Privacy Policy
Effective: March 8, 2026
1. Who We Are
Twin Oaks Tree Service ("Company," "we," "us," or "our") is a family-owned tree care business located at 188 Fire Willow Trail, Sunset, LA 70584. This Privacy Policy describes how we collect, use, disclose, retain, and protect Personal Information ("PII") when you visit twinoakstrees.com (the "Site"), submit forms, communicate with us, or otherwise interact with our services.
This policy applies to all visitors, users, and others who access the Site, regardless of geographic location. Where applicable, it addresses obligations under the California Consumer Privacy Act / California Privacy Rights Act (CCPA/CPRA), the EU/UK General Data Protection Regulation (GDPR), and other relevant data-protection frameworks.
2. Information We Collect
A. Information You Provide Directly
| Data Element | When Collected | Purpose |
|---|---|---|
| Full name | Contact / estimate forms | Identify requester; respond to inquiry |
| Email address | Contact / estimate forms, newsletter | Service communications; marketing (with consent) |
| Phone number | Contact / estimate forms | Scheduling; follow-up calls |
| Service address / property details | Estimate requests | On-site assessments; service delivery |
| Free-form message text | Contact form; chat widget | Understanding project scope |
B. Information Collected Automatically (Technical Data)
When you visit the Site, our servers and third-party service providers may automatically collect:
- IP address (may be truncated/anonymized for analytics).
- HTTP headers: User-Agent string, Accept-Language, Referer.
- Device & browser data: Screen resolution, operating system, browser type/version.
- Usage data: Pages visited, timestamps, click paths, session duration.
- Cookies & similar technologies: See our Cookie Policy for full details.
C. Information From Third Parties
We may receive information from social media platforms (e.g., Facebook) when you interact with our pages, or from advertising partners if we run paid campaigns. We do not purchase consumer data lists.
3. Legal Bases for Processing (GDPR)
If the GDPR applies to your data, we rely on the following legal bases:
- Contract performance: Processing necessary to respond to your inquiry or deliver services you requested.
- Legitimate interests: Website security, fraud prevention, analytics (balanced against your rights).
- Consent: Marketing communications, analytics cookies, advertising cookies — you may withdraw consent at any time.
- Legal obligation: Compliance with tax, safety, or regulatory requirements.
4. How We Use Your Information
- Respond to inquiries and provide estimates.
- Schedule and deliver tree care services.
- Send service-related communications (appointment confirmations, follow-ups).
- Send marketing materials (only with your consent; you may opt out anytime).
- Analyze website traffic and improve our services (using anonymized/aggregated data where possible).
- Detect, prevent, and address fraud, abuse, or security incidents.
- Comply with legal obligations and protect our rights.
5. How We Share Your Information
We do not sell your personal information. We may disclose data to the following categories of recipients:
- Service providers / processors: Hosting (cloud infrastructure), transactional email (Resend), analytics, and payment processing partners — each bound by Data Processing Agreements (DPAs) that restrict use to our instructions.
- Professional advisors: Attorneys, accountants, and insurers as needed.
- Legal requirements: When required by law, court order, subpoena, or to protect the rights, property, or safety of Twin Oaks Tree Service or others.
- Business transfers: In connection with a merger, acquisition, or sale of assets (you would be notified in advance).
6. Cookies & Tracking Technologies
We use cookies to operate our website and, with your consent, for analytics and marketing. Non-essential cookies are activated only after you provide consent via our cookie banner. For full details, including cookie categories and management instructions, see our Cookie Policy.
7. Data Retention
| Data Category | Retention Period |
|---|---|
| Contact form submissions | Up to 3 years after last interaction, or duration of active service relationship |
| Service / contract records | 7 years (tax/legal compliance) |
| Analytics data | Aggregated/anonymized data kept indefinitely; identifiable data per provider policy |
| Marketing consent records | Duration of consent + 3 years for compliance documentation |
| Chat widget conversations | 90 days, unless escalated to a service request |
After the applicable retention period, data is securely deleted or irreversibly anonymized.
8. Your Privacy Rights
Depending on your jurisdiction, you may have the following rights regarding your Personal Information:
All Users
- Access: Request a copy of the PII we hold about you.
- Correction: Ask us to rectify inaccurate or incomplete data.
- Deletion: Request erasure of your PII (subject to legal exceptions).
- Opt-out of marketing: Unsubscribe from promotional emails at any time.
California Residents (CCPA/CPRA)
- Right to Know: Categories and specific pieces of PII collected, sources, purposes, and third parties with whom data is shared.
- Right to Delete: Request deletion of your PII.
- Right to Opt-Out of Sale/Sharing: We do not sell PII. See our Do Not Sell My Info page.
- Right to Limit Use of Sensitive PII: We do not collect sensitive PII as defined by CPRA.
- Non-discrimination: We will not discriminate against you for exercising your rights.
EEA / UK Residents (GDPR)
- Right to Restrict Processing: Limit how we use your data in certain circumstances.
- Right to Data Portability: Receive your data in a structured, machine-readable format.
- Right to Object: Object to processing based on legitimate interests.
- Right to Withdraw Consent: Where processing is based on consent, withdraw at any time without affecting prior processing.
- Right to Lodge a Complaint: File a complaint with your local Data Protection Authority.
To exercise any right, email us at dsoulter@gmail.com with the subject line "Privacy Rights Request" or call (337) 212-1987. We will verify your identity and respond within 30 days (45 days if an extension is needed, with written notice). California residents may also submit requests via our Do Not Sell My Info page.
9. Do Not Sell or Share My Personal Information
Twin Oaks Tree Service does not sell or share personal information for cross-context behavioral advertising as defined by CCPA/CPRA or other applicable US state privacy laws. If this practice changes, we will update this policy and provide a clear opt-out mechanism. For more details, visit our Do Not Sell My Info page.
10. Data Processing Agreements
We maintain Data Processing Agreements (DPAs) with all third-party processors that handle PII on our behalf. These agreements contractually require processors to:
- Process data only on our documented instructions.
- Implement appropriate technical and organizational security measures.
- Notify us without undue delay of any data breach.
- Delete or return all PII upon termination of the service agreement.
- Submit to audits and inspections as reasonably requested.
11. International Data Transfers
Our Site is hosted in the United States. If you access the Site from outside the US, your data will be transferred to, stored, and processed in the US. Where required by law, we use appropriate safeguards (e.g., Standard Contractual Clauses) to protect your data during international transfers.
12. Data Security
We implement commercially reasonable administrative, technical, and physical safeguards to protect your data, including:
- Encryption in transit: All data transmitted between your browser and our servers is encrypted via TLS/HTTPS.
- Encryption at rest: PII stored in our backend systems is encrypted at rest.
- Access controls: PII access is limited to authorized personnel on a need-to-know basis.
- Vendor security: Third-party processors are evaluated for security posture before engagement.
No method of transmission or storage is 100% secure. We cannot guarantee absolute security but will notify affected individuals and authorities as required by law in the event of a breach.
13. Children's Privacy
Our Site is not directed to children under 13 (or under 16 in the EEA/UK). We do not knowingly collect PII from children. If you believe a child has provided us personal data, contact us at dsoulter@gmail.com and we will promptly delete it.
14. Third-Party Links
Our Site may contain links to third-party websites (e.g., Facebook, Google Maps). We are not responsible for their privacy practices and encourage you to review their policies before providing any personal information.
15. Changes to This Policy
We may update this Privacy Policy periodically. Material changes will be posted on this page with an updated effective date. Where required by law, we will provide additional notice (e.g., via email). Continued use of the Site after changes constitutes acceptance of the revised policy.
16. Contact Us
If you have questions about this Privacy Policy, wish to exercise your rights, or need to file a Data Subject Access Request (DSAR):
- Email: dsoulter@gmail.com
- Phone: (337) 212-1987
- Mail: 188 Fire Willow Trail, Sunset, LA 70584