This document is in effect, but it has not yet been reviewed by an attorney. If it changes in a material way, we will tell you before the change applies.
This Privacy Policy explains how James Ventures LLC, a Utah limited liability company doing business as Yardscale ("Yardscale", "we", "us"), handles personal information in connection with getyardscale.com, the Yardscale web and mobile apps, and related services (the "Service").
Two roles: our information and our subscribers' information
Yardscale is software for lawn care and landscaping businesses ("Subscribers").
- Yardscale decides how to use information about people who visit our website, sign up, and use Yardscale as a business owner or team member. This policy covers that information.
- Subscribers decide how to use the information they put into Yardscale about their own customers, leads and properties ("Customer Data"). We process Customer Data only on the Subscriber's behalf and instructions, under our Data Processing Agreement. If you are a customer of a lawn care business that uses Yardscale, that business is responsible for your information. Please contact them first; we will help them respond.
1. Information we collect
Information you give us
- Account information: name, email address, password (kept only as a one-way hash by our login provider), and your role in a business. If you sign in with Google or Apple, we receive the name and email address they share with us.
- Sign-up answers: business name and type, website, team size, approximate number of customers, goals and the plan you are interested in.
- Business information: business name, email, phone, logo, service and yard addresses, tax registration details, services and prices.
- Team information: team members' email addresses and roles, crews, time entries and labour rates.
- Support messages you send us.
Information collected automatically
- Technical and usage information: IP address (used to limit repeated attempts and protect the Service), the days you were active, and a log of actions taken in the app (who changed what).
- Cookies and device storage: see our Cookie Policy. We do not use advertising cookies or third-party analytics.
- Crew location: only if a business turns on job location stamps, and only when a team member taps Arrived or Done and their device allows it. These stamps are deleted after 90 days.
- Map information: addresses you search for and the map positions of properties you measure.
Information from others
- Stripe tells us the status of subscriptions and payments.
- Google or Apple, if you use them to sign in.
Customer Data we process for Subscribers
Customer names, company names, email addresses, phone numbers, property addresses and map positions, yard outlines drawn on satellite imagery, notes, photos of work, quotes, jobs, invoices, payment status (not card numbers), messages, marketing preferences, lawn treatment records and leads. Customers may also enter some of this themselves on a business's online quote or booking page or customer account page.
2. How we use information
- To provide the Service: run accounts, show your business's information to your team, measure properties, plan routes, send the emails and texts you choose to send, take payments, and give support.
- To bill you for your Yardscale plan.
- To communicate with you: sign-up and password emails, trial and billing notices, onboarding tips (you can stop these with the link in each email), and important service or policy notices.
- To keep the Service secure: limit repeated attempts, prevent abuse and fraud, investigate errors and record security events.
- To improve the Service, using our own records of how features are used. We do not use Customer Data to build profiles of individuals.
- To comply with law and enforce our Terms of Service.
3. How we share information
We share personal information only with:
- Service providers that run parts of the Service for us (listed in section 4), under agreements that limit how they use it.
- Your business and its team, according to the roles the business owner sets.
- The customers you choose to message: emails and texts sent through Yardscale show your business name.
- Authorities or others when required: to comply with law, a court order or a lawful request, or to protect people, the Service or our rights.
- A new owner of Yardscale, if Yardscale is sold or reorganised; they must keep the protections in this policy.
We do not sell personal information, and we do not share it for cross-context behavioural advertising. We do not run advertising or third-party analytics on the Service.
4. Service providers
| Provider | What they do for us | Information involved |
|---|---|---|
| Supabase | Database, login and file storage | All information in the Service |
| Vercel | Website and app hosting, scheduled jobs | Request information, including IP addresses |
| Stripe | Yardscale subscription billing, and the card payments businesses take from their customers | Names, email addresses, phone numbers, and payment details entered on Stripe's pages |
| Resend | Sending emails | Email addresses and message content |
| Twilio | Sending text messages | Phone numbers and message content |
| Anthropic | Yardscale AI assistant and AI weather rescheduling | Questions and the business records used to answer them, which can include customer names, contact details and job information |
| Mapbox | Maps, satellite imagery, address search and route planning | Addresses, map positions, and technical and usage data from the map in your browser |
| US National Weather Service; Environment and Climate Change Canada | Weather forecasts and radar | Map positions of businesses and service areas; your IP address when a radar image loads |
| GitHub | Storing encrypted database backups | An encrypted copy of the database |
| Google, Apple | Optional sign-in | Name and email address |
These providers are based in the United States (the weather services are the US and Canadian governments) and may process information in other countries where they operate. We will update this list before a new provider starts receiving personal information.
5. Payments
Card details are entered only on Stripe's secure pages. Yardscale never receives or stores full card numbers. We store Stripe reference numbers, and your billing page may show your card's brand, last four digits and expiry date, read from Stripe. Payments a business takes from its own customers go to that business's own Stripe account, and Stripe's privacy policy covers Stripe's use of that information.
6. AI processing
- Yardscale AI is available to business owners and admins on plans that include it. It answers questions by reading the business's records; it cannot change records, send messages or take payments.
- Each question, the earlier messages in that conversation, the business's AI settings (tone, hours, policies, instructions) and the records the assistant looks up (which can include customer names, phone numbers, emails, addresses, notes, jobs, invoices and revenue) are sent to Anthropic to generate the answer.
- AI weather rescheduling sends Anthropic the affected jobs: services, dates, customer names and crew names. A person approves every change.
- Kept by Yardscale: your conversations, including the records the assistant looked up, visible only to you, until you delete them. Conversations with no activity for 12 months are deleted automatically, and all of a person's conversations are deleted with their login or business. Usage and cost records are kept for billing.
- Kept by Anthropic: under Anthropic's commercial terms, Anthropic does not train its models on our inputs or outputs. Anthropic may keep them for a limited time for safety and abuse monitoring, and for up to 2 years if they are flagged for a policy review, or longer where the law requires.
- AI answers can be wrong. See section 8 of our Terms of Service.
7. How long we keep information
| Information | Kept for |
|---|---|
| Account and business information | While the business's account exists, including after a trial ends or a plan is cancelled (the account becomes read-only; nothing is deleted) |
| Crew location stamps | 90 days |
| Error logs | 90 days |
| Security event logs | 180 days |
| Records of attempts used to limit repeated requests (IP addresses, email addresses) | About 2 days |
| AI conversations | Until deleted, and no more than 12 months after the last message |
| Log of messages sent, activity log | 24 months |
| Expired team invitations | 30 days after they expire |
| Encrypted backups | 30 days |
| Billing history, and a minimal record that a business was deleted | As long as needed for legal, tax and accounting obligations |
8. Deleting information and closing accounts
- Business owners can delete their business in Settings after cancelling any paid plan. This removes the business's information, photos and logo from Yardscale. Encrypted backups expire within 30 days. Information in the business's own Stripe account is controlled by Stripe and the business.
- Team members can delete their own login under Your account. Business records they created stay with the business.
- Customers of a business should contact that business. The business can export one customer's information, and delete a customer or remove a customer's personal information (amounts on invoices and payments, and lawn treatment records the business may be required to keep, are retained).
9. Your privacy rights
Depending on where you live, you may have the right to:
- know what personal information we hold about you and get a copy;
- correct inaccurate information;
- delete your information;
- opt out of the sale of personal information or targeted advertising (we do neither);
- not be treated differently for using these rights.
To make a request, email yardscaleapp@gmail.com with the subject "Privacy request". We will confirm your identity by checking the email address on your account, and respond within 45 days, or sooner if your law requires. You may use an authorised agent where your law allows. If we decline a request, you may appeal by replying to our decision; we will answer within 60 days.
If your request is about Customer Data held for a lawn care business, we will pass it to that business and help them respond.
US state privacy laws. Several states, including California, Colorado, Virginia, Connecticut and Utah, have consumer privacy laws that apply to businesses above certain revenue or data-volume thresholds. We do not believe Yardscale currently meets those thresholds. We offer the rights above anyway and will update this policy if that changes. The Utah Consumer Privacy Act, for example, applies only to businesses with at least $25 million in annual revenue that also meet a data-volume test.
10. Security
We use encryption in transit (HTTPS), passwords stored only as hashes, database rules that keep each business's information separate, role-based permissions within each business, private file storage with links that expire, encrypted backups, limits on repeated attempts, and monitoring with alerts. No system is perfectly secure. If a data breach affects your information, we will notify you and the authorities as the law requires.
11. International users
Yardscale is operated from the United States and serves businesses in the United States and Canada. Information is processed in the United States and wherever our service providers operate. Before we offer the Service in other regions, we will update this policy and put appropriate safeguards for international transfers in place.
12. Children
The Service is for businesses and is not directed to children under 13. We do not knowingly collect children's personal information. If you believe a child has given us information, contact us and we will delete it.
13. Marketing emails sent by businesses
Businesses can send their customers campaigns, review requests and quote follow-ups through Yardscale. These emails include an unsubscribe link and the business's postal address, and unsubscribing stops all of them from that business. For campaigns, we record whether each email was opened (using a small image) and whether its links were clicked, so the business can see the results.
14. Changes
We will post changes on this page with a new effective date. For material changes, we will notify business owners by email or in the app at least 30 days before they take effect.
15. Contact
- James Ventures LLC, doing business as Yardscale
- 2072 S 4140 W, Taylor, UT 84401, USA
- yardscaleapp@gmail.com