Privacy notice

Who we are

Landscaping OS is provided by Apex Advantage Ltd, a company registered in England and Wales (company number 16979374), registered office 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. Registered with the Information Commissioner's Office as a data controller (registration number ZC089692). Contact: joshua.crane@apexadvantage.co.uk.

Your role and ours

For your customers' details, you (the landscaping business) are the data controller: you decide what they're used for. We are your data processor and only use them to run the app for you, under our terms and data processing agreement.

For your own account details (your name, email, mobile and business details), we are the data controller.

What we store

• Your account: name, email, mobile, business name, team members and settings.
• Each enquiry: customer name, phone number, email (if given), postcode, job details, where the enquiry came from, your notes, status updates and job values.
• Calls and texts: the time and length of calls to your tracked numbers, and the text of messages sent or received through them. Calls are not recorded.
• Calendar: if you connect Google Calendar, read-only access to the events in your calendars (see “Google user data” below). We never change your calendar.
• Bookings: quote visits and jobs you book (date, time, who's going, notes). If you add your private calendar link to Apple or Google Calendar, those bookings, with the customer's name, job, postcode and phone, are copied into that calendar, which Apple or Google then hold under your own account. Reset the link in Settings to stop it.

Google user data

If you choose to connect Google Calendar (Settings, Connected accounts), we ask Google for read-only access to your calendars (the “calendar.readonly” permission).

• What we read: the list of calendars you have switched on in Google, and the title, time and location of today's events in them.
• What we use it for: only to show today's jobs on your Today screen in Landscaping OS. Nothing else.
• What we keep: we don't store your events. They're read from Google each time you open Today. We keep only the access tokens Google gives us, encrypted, so the connection keeps working.
• Who sees it: only you and your team in your Landscaping OS account. We don't share, sell or transfer Google data to anyone, use it for advertising, or use it to train AI models. Our staff don't read it unless you ask us to for support, or the law requires it.
• Removing access: disconnect in Settings at any time and we delete the tokens straight away. You can also remove access in your Google Account (Security, Third-party apps).

Landscaping OS's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Why we can use it (lawful basis)

• Your account details: to perform our contract with you.
• Your customers' enquiries: processed on your instructions. Your lawful basis is usually legitimate interests: replying to people who contact you about work, and seeing which marketing brings in jobs.
• Missed-call texts: a single reply to someone who has just called you, about their enquiry. We don't send marketing messages.

Who we share it with

Only the providers we need to run the app, each under a data processing agreement:

• Supabase: database and sign-in. Stored in the UK (London).
• Twilio: tracked phone numbers, call forwarding and texts.
• Vercel: hosting the app.
• Resend: sending your Monday report and reminder emails.
• Google: only if you connect your calendar.

We never sell data or use it for advertising.

International transfers

Your data is stored in the UK. Some providers above may process it outside the UK, for example in the United States. Where they do, it's protected by the UK–US Data Bridge or by UK-approved contract clauses.

How long we keep it

Enquiries older than 24 months are deleted automatically. You can download your data or delete your business, and everything in it, at any time from More. If you stop using Landscaping OS, we delete your data within 30 days of your account closing.

Keeping it safe

Each business can only ever see its own data. Access needs a sign-in, data is encrypted in transit and at rest, and access to your account by our support team is logged.

Your rights

You and your customers can ask to see, correct or delete personal details, or object to how they're used. Your customers should contact you first; we'll help you respond. Contact us at joshua.crane@apexadvantage.co.uk.

You can also complain to the Information Commissioner's Office (ico.org.uk).

Cookies and storage

We don't use advertising or analytics cookies, and we don't track you across other websites. The app only uses what it needs to work:

• Sign-in cookies (from Supabase): keep you signed in. Essential.
• Theme cookie: remembers if you chose light, dark or system appearance. Set only when you choose.
• Google connect check: a short-lived cookie (10 minutes) that protects the Google Calendar connection step. Set only when you connect.
• On your phone or computer: the app stores your notification choices and a copy of recent screens so it works offline.

Website form: if a landscaping business adds our enquiry form to their website, it remembers which advert or page a visitor came from for that browser visit only (session storage, cleared when the browser tab closes), so the enquiry is tagged with the right source. That business is responsible for telling its visitors about this.

Complaints

If you're unhappy with how we've handled personal data, please tell us first at joshua.crane@apexadvantage.co.uk. We'll acknowledge your complaint within 30 days and tell you what we're doing about it. If you're still not satisfied, you can complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113).

Changes

If we change this notice in a way that matters, we'll tell you in the app or by email first.