ArborHub Privacy Policy

ArborHub provides software to tree care companies (“Customers”). Customers use the Services to run their business: customers, properties, estimates, jobs, schedules, crews and invoices.

• Customer data.When a Customer stores information about its own clients or employees in the Services, the Customer decides what is collected and why. For that data, the Customer is the controller (or “business”) and ArborHub processes it on the Customer's behalf, only to provide the Services.
• Our own data. For information about Website visitors, people who request a demo or contact us, and the account and billing details of our Customers, ArborHub is the controller.

If you are a client of a tree care company that uses ArborHub and you have a question about your information, please contact that company. We will help them answer your request.

The App is for employees of Customers (for example, estimators, crew leads and crew members). The App has no sign-up.Every App account is created by the Customer's administrator in the Platform, and the App cannot be used without one.

Account information

Name, email address, phone number, role(s), the company you work for, and a password (stored only as a one-way hash). An administrator enters these when creating your account.

Information you enter about the company's work

Customer names, addresses, phone numbers and email addresses; property details, tree inventory and tree risk records; access map notes; estimates, services, prices and notes; jobs, schedules and dump site records. This is Customer data (see section 1).

Location (App)

The App asks for location only while it is open (“When In Use”). It never collects location in the background, and it does not track your movements. It reads your location once, at the moment you take one of these actions:

• clocking in or out of a job or a work day (the location is saved with that time entry);
• filling in a property's address from where you are standing;
• placing a dump site or a dump spot;
• centering a map on you, or sorting dump sites by distance (these are not saved).

If you decline, the App still works: you can clock in and out without location and type addresses by hand.

Photos and videos (App)

Photos and videos you take with the camera or choose from your library, with any drawings or text you add to them, attached to an estimate, job, tree record or dump site. Files may contain metadata, such as the time and place they were taken. When you pick from your library, iOS shows its own picker and the App receives only the items you choose; it does not get access to the rest of your library.

Audio (App)

Sound recorded with videos, voice notes you add to estimate services, and job descriptions you dictate for the AI Assistant (see section 5). The App uses the microphone only while you are recording.

Communications

Emails and text messages sent to clients through the Services (for example, sending a quote), and, when a Customer connects Aircall, call and SMS records, including recordings and transcripts that Aircall provides.

Payment information

Payments to ArborHub, and payments that clients make to Customers through the Platform, are processed by Stripe. We receive limited details such as the card brand, the last four digits and the payment status. We never receive or store full card numbers.

Technical information

When you use the Services, our servers record the IP address, device and browser type, operating system, app version, and the date, time and address of each request. We use this to run and secure the Services.

Website

Information you give us when you request a demo or contact us, and cookies described in section 9.

What we do not collect

The App does not access your contacts, calendar, health data or Bluetooth. It contains no advertising and no third-party analytics or tracking software. We do not track you across other companies' apps or websites.

We use personal information only to:

• provide the Services: estimates, jobs, schedules, time tracking, maps, photos and messages to clients;
• create and manage accounts, sign you in, and provide support;
• process payments and send service messages (receipts, quotes, reminders);
• keep the Services secure and prevent fraud and abuse;
• fix problems and improve the Services;
• send product news to Customer administrators, where the law allows (you can unsubscribe at any time);
• comply with the law and enforce our agreements.

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

Some features use artificial intelligence provided by Google Gemini (Google LLC). They are optional:

• In the App (AI Assistant): you dictate or describe a job and the App suggests the estimate lines it describes. The Customer must turn the feature on for the company, and then each user must turn it on in More → AI Assistant. It is off by default. When it is on, your recordings, the photos you attach and the job details are sent to Google Gemini to be analyzed. You review every suggestion before anything is saved. You can turn it off at any time in the same place, and it is turned off when you sign out.
• In the Platform: where a Customer enables it, AI may be used on the Customer's records, for example to identify a caller from a call transcript.

Google processes this content only to return the result to us, under Google's terms for paid Gemini API services, under which Google does not use the content to improve its products. We do not use your content to train AI models. AI results can be wrong; they are always suggestions for a person to check.

We share personal information only with the service providers below, only as needed to provide the Services, and only under written terms that require them to protect it at least as well as this policy does:

We may also share information:

• inside your company: other users of the same Customer account can see the records you create, according to the roles your administrator gives them;
• when the law requires it, or to protect the rights, safety or property of ArborHub, our users or others;
• in a business transfer (merger, acquisition or sale of assets), under this policy.

• While an account is active, we keep its data so the Services work.
• Customer data(clients, estimates, jobs, photos, time entries) belongs to the Customer. It stays with the Customer's account when an individual user's access is removed, because it is the company's business record.
• When a Customer closes its account, we delete or anonymize its data within 90 days, unless the law requires us to keep it longer (for example, tax or accounting records).
• Backups are overwritten on a rolling schedule and are not used for anything else.
• On your phone, signing out erases your sign-in token, your settings (including the AI switch), and the maps and files the App saved on the device. Deleting the App removes everything else it stored.

Withdraw consent in the App

• AI Assistant:turn it off in More → AI Assistant.
• Location, camera, photos, microphone:change them at any time in your phone's Settings → ArborHub. The App keeps working without them (you can type addresses and pick files instead).

Delete your account or your data

App accounts are created and removed by your employer's administrator.

• To delete your account, ask your company's administrator. They can remove it in the Platform at any time.
• You can also ask us directly by emailing Admin@arborhub.comwith the subject “Delete my data.” We will confirm your identity, notify your employer, and delete your account and the personal information that belongs to you within 30 days. Business records that belong to your employer, such as estimates and jobs you created, are the employer's to keep or delete.

Your other rights

Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information, and to object to or restrict certain uses. To make a request, email Admin@arborhub.com. We will not treat you differently for using these rights.

• California residents: you have these rights under the California Consumer Privacy Act (CCPA/CPRA). We do not sell or share personal information for cross-context behavioral advertising.
• EEA and UK residents: you may also complain to your local data protection authority.

We use cookies and similar technologies to keep you signed in, remember your preferences and keep the Services secure. You can control cookies in your browser; blocking some of them may stop the Platform from working. The App does not use cookies for tracking.

We protect personal information with encryption in transit (HTTPS), encryption at rest by our hosting provider, role-based access so each user sees only their company's data, and limited staff access. On the phone, your sign-in token is kept in the device's secure storage (the iOS Keychain or Android Keystore). No system is perfectly secure; if a breach affects your information, we will notify you as the law requires.

ArborHub is based in the United States, and data is processed in the United States and in other countries where our service providers operate. When we transfer personal information out of the EEA, the UK or other regions with transfer rules, we use appropriate safeguards such as the European Commission's Standard Contractual Clauses.

The Services are for businesses and their employees. They are not directed to children under 16, and we do not knowingly collect information from them. If you believe a child has given us personal information, contact us and we will delete it.

When we change this policy, we update the effective date at the top. For material changes, we tell Customer administrators by email or in the Services before the change takes effect.