Privacy Policy

Elm City Property Services respects the privacy of clients, prospective clients, and website visitors. This policy explains how we collect, use, disclose, and protect personal information submitted through elmcitypropertyservices.com or otherwise provided to us for inquiries, booking requests, estimates, and property services.

Privacy Officer and accountability

Elm City Property Services has designated a Privacy Officer who is accountable for overseeing the company's privacy practices. Questions, requests, or concerns about personal information may be directed to the Privacy Officer at info@elmcitypropertyservices.com.

Information we collect

We may collect your name, email address, phone number, property address, property type, service details, preferred timing, appointment selections, booking status, optional property photos, and recurring-care preferences, snow-service selections, request references, status changes, internal scheduling notes, and the information you include in a message or service request. Our hosting, email, and customer-management providers may also process technical information such as IP address, device information, and server logs for security, delivery, and system operation.

How we use information

• Respond to inquiries and service requests.
• Record and manage inquiries in our customer relationship management system.
• Prepare, schedule, and administer requested services.
• Communicate about estimates, projects, or business relationships.
• Maintain website security, prevent abuse, and troubleshoot technical issues.
• Meet legal, accounting, or regulatory obligations where applicable.

Supabase and BuildCurrent

Our booking system uses Supabase to store request records, selected appointment windows, scheduling changes, and optional property photos, and to process booking actions. Supabase also authenticates the staff accounts used to access the booking dashboard. Access to that dashboard is restricted to authorized Elm City owners and administrators.

We use BuildCurrent as our business-management system. Contact information, property addresses, service descriptions, and requested timing may also be recorded there as leads so our staff can review requests, prepare estimates, and follow up. BuildCurrent uses Supabase-hosted infrastructure. You do not need a Supabase or BuildCurrent account to submit a request.

Online invoice payments

We use Stripe for online payments on invoices issued through BuildCurrent. When you follow the secure invoice payment link, Stripe processes payment and billing details and supplies transaction status needed for receipts, accounting and reconciliation. Payment card information is entered through Stripe rather than an Elm City website form. See Stripe's Privacy Policy.

Other service providers

Vercel hosts the website and processes website requests. Resend delivers inquiry and booking emails containing relevant contact, service, and scheduling details. Our business email is managed through Microsoft 365. GoDaddy provides domain registration and DNS services. These providers process information needed for their respective services. Elm City remains responsible for the personal information entrusted to us; using these providers does not transfer that responsibility to you.

Provider operations, support, email delivery, or subprocessors may involve processing information outside Canada. Information processed in another country may be subject to that country's laws, including lawful access by courts or government authorities. Contact our Privacy Officer for questions about our providers and processing arrangements. Supabase describes its handling of customer data in its Data Processing Addendum.

Booking records, photos, and private links

Every request is reviewed by Elm City before confirmation. Selecting an appointment window holds the requested time while we review it. We record changes to a request so staff can manage its status and scheduling.

Uploaded photos are stored privately in Supabase and shown to authorized staff through temporary access links. Upload only photos relevant to the property and work, and avoid including people, identity documents, financial information, or other sensitive material. We do not publish your submitted photos or use them for advertising without separate permission.

Your private request link allows anyone who has it to view limited request information and cancel an eligible request. Keep it confidential and contact us if it has been shared unintentionally. Cancelling a request does not automatically delete its record or any business records created for follow-up.

Booking communications

We send service-related emails about receipt of a request, approval, scheduling, status updates, or cancellation. Submitting a request does not subscribe you to marketing. If an email or online status is unclear, contact Elm City with your request reference.

Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, to maintain appropriate business records, or to meet legal obligations. Information that is no longer required will be deleted, anonymized, or securely disposed of where practical.

Cookies and analytics

The website does not intentionally use advertising cookies or behavioural advertising. An essential session cookie keeps authorized staff signed in to the booking dashboard. Technical logs and abuse-prevention identifiers may be processed to operate the site, limit repeated submissions, and investigate problems. If analytics or additional tracking technologies are introduced, this policy will be updated as appropriate.

Anonymous website statistics and performance

We use Vercel Web Analytics and Speed Insights on public pages to understand aggregate visitor activity, popular content, referral sources, and page performance. These services do not use third-party tracking cookies or record names, email addresses, or form entries as analytics events. We do not load these trackers on customer portal or staff administration pages. See Vercel's analytics privacy information.

Cloudflare Turnstile

To protect our contact and booking forms from automated submissions, we use Cloudflare Turnstile. When a protected form is loaded or submitted, Cloudflare may process technical information about your browser, device, network address and interactions to assess whether the request is legitimate. This information is handled under the Cloudflare Privacy Policy. If the check prevents you from sending a request, you may contact us directly by email.

Your choices and questions

You may contact us to ask about the personal information we hold about you, request a correction or deletion, withdraw consent where applicable, or raise a privacy concern. We may take reasonable steps to verify your identity before releasing or changing information. Withdrawing information needed to administer a request may limit our ability to provide the requested service. Certain information may need to be retained when required by law or for legitimate business recordkeeping.

Contact

Privacy matters should be directed to the Privacy Officer at info@elmcitypropertyservices.com. Elm City Property Services is based in Fredericton, New Brunswick, Canada.

We handle personal information in accordance with applicable Canadian privacy requirements, including PIPEDA where it applies to our activities.