Legal

Privacy

GroundHaven uses first-party visitor and session identifiers to understand how the public site is used. We measure page views, recently active time, device class, platform and browser family, and approximate city and state. This information supports service planning and product improvement; it is not sold or used for third-party advertising.

Journal research assistance

GroundHaven may send owner-authored editorial instructions, existing public Journal material, public service information, and public external sources to OpenAI to assist with owner-controlled research, drafting, and factual review. Customer, order, vendor, payment, authentication, security, and private operational data are prohibited from this workflow. GroundHaven stores structured editorial outputs, source metadata, claim reviews, model identifiers, prompt versions, and usage records; it does not intentionally store provider reasoning or copied source pages. Standard API abuse-monitoring logs may retain submitted content for up to 30 days unless different provider retention controls are approved.

Property searches and service coverage

When you confirm a property search, GroundHaven records the city, state, ZIP code, an irreversible property fingerprint, and the serviceability result. The normalized address is encrypted and retained for 12 months, then its ciphertext is automatically removed. Locality, fingerprint, timestamp, and aggregate serviceability data are retained to measure demand and plan reliable field coverage. Google location coordinates are never stored or used for vendor matching.

Service requests and dispatch locations

When service-request intake is enabled and you submit a request, GroundHaven stores the confirmed property address, Place ID when supplied, contact information, selected service and property details, preferred timing, the pricing and policy version you reviewed, and operational status history. This information is used to review, assign, perform, invoice, and support the requested service. A submitted request is retained as an operational business record under GroundHaven’s approved retention policy; it is not governed by the shorter property-search ciphertext purge while the request remains active or legally relevant.

For owner-only operational mapping, GroundHaven sends the customer-confirmed service address—not Google preview coordinates—to Geocodio, a third-party geocoding processor, to derive a dispatch location. GroundHaven stores the derived latitude and longitude with provider, precision, and resolution provenance and protects it as operational property data. Geocodio’s Self-Serve service may retain detailed request data, including the submitted service address, for up to 46 days under its data-retention policy. Google-derived coordinates remain session-only and are never stored with service orders or used on the operational map.

Approximate visitor location

When enabled, GroundHaven derives approximate country, state, and city locally from a licensed DB-IP City Lite database. The application processes the request IP address transiently for that lookup, does not transmit it to a geolocation provider, and does not store the raw IP address in GroundHaven’s application database or analytics. Approximate locality may be unavailable or imprecise. Hosting providers such as cPanel or LiteSpeed may maintain separate security and access logs under their own operational retention practices.

Google address search and property preview

When Google-powered address features are enabled and you interact with address search or a property preview, the text you enter and the selected location are processed by Google Maps Platform to return suggestions and imagery. Google’s handling of that information is governed by the Google Privacy Policy. You may choose manual address entry instead. An address selection does not itself establish coverage, property size, or price.

Rent estimates and property records

When you request a rent estimate, GroundHaven sends the selected property address to ATTOM to retrieve available public property, owner, assessment, tax, sale, and rental-valuation records. GroundHaven sends the selected address and the property characteristics you confirm to RentEst to calculate a rental estimate and nearby rental evidence. Results are displayed for informational use and are not stored as a customer or property profile by this public tool.

Ask Jane

Jane is GroundHaven's AI assistant. When you use Jane, GroundHaven sends a bounded portion of your conversation and the GroundHaven source evidence needed for the current answer to OpenAI with provider-side response storage disabled. GroundHaven encrypts Jane conversations, selected addresses, and structured tool results at rest and removes those payloads after 90 days. Anonymized usage, cost, tool, failure, and conversion totals may be retained for 24 months. Authorized GroundHaven administrators may review retained conversations for support, safety, and service improvement, and may delete them sooner.

Property workflows begin only after you select an address through Google. GroundHaven may then use ATTOM, RentEst, and—for Wisconsin addresses—the Wisconsin Statewide Parcel Map Initiative to retrieve available property evidence. Jane shows a public-safe subset of Wisconsin parcel facts and does not expose owner names or tax-mailing information. Jane cannot submit an inquiry; contact information remains in the confirmation form and is sent only when you click the final submit button.

Portfolio inquiries

When the portfolio-inquiry form is available and you submit it, GroundHaven stores your name, company, email address, any optional mobile number, approximate portfolio size, selected area of interest, and your description of the operating problem, together with the page you submitted from and any campaign parameters in your visit. GroundHaven uses this information to evaluate fit and respond to your inquiry. Providing a mobile number alone does not grant text-message consent. If you separately check the SMS consent box, GroundHaven records the consent timestamp and the version and fingerprint of the disclosure you accepted. Form details remain in GroundHaven's protected database; the internal machine notification carries only the company, selected interest, and an internal reference number, delivered through GroundHaven's email provider. When Karl explicitly requests drafting help, GroundHaven may send OpenAI only the prospect's first name, company, approximate portfolio size, selected interest, and submitted challenge. Karl reviews and may edit every draft; AI never contacts a prospect automatically. Email addresses, mobile numbers, internal notes, booking capabilities, agreements, and payment information are excluded from this drafting workflow. Standard OpenAI API abuse-monitoring logs may retain submitted content for up to 30 days unless different provider controls apply. Emails you send directly to futureclients@getgroundhaven.com are processed through GroundHaven's email provider. If GroundHaven gives you an inquiry-specific pre-qualification scheduling link, your phone number is encrypted inside GroundHaven and used only for the requested call. Fastmail processes the appointment time, attendee email, invitation, updates, and cancellation, but does not receive your phone number. Scheduling a call does not create a client relationship. Closed inquiries that do not become engagements are anonymized 24 months after closure, including deletion of inquiry and encrypted booking phone data and associated inquiry consent evidence. If an inquiry becomes an engagement, its signed scope, agreement, signer, pricing, and legal evidence are retained separately for seven years and are not removed by inquiry anonymization.

Secure agreement preparation

When you explicitly continue through a GroundHaven secure scope invitation, GroundHaven temporarily stores the legal entity, authorized signer, billing address, and market and unit information you enter so you can resume. Unsubmitted drafts are deleted after seven days and immediately when the inquiry is closed. Submitted information becomes part of the inquiry or engagement record. When agreement services are commissioned, SignWell processes signing information and GroundHaven retains the agreement and audit evidence needed to verify execution.

General contact form

Messages submitted through the Contact page are emailed to futureclients@getgroundhaven.com through GroundHaven’s email provider, Fastmail. The email contains your name, email address, subject, and message, and uses your address for replies. These messages are handled as email correspondence and do not create consulting inquiry records or enroll you in marketing. The website keeps only an opaque send receipt and a keyed fingerprint for duplicate-send protection; it does not save the message or contact details in that receipt. Receipts become eligible for removal after 48 hours and are cleaned up when the form is next used. Security controls use keyed request identifiers to limit abuse. Email correspondence remains in GroundHaven’s mailbox until removed through its email practices.

Contact and messaging

Email and mobile phone details supplied with a service request or portfolio inquiry are used for operational communication. A phone number never implies text-message consent. If you affirmatively choose SMS updates, GroundHaven records that consent separately with the disclosure version and timestamp. Consent is optional, is not required to buy service, and may be revoked at any time by replying STOP or using another reasonable method. Reply START to resubscribe and HELP for assistance. Telnyx processes mobile numbers and message content solely to transmit, route, and support GroundHaven messages. Mobile information and SMS opt-in data will not be sold, rented, or shared with third parties or affiliates for their marketing or promotional purposes.

Self-service RPA purchases

GroundHaven offers guest purchasing without email verification. We store your contact details, submitted units, optional rents, acquisition information, and purchase acceptance in our protected database. A secure browser cookie grants access to your guest submissions; entering the same email in another session does not reveal previous purchases or portfolios. Portfolio and contact payloads are encrypted. CSV content is parsed privately, not published or included in application logs. Do not submit tenant names, leases, or tenant contact details. Google supports optional manual address suggestions; Geocodio reconciles the confirmed addresses and supplies durable normalized locations. Authorized GroundHaven administrators can review your portfolio and fulfillment status.

Unpaid drafts expire after seven days of inactivity. Frozen payment attempts remain protected until their payment outcome is reconciled. Confirmed purchase scope, acceptance, and payment evidence are retained as engagement and financial records under the existing seven-year retention policy. Browser access expires after seven days; contact GroundHaven with your order reference if you need assistance afterward or from another browser. Supplying a phone number does not authorize SMS. GroundHaven’s email provider processes confirmation emails after successful payment; we do not send a sign-up verification email.

Payments and service providers

GroundHaven does not collect payment through field-service request intake. Other portfolio-engagement payment terms remain governed by a separately executed agreement. Self-service RPA orders instead require explicit acceptance of their displayed purchase scope and terms before Stripe-hosted Checkout. Payment and billing details are processed by Stripe; GroundHaven retains amounts, payment status, reconciliation history, and acceptance evidence. GroundHaven does not store complete bank-account or card credentials.