Privacy Policy

Last updated: March 24, 2026

1. Introduction

This Privacy Policy describes how Ascent Yard Care ("we", "us", or "our") collects, uses, and protects information through the Ascent Yard Care admin platform ("the Service"). The Service is an internal business management tool used exclusively by authorized Ascent Yard Care employees to manage customer relationships, communications, and operations.

2. Information We Collect

Employee Account Information

For authorized users of the Service, we collect:

  • Name and email address
  • Account role (admin or employee)
  • Authentication session data

Customer and Business Data

In the course of business operations, the Service stores and processes:

  • Customer contact information (name, email, phone, address)
  • Service records
  • Billing information
  • Communication records (email, SMS, web form submissions)
  • Lead and referral source data

Email Data (via Google Gmail API)

When a Google account is connected via OAuth, the Service accesses Gmail data to provide email communication features. This includes:

  • Reading email messages and threads from the connected Gmail account
  • Sending email on behalf of the connected account
  • Email metadata (sender, recipient, subject, timestamps)

Data from Third-Party Integrations

The Service syncs data from connected third-party services, including client records and services from Jobber, and subscription status from Stripe.

3. How We Use Your Information

We use collected information to:

  • Provide and operate the Service for internal business management
  • Manage customer relationships and services
  • Facilitate email, SMS, and form-based communication with customers
  • Power AI-assisted customer interaction features
  • Sync data with integrated third-party services (Jobber, Stripe)
  • Authenticate users and maintain account security
  • Send operational notifications (e.g., OTP login codes via Resend)

4. Google API Services — Limited Use Disclosure

The Service's use of information received from Google APIs adheres to the Google API Services User Data Policy , including the Limited Use requirements. Specifically:

  • We only use access to Gmail data to provide and improve the email communication features of the Service.
  • We do not transfer Gmail data to third parties except as necessary to provide or improve the Service, to comply with applicable laws, or as part of a merger, acquisition, or asset sale with notice to users.
  • We do not use Gmail data for serving advertisements.
  • We do not allow humans to read Gmail data unless we have the user's affirmative agreement, it is necessary for security purposes (e.g., investigating abuse), to comply with applicable law, or the data is aggregated and anonymized for internal operations.

5. Third-Party Services

The Service integrates with the following third-party providers to deliver its functionality:

  • Google (Gmail API): Email reading and sending via OAuth 2.0
  • Jobber: Client and service synchronization via OAuth 2.0
  • Stripe: Subscription billing and payment processing
  • Resend: Transactional email delivery (e.g., OTP login codes)
  • MongoDB Atlas: Cloud-hosted database for application data storage
  • Cloudinary: Image upload and storage for form submissions
  • Fly.io: Application hosting infrastructure
  • Google Maps: Address autocomplete for contact forms

Each third-party service operates under its own privacy policy and terms. We only share the minimum data necessary for each integration to function.

6. Data Security

We implement appropriate security measures to protect information stored and processed by the Service, including:

  • Encryption of data in transit using TLS/SSL
  • Passwordless authentication via time-limited one-time passwords
  • Role-based access controls (admin and employee roles)
  • OAuth 2.0 token-based authentication for third-party integrations
  • Secure, encrypted storage of OAuth tokens and credentials

No method of electronic transmission or storage is completely secure. While we take reasonable precautions, we cannot guarantee absolute security.

7. Data Retention

We retain data for as long as it is needed for business operations or as required by law. Employee account data is retained while the account is active and may be removed upon request or when access is revoked. Customer and business data is retained as necessary for ongoing service delivery and record-keeping.

8. Data Sharing

We do not sell any personal information. Data is shared only in the following circumstances:

  • Third-party integrations: As described in Section 5, data is shared with integrated services solely to provide the Service's functionality.
  • Legal requirements: When required by law, regulation, or legal process.
  • Business transfers: In connection with a merger, acquisition, or sale of assets, with appropriate notice.

9. Cookies

The Service uses essential cookies only, specifically session cookies for user authentication. We do not use tracking cookies, analytics cookies, or advertising cookies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a revised "Last updated" date. Continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

contact@ascentyardcare.com

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