Privacy Policy

This Privacy Policy describes how ArbKeep ("ArbKeep," "we," "us," or "our") collects, uses, shares, and protects information across our websites and applications: the subscriber application (pro.arbkeep.com), the client portal (home.arbkeep.com), public pages we host for subscribers (*.arbkeep.com), our public tools (canopykeep.com), and our marketing site (arbkeep.com) (together, the "Service").

Two roles. For subscribers' own account information and for visitors to our sites, ArbKeep decides how data is used. For information a subscriber enters about their clients and their work, the subscriber decides and we process it on their behalf (Section 9).

Information you give us. When you create an account or use the Service you may provide contact details (name, email address, phone number), business details (company name, location, professional credentials and license numbers, logo, biography, service areas, links), and the records you create, such as assessments, work orders, prices, documents, notes, messages, photos, and voice memos. Photos may carry embedded metadata such as location and time. If you contact us, we keep the correspondence.

Information about your clients. Subscribers enter information about the people and properties they serve: names, addresses, contact details, property and tree details, and records of work. Subscribers are responsible for having the right to enter it.

Client portal accounts. If you are a subscriber's client, the portal holds the contact details your arborist has on file plus any changes or photo you add. You sign in with a link sent to your email; we store no password. We record when you open what your arborist shares and when you respond to it, so your arborist can see it.

Acceptance records. When a subscriber signs up, and the first time a client takes an action the Terms govern, we record the version accepted, the time, the IP address, the browser, and how the person signed in.

Payment information. Subscription payments and any payments between subscribers and their clients are handled by payment processors. We do not receive or store card or bank account numbers. We store processor references, amounts, dates, and status so the Service can show what was paid, and for a subscriber who connects a payment account, that account's identifier and status.

Inquiries. Information visitors submit through a subscriber's public pages (name, contact details, address, what they are asking about) is stored in that subscriber's account.

AI inputs and outputs. Questions, photos, locations, and records you submit to AI features, and the responses, are stored with the account or property they relate to. Submissions to our free public tools are stored so we can review and improve them and are not linked to you unless you save them to an account.

Usage and device information. We collect information about how the Service is used: pages and features used, when an account was last active, actions taken, approximate location derived from IP address, browser and device type, and the campaign tag and click identifier on a link when you arrive from one of our ads. On our marketing site we use analytics services that measure visits and, with form fields masked, how pages are used (Section 4).

Location data. Addresses and coordinates of properties a subscriber records, used for maps, address checks, and local environmental data.

We use information to:

1. Provide, operate, secure, and support the Service, including signing you in, displaying your records, generating documents and output from them, and showing clients what their arborist shares
2. Process subscription billing and record payments
3. Communicate with you about your account, activity in the Service, and changes to it
4. Provide location-based features such as maps, address validation, weather, and environmental conditions
5. Understand how the Service is used, measure which of our ads lead to signups, and improve the Service and our AI features
6. Prevent abuse, enforce our Terms, and comply with law

We do not sell personal information, and we do not use it for advertising on other sites.

We share information only as follows:

1. As you direct. Subscribers choose what to show their clients in the portal and what to publish on their public pages, including aggregate figures from their records. Clients see what their arborist shares with them.
2. Other users. Content a subscriber chooses to share with other users, and de-identified aggregate figures across accounts, such as counts and ranges. Nothing shared this way includes client, property, or work-order detail, and no aggregate is attributed to anyone by name.
3. Service providers. Companies that process information for us to operate the Service, listed in Section 4, each under its own terms and only for the purpose described.
4. Payment processors. When a client pays a subscriber by card, the checkout runs on the subscriber's own processor account. The processor receives the payment details; the subscriber is the merchant; and the processor's privacy policy governs what it collects.
5. Third-party sites you open. Links in the Service to sellers, manufacturers, or other sites take you to those sites under their own policies. We do not send them information about you.
6. Legal. When required by law, legal process, or to protect the rights, safety, or property of ArbKeep, our users, or others.
7. Business transfers. In connection with a merger, acquisition, financing, or sale of assets, in which case this policy continues to apply to the information transferred.
8. With your consent or at your direction.

We use the following providers. Each receives only what its purpose requires. We update this list when a provider changes.

Provider	Purpose	What it receives
Cloudflare	Hosting, database, file storage, bot protection (Turnstile) on public forms, and Cloudflare Web Analytics, which counts page views without cookies	All Service data is stored on its infrastructure; Turnstile and analytics receive browser and request data
Resend	Email delivery (sign-in links, notifications, account email)	Email addresses and message contents
Stripe	Subscription billing for subscribers, and card payments to subscribers who connect their own Stripe account	Payment details entered on Stripe's pages; account and payment references
Google Gemini	AI features (conversations, identifications, assessments, drafting)	The text, photos, and records submitted to an AI feature. Our commercial terms with the provider do not permit it to train on this data; if that changes we will update this policy and evaluate alternatives
Google Maps Platform	Address lookup and validation, map coordinates	Addresses and coordinates
Google Analytics and Google Ads	Visit statistics on the marketing site, and measuring which of our search ads lead to signups	Browser and page data on the marketing site; the ad click identifier and time, never your name, email, or anything you enter in the Service
Microsoft Clarity	Page-use recordings and heatmaps on the marketing site, with form fields masked	Browser and page interaction data on the marketing site
Esri	Aerial map imagery	Your browser requests tiles for the map area being viewed
Weather and environmental data services: Open-Meteo, the National Weather Service, NOAA regional climate centers, the USA National Phenology Network, and PHZMapi	Local weather, rainfall, climate, pest-pressure, and hardiness-zone data	Coordinates or a ZIP code only, never names or contact details

Processors' pages the Service sends you to for checkout, and sellers' pages it links to, may set their own cookies under their own policies.

Essential. We use cookies to keep you signed in: arbassist_token in the subscriber application and steward_session in the client portal. The applications also keep copies of your recent data in your browser's local storage so pages load quickly and work with a weak signal. These are required for the Service to operate.

Analytics, marketing site only. Google Analytics sets cookies such as _ga to count visits. Microsoft Clarity sets cookies such as _clck and _clsk to group page views into a visit, under Microsoft's privacy statement. When you arrive from one of our Google ads, Google sets _gcl_aw to record the click. You can block these in your browser, and Google Analytics with Google's opt-out add-on.

We do not use tracking pixels or retargeting, and we do not show you ads on other sites based on your visit.

Data is encrypted in transit and at rest, and access is limited to the account it belongs to. We use reasonable administrative, technical, and physical safeguards appropriate to the data we hold. No system is perfectly secure, and we cannot guarantee against unauthorized access or loss. If a breach affects your personal information, we will notify you as the law requires.

We keep account data for as long as the account is active. When a trial ends without a subscription, or an account is canceled or terminated, we keep its data for a grace period of 90 days so it can be reactivated or exported, then may permanently delete it. You may request deletion sooner. Submissions to our free public tools are kept until we delete them, and you may ask us to delete one. Acceptance records and payment records are kept as long as we need them to document the agreement or the transaction. Copies in backups expire on a rolling schedule.

Depending on where you live, you may have rights to access, correct, delete, export, or restrict the use of your personal information, and to object to certain processing. Regardless of where you live, you can:

1. Access and correct your information in the Service, or by contacting us
2. Export your data in a standard format through the Service or on request
3. Delete your account from the Service's settings or by contacting us
4. Opt out of non-essential email using the link in the message, and block analytics cookies in your browser

To exercise a right, contact us at [email protected]. We respond within 30 days and may need to verify your identity. We will not discriminate against you for exercising a right. If you are a subscriber's client, requests about information your arborist holds go first to your arborist, who controls it; we will help them respond.

For information a subscriber enters about their clients, properties, and work, the subscriber is the controller and ArbKeep is a processor acting on the subscriber's instructions, which are given through their use of the Service. Subscribers are responsible for having the right to enter that information, for any consent it requires, for its accuracy, and for responding to their clients' requests about it. We process it only to provide the Service, keep it secure, and meet our legal obligations.

The Service is not directed to anyone under 18, and we do not knowingly collect personal information from minors. If you believe a minor has provided us information, contact us and we will delete it.

We may update this policy. The current version and its effective date are shown at the top of this page. For material changes we will email the address on your account before the new version takes effect.

Questions or requests? Contact us at [email protected].