools and other organizations, and to people setting up a home office. PrivacyPod was founded in 2022 in Eau Claire, Wisconsin, where we are based.

The policy covers privacypod.ai, our quotes and sales conversations, and the orders, deliveries, installations and warranty service that follow. It does not cover other companies' websites or services, even when we link to them.

The short version

  • We collect what we need to answer your questions, quote your project, and deliver, install and support your pods.
  • Our site uses analytics and advertising tools from Shopify, Google, Microsoft, Meta and Pinterest, which collect information about your visit.
  • We do not sell personal information for money. Some state laws may treat our advertising tools as a "sale" or "sharing" of personal information, and you can opt out.
  • You can ask to see, correct or delete your information by emailing info@privacypod.ai.

Information we collect

Information you give us

  • Quote requests and contact forms. Your name, work email, company and phone number (if you add one), the pods and quantities you are looking at, and project notes such as your timeline, delivery floor and finishes.
  • Design files, spec sheets and finish samples. Your name, work email, company or studio, your role (for example architect, interior designer or contractor), the models and file formats you need, project details, and a mailing address if you ask for samples.
  • Orders. Contact details, billing and delivery addresses, phone number, the products and options you choose, delivery and installation details such as a site contact and access notes, and confirmation of your payment.
  • Payments made outside our website. If you pay by ACH, wire, business check or purchase order, the payment and remittance details we need to apply your payment, plus any payment terms we agree on.
  • Discount programs. For our military and veteran, first responder and nurse, student and teacher, and senior and caregiver discounts, the proof of eligibility you email us. This can be a military, student or work ID, a professional license, an enrollment or employer letter, a pay stub, or proof of age. Please cover ID numbers, Social Security numbers and pay amounts before you send a document. We only need to see your name and your eligibility.
  • Warranty and service requests. Your order number, a description of the issue, photos or video of the pod, and details from its serial label. We may also ask for a video call.
  • Chat. The messages you send in the chat window on our site, and anything you choose to share there, such as your name or email address.
  • Reviews. Your display name, email address, rating, review text and any photos or videos you add.
  • Mailing list. Your email address, if you sign up in the footer of our site.
  • Calls, emails and messages. Whatever you tell us when you call, email or message us, including on social media.

Some of this is required to answer you or fill an order. If you leave it out, we may not be able to help with that request.

Information collected automatically

When you use our site, we and the companies whose tools run on it collect information about your device and your visit. That includes your IP address and the approximate location it suggests, your browser and device type, the pages you view and the site or ad that brought you here. It also includes the products you view or add to your cart, searches on our site, and when you submit a form, start checkout or place an order. Most of this comes from cookies, pixels and similar tools described under "Cookies, analytics and advertising" below.

Information from other sources

  • People at your organization, for example when a colleague names you as the site contact for a delivery.
  • Shopify and our payment providers, which confirm payments and may flag orders that look fraudulent.
  • Freight carriers and installation crews, which update us on deliveries and installations.
  • Advertising and analytics companies, which report how people reached our site and which ads led to a visit, form, call or order.

Some state laws sort personal information into categories. In those terms, we collect identifiers (such as name, email address, phone number and IP address), customer records, commercial information such as quotes and purchases, internet and network activity, approximate location, professional details such as company and role, and photos or videos you send us. Through our discount programs we may also receive characteristics such as military or veteran status or age, and documents that carry government ID numbers. We use those documents to confirm eligibility. We do not use sensitive personal information to infer characteristics about you.

How we use information

  • To answer your questions and prepare quotes, layouts, design files and samples.
  • To process orders and payments, arrange freight delivery and installation, and keep you updated.
  • To handle warranty claims and support requests.
  • To confirm eligibility for discount programs and issue discount codes.
  • To publish the reviews you submit.
  • To send mailing list emails if you sign up.
  • To keep our site and forms working and secure, and to block spam and fraud.
  • To understand how people use our site and improve it.
  • To measure our advertising and show our ads to people who have visited our site.
  • To keep business records, meet accounting, tax and legal duties, and enforce our terms.
  • For any other purpose we explain when we collect the information.

How we share information

We share personal information with the following recipients, for the purposes in this policy.

Partners who fill your order

Manufacturing, freight, installation and payment partners receive the order details they need to build, ship, deliver, install and take payment for your order. That can include the product configuration, delivery address, site contact name and phone number.

Card and wallet payments made in our checkout, including Shop Pay, PayPal, Apple Pay and Google Pay, are processed by payment providers. We do not receive the full card number. If you choose Shop Pay Installments, Shopify's lending partner reviews your application under its own privacy policy. If you use Shop Pay, Shopify can save your details to your Shop account.

Service providers

These companies run parts of our business for us:

  • Shopify, which hosts our website, checkout and order records. See Shopify's consumer privacy policy.
  • Tidio, which runs the chat window on our site.
  • Judge.me, which collects and displays product reviews.
  • hCaptcha, which Shopify uses to protect our forms from spam.
  • Stape, a server-side tagging service that passes site and order events to the analytics and advertising tools described below.
  • Email, file storage and other cloud software we use to run the business.
  • Accounting and sales tax software, including QuickBooks and TaxCloud.
  • Workflow automation tools, such as Zapier and n8n, and AI assistant tools that connect to our store and business systems.

Advertising and analytics companies

Google, Microsoft, Meta and Pinterest receive information through their tags on our site and their apps connected to our store. They may also use it for their own purposes, such as improving their advertising systems, under their own privacy policies. The next section explains what they collect and how to opt out.

Other cases

  • The public. Reviews you post appear on our site.
  • Legal and safety. When the law or a legal process requires it, or when we need to protect our rights, our customers or others, or to prevent fraud.
  • Business changes. If we are involved in a merger, acquisition, financing or sale of assets, personal information may transfer as part of that deal.
  • With your permission. When you ask us to share information, or agree that we can.

Cookies, analytics and advertising

Our site, and the companies whose tools run on it, use cookies, pixels, tags, local storage and similar technologies. Some are needed for the site to work, such as the cart and checkout. Others measure how the site is used or support advertising. These run on our site today:

  • Shopify sets cookies that run the cart and checkout, keep the store secure and measure store traffic. Shopify lists them on its cookie page.
  • Google Analytics shows us how visitors use the site. Google explains how it uses information from sites that use its services.
  • Google Ads and Google Merchant Center measure which ads and free product listings lead to visits, forms, calls and orders, and let us show ads to people who have visited our site. A small Google widget on our pages shows our store rating. If you come to our site from a Google ad, the phone number you see may be a Google forwarding number, and Google reports the call's time, length and the caller's area code to us.
  • Microsoft Advertising measures visits and actions that follow ads on Bing, such as clicks on our contact, chat and download links.
  • Meta (Facebook and Instagram) and Pinterest tags record visits, product views and orders, so we can measure ads on those platforms and reach people who have visited our site.
  • Stape receives site and order events from our store, including the ad click identifiers saved in your browser, and passes them to the analytics and advertising tools above from a server.
  • Tidio uses browser storage so the chat window can keep your conversation.
  • hCaptcha checks form submissions for signs of automated spam, using information about your browser and device.

When you submit a form or place an order, our Google Ads setup may send Google your email address and phone number in hashed (coded) form, so Google can match that action to an ad click. The store apps for Google, Microsoft, Meta and Pinterest can also receive order and contact details from our store to measure ad results.

Your choices about advertising

We do not sell personal information for money. Under some state privacy laws, though, letting advertising companies collect data through tags on a website, as Google, Microsoft, Meta and Pinterest do on ours, can count as a "sale" or "sharing" of personal information. You can opt out in these ways:

  • Ask us. Email info@privacypod.ai with "Opt out" in the subject line. We will apply your request to the personal information we hold about you, such as your contact and order details.
  • Use your browser. Block third-party cookies, clear your cookies or use private browsing.
  • Use the platforms' settings. Google's My Ad Center controls ad personalization for your Google account, and the Google Analytics opt-out add-on stops Google Analytics in your browser. Microsoft, Meta and Pinterest offer similar ad settings in your account with them.
  • Use industry tools. The Digital Advertising Alliance and the Network Advertising Initiative offer opt-outs that cover many advertising companies.

Browser-based opt-outs apply only to the browser and device you use them on. Clearing your cookies can undo them.

Our site does not currently respond to Do Not Track or Global Privacy Control signals. Please use one of the options above instead.

Emails and other messages

If you join our mailing list, we use your email address to send news about PrivacyPod and our products. You can unsubscribe at any time with the link in our emails or by writing to info@privacypod.ai.

We still send messages about your quotes, orders, deliveries, installations and warranty claims after you unsubscribe, because they are part of doing business with you.

Reviews

Judge.me collects and displays the reviews on our site. When you post a review, your display name, rating, review text and any photos or videos appear publicly. Your email address does not. You can choose to post as anonymous. To change or remove a review, email us.

Your privacy rights

Depending on where you live, you may have the right to:

  • know what personal information we have collected about you, where it came from, why we use it and who we disclose it to
  • get a copy of your personal information, in a portable format where possible
  • correct personal information that is wrong
  • delete personal information we hold about you
  • opt out of targeted advertising and of any "sale" or "sharing" of your personal information
  • limit how we use sensitive personal information
  • appeal our decision if we turn down your request

These rights have limits. For example, we may need to keep order, tax and warranty records after a deletion request, and we cannot give you information about other people. We will tell you if an exception applies.

We will not charge you more, give you a lower level of service or refuse to serve you because you used these rights.

How to make a request

Email info@privacypod.ai with "Privacy request" in the subject line, or call us at (877) 774-8763. Tell us what you would like us to do, and the email address or phone number you have used with us.

We will confirm your identity by matching what you tell us with the information we hold. We may ask for a little more if we need it, and we use it only to handle your request.

Someone you authorize can make a request for you. We will ask for proof of your signed permission, and we may confirm the request with you directly.

We aim to respond within 45 days. If we need more time, we will tell you why.

If we decline your request, you can appeal by replying to our decision with "Appeal" in the subject line. We will review it and answer in writing. If you are still not satisfied, you may be able to contact your state attorney general.

How long we keep information

We keep personal information for as long as we need it for the purposes in this policy, including our legal, tax and warranty obligations. In practice:

  • Orders, invoices and payment records: as long as we need them for accounting, tax, warranty and legal purposes.
  • Quote requests, messages and chat conversations: while your project is active, and for a reasonable time after so we can answer follow-up questions and keep a record of what we quoted.
  • Discount eligibility documents: as long as we need them to confirm eligibility and manage your discount.
  • Mailing list: until you unsubscribe.
  • Reviews: while they are published, or until you ask us to remove them.
  • Analytics and advertising data: kept by the companies that collect it, under their own retention settings and policies.

How we protect information

Our site uses encrypted (HTTPS) connections, and checkout runs on Shopify's hosted checkout. Card payments made in our checkout go straight to payment providers, so we never see those card numbers.

Payment instructions for invoices come only from your PrivacyPod contact after your order is confirmed, never through this site. If you get a message asking you to pay into a new bank account, call us at (877) 774-8763 before you pay.

Please do not send full card numbers, Social Security numbers or full government ID numbers by email, chat or web form.

No system is completely secure. If a security incident affects your personal information, we will notify you as the law requires.

Children

Our site and products are meant for adults. We do not knowingly collect personal information from children under 16, and we do not knowingly sell or share it. If you believe a child has given us personal information, contact us and we will delete it.

Visitors outside the United States

We are based in the United States, and our website and checkout are set up for U.S. customers. Information we collect is processed in the United States, and some of our partners and the software companies we use may process it in other countries. Privacy laws in those places may differ from the laws where you live.

Other websites and social media

Our site links to other websites and to our pages on Facebook, Instagram, YouTube and LinkedIn. Those companies' privacy policies apply when you use their services, including when you message us there.

Changes to this policy

We will update this policy when our practices change. The "Last updated" date at the top shows when we last changed it. If we make a significant change, we will say so on this page.

Contact us

For questions about this policy or your personal information, contact us: