Privacy Policy

SECTION 1. SCOPE; OUR ROLE

1.1 Scope. This Privacy Policy applies to personal information that we collect through the Platform and through our related communications, sales, and support activities. It does not apply to third-party websites, applications, or services linked from or integrated with the Platform, which are governed by their own privacy policies.

1.2 Information We Process for Business Customers. Business customers use the Platform to manage their land, inventory, operations, and projects, and they may enter information about their own employees, contractors, crews, clients, and other individuals. When we process that information, we do so as a service provider on behalf of the customer and in accordance with our agreement with the customer, and the customer’s own privacy practices govern its collection and use of that information. If you have a question about information that a business customer has entered into the Platform, or you wish to exercise rights with respect to it, please contact that customer directly. We will assist our customers in responding to those requests as required by law.

1.3 Affiliates and Successors. If the Platform is transferred to an Affiliate or to a separate entity formed to own or operate it, that entity will become responsible for the personal information described in this Privacy Policy, and we will give notice as described in Section 13.

SECTION 2. INFORMATION WE COLLECT

2.1 Information You Provide. We collect information that you provide to us directly, including account and profile information, such as your name, email address, telephone number, password, organization, title, role, and areas of practice; information about your organization, such as its name, address, and billing contacts; information that you or your organization’s administrators enter about team members, such as names, telephone numbers, email addresses, roles, tasks, and calendars; Customer Data, such as inventory records, land, site, and parcel information, field survey and monitoring records, planting plans, notes, files, and photographs; communications with us, including support requests, feedback, and responses to questionnaires and surveys; and any other information you choose to provide.

2.2 Payment Information. Payments made by card or another electronic method are processed by our third-party payment processor, which collects and stores your payment credentials. We do not store full payment card numbers on our systems. We may receive limited information from our payment processor, such as your billing name and address, the type and last four digits of your card, and the status of your payments. For invoiced customers, we collect billing contact information and payment records.

2.3 Information Collected Automatically. When you use the Platform, we and our service providers automatically collect information about your device and your use of the Platform, including IP address, browser type and version, operating system, device identifiers, time zone and language settings, referring pages, pages and features viewed, actions taken, dates and times of access, and similar log and usage information. We infer your general location, such as your city or region, from your IP address. We collect precise location from your device only if you grant permission for a feature that uses it, such as locating yourself on a map or recording the location of a field observation, and you may withdraw that permission through your device settings.

2.4 Photographs and Embedded Metadata. Photographs and image files often contain embedded metadata, including location coordinates, date and time stamps, and device information. When you upload a photograph, that metadata may be stored and, depending on the feature used and your settings, displayed to other users. We encourage you to review and, where appropriate, remove that metadata before uploading, particularly for photographs of rare or sensitive species or photographs taken on private property.

2.5 Information from Other Sources. We obtain information from other sources, including your organization’s administrators, who may create an account for you or add information about you; single sign-on and other services that you choose to connect; our service providers; other users who share information about you through the Platform; and public sources and datasets that the Platform uses, such as property parcel records, which may include the names and mailing addresses of property owners, and biodiversity occurrence records, which may include the names of observers.

SECTION 3. HOW WE USE INFORMATION

3.1 Purposes. We use personal information to provide, operate, maintain, and support the Platform; create and administer Accounts and authenticate users; process transactions, send invoices, and collect payments; personalize your experience, including presenting content relevant to your projects and professional context; deliver the features you request, including maps, inventory tools, team coordination, notifications, reports, and artificial intelligence features; respond to requests and provide customer support; send administrative messages, such as service notices, security alerts, and changes to our terms and policies; send marketing communications where permitted, subject to your right to opt out; understand how the Platform is used and develop, test, and improve the Platform and our other products and services; detect, investigate, and prevent security incidents, fraud, abuse, and violations of our Terms of Service; comply with legal obligations and respond to lawful requests; and enforce our agreements and protect the rights, property, and safety of Operator, our users, and others.

3.2 Artificial Intelligence Features. When you use the Platform’s artificial intelligence features, the information you submit and the related Customer Data are processed by third-party model providers acting as our service providers in order to generate Output, under account settings that do not permit those providers to use it to train their own models. We do not use Customer Data to train or fine-tune machine learning models unless the customer that holds the account opts in, as described in our Terms of Service. We do not currently sell Customer Data or models derived from it to third parties. Please do not submit sensitive personal information to artificial intelligence features.

3.3 Aggregated and De-Identified Information. We may aggregate or de-identify information so that it no longer identifies any individual or customer, and we may use and disclose that information for any lawful purpose, except that we will not use it to train machine learning models without the opt-in described in Section 3.2. Aggregated or de-identified information is not personal information for purposes of this Privacy Policy, and we will not attempt to re-identify it except as permitted by law.

SECTION 4. HOW WE SHARE INFORMATION

4.1 Service Providers. We share personal information with service providers that perform services on our behalf, including cloud hosting and data storage, artificial intelligence model providers, email delivery, text message delivery, payment processing, mapping, imagery, and weather data, and customer support tools. Our service providers may use personal information only as necessary to provide services to us. A current list of the principal service providers we use to host and operate the Platform is available on the Platform or upon request.

4.2 Your Organization. If you use the Platform through an organization’s Account, your organization’s administrators can access, modify, export, and delete information that you submit under that Account.

4.3 Other Users and the Public. Some features allow you to share information with other users or make it public, such as nursery directory entries, marketplace listings, profiles, and shared projects. Information you make public can be viewed, copied, and used by others.

4.4 Affiliates and Corporate Transactions. We may share personal information with our Affiliates. We may also share or transfer personal information in connection with a merger, acquisition, financing, reorganization, sale of assets, or transfer of the Platform to a separate entity formed to own or operate it, including during negotiations relating to any of those transactions.

4.5 Legal Requirements and Protection. We may disclose personal information if we believe in good faith that disclosure is necessary to comply with law, legal process, or a lawful request from a public authority; to enforce our agreements; to detect, prevent, or address fraud, security, or technical issues; or to protect the rights, property, or safety of Operator, our users, or others.

4.6 With Your Consent. We may share personal information for other purposes with your consent or at your direction.

4.7 No Sale of Personal Information. We do not sell personal information for monetary consideration, and we do not currently use or disclose personal information for targeted advertising. If our practices change, we will update this Privacy Policy and provide any choices required by law.

SECTION 5. COOKIES AND SIMILAR TECHNOLOGIES

5.1 Our Use. We and our service providers use cookies, pixel tags (including in our emails), local storage, and similar technologies to keep you signed in, remember your preferences, secure the Platform, and understand how the Platform is used so that we can improve it. These technologies are strictly necessary for the Platform to function, support functional features, or are used for analytics.

5.2 Your Choices. You can block or delete cookies through your browser settings, but doing so may prevent parts of the Platform from working. Where required by applicable law, we will treat a recognized browser-based opt-out preference signal as a valid request to opt out for the browser or device that sends it.

SECTION 6. TEXT MESSAGES

6.1 Service-Related Messages. If you provide a mobile telephone number, or your organization adds your number and enables text notifications, you may receive service-related text messages from or through the Platform, such as task assignments, schedule changes, and Account and security notices. Message frequency varies, and message and data rates may apply.

6.2 Opting Out. You may opt out of text messages at any time by replying STOP, and you may reply HELP for assistance. Opting out of text messages does not affect other communications or your use of the Platform.

6.3 Mobile Information. We do not sell, rent, or share mobile telephone numbers or text messaging consent information with third parties or Affiliates for their own marketing or promotional purposes.

SECTION 7. DATA RETENTION

7.1 Retention. We retain personal information for as long as reasonably necessary to provide the Platform, to fulfill the purposes described in this Privacy Policy, to comply with our legal, tax, and accounting obligations, to resolve disputes, and to enforce our agreements. Customer Data is retained and deleted as described in our Terms of Service and our agreements with our customers. When personal information is no longer needed, we delete or de-identify it, and copies held in backup systems are deleted in the ordinary course.

SECTION 8. DATA SECURITY; INCIDENT NOTIFICATION

8.1 Safeguards. We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, and destruction. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your credentials confidential.

8.2 Incident Notification. If a security incident involving your personal information occurs, we will notify you, and any regulator as required, in the manner and within the time required by applicable law.

SECTION 9. CHILDREN’S PRIVACY

9.1 Children Under Thirteen. The Platform is not directed to children under thirteen (13), and we do not knowingly collect personal information from children under thirteen (13). If we learn that we have collected personal information from a child under thirteen (13), we will delete it promptly. If you believe that a child under thirteen (13) has provided personal information to us, please contact us.

9.2 Minors. Individuals between thirteen (13) and seventeen (17) years old may use account-based features only with the consent and supervision of a parent or legal guardian who has accepted our Terms of Service on the minor’s behalf.

SECTION 10. YOUR CHOICES AND RIGHTS

10.1 Account Information. You may review, update, and correct your account information through your Account settings, and you may request a copy of your personal information or its deletion by contacting us. We may retain certain information as required or permitted by law.

10.2 Marketing Communications. You may opt out of marketing emails by following the unsubscribe instructions in those emails or by contacting us. We will continue to send administrative and transactional communications.

10.3 State Privacy Rights. Depending on where you live, you may have rights under applicable state privacy laws, such as the right to access, correct, delete, or obtain a copy of your personal information and the right to opt out of certain processing. We will honor those rights to the extent required by applicable law. To make a request, please contact us using the information in Section 14. We may need to verify your identity before responding, and where permitted by law, you may designate an authorized agent to make a request on your behalf. If we deny your request, you may appeal by replying to our response or by contacting us, and we will respond to the appeal as required by law. We will not discriminate against you for exercising any of these rights.

10.4 Information Entered by Business Customers. Requests relating to information that a business customer entered into the Platform should be directed to that customer, as described in Section 1.2.

SECTION 11. THIRD-PARTY WEBSITES AND SERVICES

11.1 Third Parties. The Platform may link to or integrate with third-party websites, applications, and services, including nurseries, data providers, payment processors, and government resources. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies.

SECTION 12. UNITED STATES OPERATIONS

12.1 Location of Processing. The Platform is operated from the United States and is intended for users in the United States. If you access the Platform from outside the United States, your information will be transferred to, stored in, and processed in the United States, where data protection laws may differ from those of your country.

SECTION 13. CHANGES TO THIS PRIVACY POLICY

13.1 Updates. We may update this Privacy Policy from time to time. When we do, we will post the updated version on the Platform and revise the Effective Date. If we make material changes, we will notify you by email, through the Platform, or by other reasonable means before the changes take effect.

SECTION 14. CONTACT US

14.1 Contact Information. If you have questions about this Privacy Policy or wish to exercise your rights, please contact us at info@ecoplanthub.com or by mail to Eco Plant Hub, LLC, 100 E New York Ave, Suite #103-81, DeLand, FL 32724.