Privacy policy

Two kinds of information

Account information is about the tree service company and the people who use Arb Astra: names, work email addresses, phone numbers, company details, and passwords (stored only as a one-way hash).

Customer data is what a company puts into Arb Astra to run its business: its customers and leads, their properties and trees, notes, photos, estimates, signatures, jobs, invoices, crew schedules and time records. The company decides what goes in and owns it. We process customer data on the company's behalf and only to provide the service to that company.

What we collect and how

We collect information when you or your staff:

• Create an account, sign in, or invite team members.
• Enter, import or upload data, including CSV imports from another system.
• Speak or type a quote. The words are turned into text and sent to our AI provider so the estimate can be filled in; we do not keep the audio.
• Send estimates, invoices or messages to your customers through Arb Astra, or when your customers view, sign or pay them.
• Turn on push notifications, which stores a browser notification address for your device.
• Contact us for support.

Our public website

The marketing pages on arbastra.com use our own first-party page counter. It stores a random visitor id in your browser's local storage so we can tell whether a browser came back and which page led to a signup. It sets no cookies, loads no third-party or advertising scripts, and we do not store your IP address with it.

How we use information

We use information to:

• Provide, maintain and secure Arb Astra, including backups and fixing errors.
• Do what you ask the software to do, such as sending an estimate, a reminder or a report.
• Send service emails about your account, such as sign-in links, trial and billing notices, and product updates you can opt out of.
• Answer support requests and improve the product.
• Meet legal, tax and accounting obligations.

We do not sell your data

We do not sell account information or customer data, and we do not use your customers' information to market to them ourselves.

Service providers we use

These companies process information for us, only as needed to run Arb Astra:

• Railway: application hosting and database.
• Anthropic: AI features, such as turning a spoken or typed quote into an estimate and drafting messages.
• Resend and Google (Gmail): sending email.
• OpenStreetMap Nominatim: turning addresses into map locations.
• Open-Meteo: weather forecasts for scheduled job locations.
• Browser push services (for example Google and Mozilla): delivering notifications you turned on.
• Stripe: card payments and subscriptions, when online payments are turned on.
• Twilio: text messages, when texting is turned on.

Integrations you turn on

Some features send data to services you choose to connect, using your own accounts: Jobber or QuickBooks Online, a webhook address you enter (for example Zapier), an AI assistant you connect to your Arb Astra account, Meta ad conversions, and a Google Ads offline-conversion feed. For Meta, customer email addresses and phone numbers are hashed (SHA-256) before they are sent. Only the company can turn these on, and it can turn them off at any time. Those services handle the data under their own privacy policies.

Where information is stored

Arb Astra and several of its providers operate in the United States, so information may be stored and processed outside Canada. When it is, it is subject to the laws of that country.

How long we keep it

We keep account information and customer data while the account is open. When a company closes its account, we delete or anonymise its customer data within 90 days, except where we must keep records for legal, tax or dispute reasons, and except for copies in backups, which are overwritten on their normal cycle.

Security

Data is encrypted in transit, passwords are hashed, each company's records are kept separate from every other company's, and staff see only what their role allows. No system is perfectly secure; if we learn of a breach that affects your information, we will tell you as the law requires.

Your choices and rights

You can see and correct most account information in the app. You can ask us for access to, correction of, or deletion of your personal information, or ask a question about this policy, by emailing hello@adsastralabs.org. If you are a customer of a tree service company that uses Arb Astra, please contact that company first: it controls your information, and we will help it respond.

Under Canadian privacy law you can also complain to the Office of the Privacy Commissioner of Canada.

Children

Arb Astra is a business tool and is not meant for anyone under 18.

Changes to this policy

We will post any change here and update the date below. If a change materially affects how we use information, we will tell account owners by email before it takes effect.