Privacy Policy

Effective date: September 17, 2026

DEEP Root Software LLP provides web and mobile tools for landscaping businesses to manage employees, customers, crews, schedules, service work, time logs, payroll worksheets, estimates, invoices, payments, photographs, AI-assisted workflows, notes, instructions, chemical records, and customer communication. This Privacy Policy explains what information we collect, how we use it, and the choices available to company account owners, employees, and other users.

1. Information we collect

Account and company information

We may collect information used to create, manage, and support company accounts, including:

• Company name and contact information.
• Account owner, administrator, supervisor, and employee names.
• Email addresses, roles, login credentials, and account status.
• Company settings, service settings, email recipients, and related configuration details.

Customer and property information

Company users may enter customer and property information into the service, including:

• Customer names, addresses, email addresses, and service preferences.
• Property service enrollment, route order, mowing frequency, and scheduled service dates.
• Service history, completion status, pending approval status, and job information.
• Property notes, field notes, and service instructions.

Employee time and work information

Deep Root Software may process employee operational records, including:

• Clock-in and clock-out records.
• Employee time log corrections entered by authorized users.
• Assigned crews, assigned properties, service completion actions, and app activity related to field work.
• Notes or instructions submitted through the web dashboard or mobile app.
• Pay rates, payroll settings, tax-related worksheet fields, deductions, reimbursements, and payroll worksheet results entered or generated by authorized company users.

Estimates, invoices, and transaction information

When a company uses estimating, invoicing, subscription, or payment features, we may process:

• Estimate and invoice items, descriptions, quantities, prices, taxes, discounts, deposits, payment plans, due dates, and status.
• Customer billing contact details and communications relating to estimates, invoices, and payments.
• Transaction identifiers, amounts, dates, processor status, limited payment-method details, disputes, refunds, and chargeback information.
• Subscription plan, billing history, renewal, cancellation, and refund information.

Payment processing is provided by Stripe or another disclosed processor. Payment-card and bank-account information may be collected directly by the processor. Deep Root may receive a token, institution name, account-holder details, limited account digits, connection status, and transaction-related information, but is not intended to receive or store complete payment-card numbers or online-banking credentials.

Photographs, documents, and AI inputs and outputs

Company users may upload or generate information such as:

• Job-site, property, landscaping, equipment, progress, damage, or completion photographs.
• Documents, attachments, notes, measurements, service details, and other materials submitted for a job or estimate.
• Prompts, instructions, photographs, and related data submitted to an AI-assisted feature.
• AI-generated descriptions, measurements, scopes, estimates, invoice drafts, recommendations, and other output.

Chemical and compliance records

If enabled by the company, we may process product, applicator, license, property, treatment, application, rate, quantity, weather, target pest, equipment, service, and related reporting information.

Location information

The Deep Root Crews app may request device location permission when location is needed for features such as verifying clock-in at an approved work location. Location use is intended for operational clock-in and attendance-related features.

If location permission is denied, some clock-in or attendance features may not work as intended. Location settings can be managed through the device operating system.

Technical information

We may collect technical information necessary to operate, secure, and troubleshoot the service, including:

• Login/session information.
• Device, browser, operating system, and app version information.
• Server logs, error logs, request data, and security-related records.
• IP address or approximate network information associated with use of the service.

2. How we use information

We use information to provide, maintain, and improve Deep Root Software, including to:

• Create and manage company accounts and user access.
• Authenticate users and protect accounts.
• Display customer, property, crew, service, and schedule information.
• Track service progress, approvals, notes, instructions, and time logs.
• Create payroll worksheets and administrative calculations based on company-entered settings and records.
• Create, deliver, track, and administer estimates, invoices, deposits, payment plans, and payment records.
• Store and display photographs, documents, attachments, chemical records, and compliance reports.
• Provide AI-assisted photo analysis and draft estimates, invoices, descriptions, measurements, scopes, and recommendations.
• Administer subscriptions, prorated cancellation refunds, and account billing.
• Send service-related emails, weekly hours emails, notes emails, and other operational messages configured by the company.
• Provide support, troubleshoot issues, and maintain system security.
• Comply with legal, accounting, security, and operational obligations.

3. How information is shared

We do not sell personal information. Information in Deep Root Software is primarily used by the landscaping company account that entered or manages the information.

We may share or disclose information in the following limited situations:

• Within a company account: Authorized company users may see customer, employee, schedule, service, note, and time log information according to their role and system access.
• Service providers: We may use hosting, email, database, payment, analytics, mapping, AI, application distribution, customer support, security, or infrastructure providers to operate the service.
• Payment processors: We may exchange account, subscription, transaction, verification, dispute, and limited payment-method information with Stripe or another disclosed processor when a company uses payment features.
• AI providers: When a user selects an AI-assisted feature, relevant prompts, photographs, documents, job details, and instructions may be transmitted to an AI provider to generate the requested output.
• Customer communications: If enabled by the company, customer information may be used to send service-related emails to customers.
• Legal or safety reasons: We may disclose information if required by law, legal process, security investigation, fraud prevention, or to protect rights, safety, and service integrity.
• Business transfers: If the business is reorganized, merged, sold, or transferred, information may be transferred as part of that transaction, subject to applicable law.

4. Data storage and security

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. These safeguards may include authentication controls, access restrictions, encrypted connections, server security practices, and database protections.

No internet-based service can guarantee absolute security. Company account owners and users are responsible for using strong passwords, protecting login credentials, and limiting account access to authorized personnel.

5. Data retention

We retain information for as long as needed to provide the service, support company operations, maintain records, comply with legal obligations, resolve disputes, and enforce agreements.

Company account owners may request deletion or export of company data, subject to legal, security, backup, accounting, and operational retention requirements.

Agreement-acceptance records, transaction records, security logs, and records needed for accounting, fraud prevention, disputes, or legal compliance may be retained after account closure. Deleted information may remain temporarily in protected backups until those backups are overwritten under ordinary retention cycles.

6. User choices and controls

Depending on role and account settings, users and company administrators may be able to:

• Update employee and company information.
• Add, edit, or remove customer records.
• Enable or disable automatic customer emails where supported.
• Manage weekly hours email recipients and note email recipients.
• Request account support, correction, export, or deletion.
• Choose whether to use optional AI-assisted, payment, photo, chemical-record, and payroll-worksheet features.
• Control device location permissions through the device settings.

7. Children’s privacy

Deep Root Software is intended for businesses and their authorized users. It is not directed to children, and we do not knowingly collect personal information from children.

8. Third-party services

Deep Root Software may rely on third-party services for hosting, email delivery, payment processing, app distribution, database infrastructure, analytics, and operational support. These providers may process information as needed to provide their services to us.

Payment processing is provided by Stripe or another disclosed processor. Payment and bank details may be submitted directly to that processor and are also governed by the processor's terms and privacy practices. Deep Root is designed to use hosted or tokenized payment methods rather than store complete payment-card numbers or online-banking credentials.

AI-assisted features may send the information selected for analysis to an AI service provider. Users should submit only information necessary for the requested task and must not submit material they lack permission to process.

9. Company customers, employees, and other individuals

Landscaping companies generally decide what customer and employee information is entered into Deep Root and how it is used. For that information, the company account owner is responsible for providing required privacy and employee notices, obtaining necessary permissions, responding to applicable individual requests, and using location, timekeeping, photographs, AI, payroll, chemical, and communication features lawfully. Individuals may contact the applicable landscaping company directly and may also contact Deep Root for assistance.

10. Electronic agreement records

When a user accepts Deep Root's Subscription and End User Agreement, we may retain the agreement version and text, company and user identifiers, accepting person's name, title and email, acceptance time, IP address, browser or device information, and the acceptance language presented. We use this information to document consent, administer accounts, resolve disputes, maintain security, and comply with legal obligations.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we update it, we will revise the effective date above. Continued use of Deep Root Software after changes become effective means the updated policy applies to use of the service.

12. Contact us

Questions, privacy requests, or account-related requests can be sent to Deep Root Software using the contact information below.