Privacy Policy

1. Information We Collect

a) Information You Provide Directly

When you request an estimate, contact us, or use our services, we may collect:

• Contact information: Full name, email address, phone number
• Property information: Street address, property coordinates (via our map-based estimate tool), property measurements (square footage), and polygon boundary data
• Service details: Type of service requested, service frequency, mulch color, number of trees/stumps, surfaces to clean, junk type and volume, planting preferences, and any additional instructions
• Scheduling preferences: Preferred start date, preferred time of day
• Photos: Property photos you upload through our estimate form (up to 5 images, maximum 5MB each)
• Referral information: If you were referred by a neighbor, the name or address you provide
• Payment preferences: Whether you wish to enroll in Auto-Pay for recurring services
• Payment information: Billing details processed securely through Stripe (we do not store your full credit card number on our systems)

b) Information Collected Automatically

When you visit our website, certain information is collected automatically through cookies and similar technologies:

• Device and browser information: Browser type, operating system, screen resolution, and device identifiers
• Usage data: Pages visited, time spent on pages, click activity, referring website, and scroll depth
• Network information: IP address and approximate geographic location
• Interaction data: Mouse movements, keyboard interaction patterns, and browsing behavior (collected by reCAPTCHA for security verification)
• Analytics data: Page views, traffic sources, and user engagement metrics (via Google Analytics)

c) Information Collected via Phone

When you call our business line at (540) 551-7671, you may interact with our AI-powered phone assistant. Please be aware that:

• You are interacting with an artificial intelligence (AI) system, not a human
• Calls may be recorded and transcribed for quality assurance, training, and service improvement
• Conversation data — including voice recordings, transcripts, caller phone number, and information you share — may be processed by our AI service provider, ElevenLabs, and their third-party language model providers
• If you have previously contacted us, your name and prior service details may be retrieved to personalize the conversation
• The AI assistant may send you a follow-up email, create a lead record, or schedule an appointment on your behalf
• You may request to speak with a human representative at any time

2. How We Use Your Information

• Service delivery: To respond to inquiries, provide estimates, schedule services, create work orders, and manage your account
• Communication: To contact you about service requests, appointment confirmations, follow-up emails, and account updates
• Payment processing: To process one-time and recurring subscription payments through Stripe
• Calendar scheduling: To schedule appointments and manage our service calendar
• Website analytics: To analyze traffic and usage patterns to improve our content and user experience (via Google Analytics)
• Security: To protect our website from spam, bots, and abuse (via Google reCAPTCHA and Firebase App Check)
• Maps and location: To display satellite imagery, provide address autocomplete, calculate property area, and generate directions (via Google Maps Platform)
• Legal compliance: To comply with applicable laws and mandatory utility marking protocols (e.g., Virginia 811)

3. Third-Party Services

We use the following third-party services that may collect or process your information:

Google Analytics (GA4)

We use Google Analytics to understand how visitors interact with our website. Google Analytics uses cookies and collects data such as your IP address, browser type, pages visited, and time on site. For more information, see How Google Uses Information from Sites That Use Its Services. You can opt out by installing the Google Analytics Opt-out Browser Add-on.

Google reCAPTCHA v3

We use reCAPTCHA to protect forms from spam and abuse. reCAPTCHA collects hardware and software information and sends it to Google for analysis. Your use is subject to Google's Privacy Policy and Terms of Service.

Google Maps Platform

We use Google Maps for address autocomplete, satellite imagery, and property measurement features. Your use is subject to the Google Maps Terms and Google Privacy Policy.

Firebase (Google Cloud)

We use Firebase services — including Firestore (database), Cloud Functions (server-side processing), Storage (photo uploads), App Check (security), and Authentication (admin access) — to securely process and store your data. See Firebase Privacy and Security.

Stripe

We use Stripe to process payments. Your payment information is transmitted directly to Stripe's secure servers. We do not store your full card details. Stripe may share transaction data with its service providers for fraud detection, risk analysis, and compliance with AML/KYC obligations. See the Stripe Privacy Policy.

ElevenLabs

Our AI phone assistant is provided by ElevenLabs. Voice data, conversation content, and caller identification may be processed by ElevenLabs and their third-party language model providers. See the ElevenLabs Privacy Policy.

Brevo (formerly Sendinblue)

We use Brevo's email API to send transactional emails including estimate confirmations, appointment confirmations, and follow-up communications. Your email address and name are transmitted to Brevo for delivery. See the Brevo Privacy Policy.

Apple iCloud (CalDAV)

We use Apple's iCloud Calendar service for scheduling synchronization. Your name, phone number, service type, and appointment time may be synced to our calendar. See the Apple Privacy Policy.

4. Cookies and Tracking Technologies

We do not use cookies for advertising or cross-site tracking. You can control cookies through your browser settings. Disabling cookies may affect form submission functionality.

5. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties for marketing purposes. We may share information in these limited circumstances:

• Service providers: With the third-party providers listed in Section 3, solely for stated purposes
• Operational partners: With authorized subcontractors, solely to perform contracted services
• Government and utilities: With Virginia 811 / Miss Utility as legally required before excavation
• Legal requirements: When required by law, subpoena, court order, or valid legal process
• Business protection: To protect rights, property, or safety of our company, customers, or public
• Business transfers: In connection with a merger, acquisition, or asset sale

6. Data Security and Retention

We implement reasonable safeguards to protect your personal information, including:

• Encrypted data transmission (HTTPS/TLS) for all website communications
• Secure cloud infrastructure via Google Cloud Platform / Firebase
• PCI-compliant payment processing via Stripe (we never store full card numbers)
• Firebase App Check and reCAPTCHA to prevent unauthorized submissions
• Role-based access controls for administrative systems
• Server-side environment variables for all API keys and secrets

Personal information is retained only for the duration necessary to fulfill its purpose, or as required by legal, accounting, tax, or dispute resolution obligations. While we strive to protect your information, no method of internet transmission or electronic storage is 100% secure.

7. Your Rights and Choices

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Opt-out of analytics: Use the Google Analytics Opt-out Add-on
• Communication preferences: Opt out of non-essential emails by contacting us
• Request a human: Ask to speak with a human when interacting with our AI phone assistant

Contact us at info@applevalleylandscapes.com or (540) 551-7671 to exercise your rights. We respond within 30 days and do not discriminate against anyone who exercises their privacy rights.

8. Children's Privacy

Our website and services are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately.

9. Virginia Residents

Apple Valley Landscaping LLC is based in Virginia and primarily serves Virginia residents. While we believe we operate below the processing thresholds of the Virginia Consumer Data Protection Act (VCDPA), we are committed to the privacy principles reflected in that law — including transparency, data minimization, honoring access and deletion requests, and non-discrimination. Virginia consumers may exercise their rights by contacting us using the information in Section 7.

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Effective Date" at the top of this page. Continued use of the website or our services following changes constitutes acceptance of the revised policy.