Privacy Policy

Account information (arborists): Name, email address, phone number, company name, city, state, professional credentials, license numbers, and payment information (processed by our payment processor — we do not store card numbers).

Profile and website content (arborists): Company logo, bio, tagline, service areas, year started, directory links, social media links, and slug for public website generation.

Assessment and work order data: Tree species, location, condition observations, photos, GPS coordinates, risk ratings, recommendations, pricing, and associated client information.

Client information (entered by arborists): Client name, address, email, phone number, and property details. This data is entered by the subscribing arborist on behalf of their clients.

Lead form submissions: Name, address, email, phone number, and service interest submitted through arborist public websites. This data is provided voluntarily by visitors.

Photos and media: Assessment photos, service photos, voice memos, and company logos uploaded to the platform. Photos may contain EXIF metadata including GPS coordinates and timestamps.

AI conversation data: Messages exchanged with ArbKeep's AI features, including questions and AI responses. These conversations are stored per-property to maintain context.

Usage data: We collect standard web analytics including pages visited, features used, and session duration. We do not use third-party tracking pixels or sell usage data.

Payment details (clients): ArbKeep does not collect or store your clients' payment card numbers or bank account details. Payment method labels you record for a work order (e.g., "cash," "check") are notes only.

Tax filing records (arborists): If you upload a sales-tax filing confirmation, it is stored on your behalf and is visible only to you. These documents may contain your own banking details; ArbKeep does not use them for any purpose beyond keeping them in your records, and never exposes them across accounts.

2. How We Use Your Information

Data	Purpose
Account info	Authentication, billing, communication
Profile content	Generate your public website and attestation documents
Assessments & work orders	Core service delivery, client portal display, attestation generation
Client information	Portal access, notifications, work order delivery
Lead submissions	Route to subscribing arborist, create draft work orders
Photos & media	Assessment documentation, client portal, attestation documents
AI conversations	Provide contextual AI responses
Usage data	Improve the Service, identify issues

3. How We Share Your Information

We do not sell your data. We share information only in these circumstances:

Client portal: Assessment data, photos, and work orders you publish are visible to your clients via ArbKeep share links.
Public websites: Profile information you configure is displayed publicly on your *.arbkeep.com subdomain.
Service providers: We use Resend (email) and Cloudflare (hosting and storage) to operate the Service. These providers process data under their own privacy policies.
AI (Google Gemini): ArbKeep's AI features — AI conversations in the arborist app, symptom and species checks, and CanopyKeep tree identification — are processed by Google's Gemini API. Google's current API data use policy for paid/commercial tiers is that they do not use submitted data to train their models. If that policy changes, we will notify users and evaluate alternative providers. See Google's privacy policy and the Gemini API terms of service.
Retail affiliate links (Amazon): Product links from ArbKeep, ArbKeep Pro, and CanopyKeep to Amazon.com may carry an ArbKeep affiliate tag under the Amazon Services LLC Associates Program. We do not send Amazon any information about you; the link contains only the product and quantity. Once you are on Amazon, your activity is governed by Amazon's privacy notice, and Amazon may set its own cookies. Amazon reports to us only aggregate figures (clicks and items ordered through our links) — never your identity, address, or order.
Legal requirements: We may disclose information if required by law, court order, or to protect our rights or safety.

4. Data Storage & Security

Your data is stored on Cloudflare's infrastructure (D1 database and R2 object storage). Data is encrypted in transit via TLS. We implement reasonable security measures including authentication tokens, arborist-scoped data access, and regular backups.

No guarantee against data loss. While we take reasonable precautions, we cannot guarantee against data loss, unauthorized access, or security breaches. You are encouraged to maintain your own records.

5. Data Retention

Active accounts: Data is retained for the duration of your subscription.

Cancelled accounts: Data is retained for 90 days after cancellation to allow for reactivation or export. After 90 days, data may be permanently deleted.

Lead form data: Lead submissions are retained as part of the subscribing arborist's account data.

AI conversations: Stored for the duration of your subscription to maintain per-property context.

6. Your Rights

You have the right to:

Access your data by viewing it in ArbKeep Pro or requesting an export
Correct inaccurate data through your Settings or by contacting us
Delete your account and data by contacting [email protected]
Export your data in a standard format upon request
Withdraw consent by cancelling your subscription

To exercise these rights, contact [email protected]. We will respond within 30 days.

7. Client Data (Arborist Responsibility)

Arborists using ArbKeep enter client data (names, addresses, contact information) on behalf of their clients. The subscribing arborist is the data controller for their client data. ArbKeep acts as a data processor.

Arborists are responsible for: obtaining appropriate consent from clients, responding to client data requests, and ensuring client data accuracy.

8. Cookies & Local Storage

We use a single authentication cookie (arbassist_token) to maintain your login session. This is a functional cookie required for the Service to operate. We do not use advertising cookies, tracking pixels, or third-party analytics cookies. If you follow a product link to Amazon, Amazon may set its own cookies on its site under its own policy (see Section 3).

1. Information We Collect