Last Updated: August 5, 2025

1. Introduction

Terra OS, LLC ("we," "our," or "us") operates a lawn care management software platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using our Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Account Information

• User Account Data: Name, email address, phone number, company information
• Authentication Data: Login credentials, session tokens (via AWS Cognito)
• Role Information: User roles (Owner, Admin, Sales, Technician)

2.2 Business Data You Provide

• Customer Information: Names, addresses, phone numbers, email addresses
• Property Details: Addresses, square footage, grass types, service areas
• Service Records: Treatment history, products applied, visit notes, photos
• Financial Data: Billing information, payment records, quotes, invoices

2.3 Technical Information

• Usage Data: Feature usage, visit completion data, system interactions
• Device Information: IP address, browser type, device identifiers
• Log Data: System logs, audit trails, error reports
• Location Data: GPS coordinates for property visits and technician routing

2.4 Communication Data

• Email Communications: Service notifications, billing alerts, system messages
• Support Communications: Help requests, feedback, customer service interactions

3. How We Use Your Information

3.1 Service Provision

• Creating and managing user accounts
• Facilitating lawn care service management
• Processing payments and billing
• Generating quotes and invoices
• Scheduling and routing technicians
• Tracking service history and treatments

3.2 Communication

• Sending service notifications and updates
• Processing customer support requests
• Providing billing and payment notifications
• System maintenance and security alerts

3.3 Business Operations

• Maintaining audit trails for compliance
• Improving service quality and features
• Ensuring system security and preventing fraud
• Analyzing usage patterns to enhance the platform

4. Information Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties except as described below:

4.1 Service Providers

• AWS: Cloud hosting and infrastructure services
• Stripe: Payment processing and billing management
• SendGrid: Email delivery services
• PostHog: Product analytics and usage monitoring

4.2 Legal Requirements

We may disclose your information when required by law, regulation, legal process, or governmental request.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Data Security

We implement appropriate technical and organizational security measures to protect your information:

• Encryption: Data transmitted using industry-standard encryption protocols
• Access Controls: Role-based access restrictions and authentication requirements
• Infrastructure Security: AWS cloud infrastructure with enterprise-grade security
• Regular Monitoring: Continuous monitoring for security threats and vulnerabilities

6. Data Retention

• Account Data: Retained for the duration of your account and not deleted after termination
• Business Records: Service history, treatments, and customer data retained indefinitely
• Audit Logs: System logs and audit trails retained permanently
• Payment Records: Financial data retained indefinitely for business and legal purposes

7. Your Rights and Choices

7.1 Access and Updates

You can access and update your account information through your user dashboard at any time.

7.2 Data Portability

You may request a copy of your data in a machine-readable format by contacting us.

7.3 Communication Preferences

You can manage email notification preferences through your account settings.

8. Geographic Restrictions

Our Service is intended for users in the United States only. We do not knowingly collect information from individuals outside the US and block access from high-risk countries.

9. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.

10. Third-Party Links

Our Service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites.

11. Analytics and Tracking

11.1 PostHog Analytics

We use PostHog to analyze product usage and improve our Service. This includes:

• Feature usage tracking
• User interaction patterns
• Performance monitoring
• Error tracking

11.2 Cookies

We use essential cookies for:

• Authentication and session management
• Security and fraud prevention
• Service functionality

We do not use cookies for advertising or marketing tracking.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Updating the "Last Updated" date at the top of this policy

Continued use of the Service after changes constitutes acceptance of the updated policy.

13. Contact Information

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

Terra OS, LLC

Email: info@terraos.com

For privacy-specific inquiries, please use the subject line "Privacy Policy Inquiry."

14. Compliance

This Privacy Policy is designed to comply with applicable US privacy laws, including:

• California Consumer Privacy Act (CCPA)
• State data breach notification laws
• Federal Trade Commission (FTC) guidelines

This Privacy Policy is effective as of the date listed above and applies to all users of the Terra OS platform.