Privacy policy

Effective August 29, 2026

This policy covers the Mountain Landscapers estimating portal at quotes.mtnlandscapers.com. It is a private tool, not a public website. Two kinds of people reach it: our own staff, who log in to build and manage estimates, and customers, who open a private link to view an estimate we prepared for them.

The portal is also the tool our crews use to run a job once it is sold — clocking hours, photographing receipts, and recording progress — and it connects to our own QuickBooks company to book those costs.

The short version: we hold what we need to price your job, build it, and account for it; we do not sell anything; and we never share a mobile number with anyone for marketing.

If you are a customer viewing an estimate

Your estimate link is private and unlisted. Opening it does not create an account and does not require a password. The page shows the work we quoted, the scope, and the price.

The estimate itself contains the details we need to price the job — typically your name, the property address, a phone number or email, and a description of the work. That information came from the record we already keep about you as a customer.

If you accept an estimate, we record the name you type, the date and time, and the IP address the acceptance came from. That is how we evidence that the estimate was approved.

We record when you open your estimate and when you open the payment page. We keep the date and time of the first and most recent time each was opened, and a count of how many separate visits there have been. Repeated loads within half an hour count as one visit. We do this so we know whether an estimate reached you before we chase it, and so we are not calling you about something you have not had a chance to read. We do not record what you clicked, how far you scrolled, how long you stayed, or anything about your device beyond the ordinary server logs described below. This is visible only to Mountain Landscapers staff. If you would rather we did not keep it, tell us and we will remove it for you.

If your job is under way, the estimate page also shows progress photographs of the work — normally the job itself rather than people. They are visible only through your own private link. Tell us if you would rather we did not post them and we will stop.

If you are Mountain Landscapers staff

Your account holds your name, email address, phone number, a one-way hash of your password (never the password itself), your role, and a one-way hash of your four-digit PIN. We store the estimates you create and a history of changes to them.

If you are on a Mountain Landscapers crew

Crew members do not have portal accounts. We keep a record for each person — first name, last name, job title, and whether they are currently active — so a crew lead can clock them on and off a job.

The time clock records who was clocked to which job, when they started and stopped, and which crew lead did the clocking. At the end of a day the crew lead answers two questions about the day, which management can read.

No pay rates or wage information are stored in this portal, ever. Gusto holds compensation. When it is time to run payroll, the portal produces a file of names and hours that a manager downloads and uploads to Gusto by hand; the portal does not send anything to Gusto by itself.

Receipts and job costs

When someone buys materials for a job they photograph the receipt in the portal. We keep the image, what was on it, and how the money was split across jobs. Receipts are tax records and we keep them for as long as the law requires us to be able to substantiate a deduction.

A receipt photograph is sent to Anthropic's API to be read, so the portal can fill in the vendor, date and amounts instead of someone typing them. A till receipt can carry the last four digits of a card and sometimes a cardholder name, so that is part of what is read. Anthropic does not use this to train its models, and full card numbers are not printed on receipts and are not collected here. If you would rather a receipt were not photographed, the amounts can be typed in by hand instead.

QuickBooks

The portal connects to Mountain Landscapers' own QuickBooks Online company. This is our accounting data, not a customer's.

With that connection the portal reads our chart of accounts, our customer and project list, and our vendor list, so a cost can be matched to the right account and the right job. It writes expense entries — the vendor, date, amount, expense account and the job it belongs to — built from the receipts described above. It does not read or write invoices, payroll, or banking data, and it asks for no permission beyond accounting.

The connection is authorised once by an administrator of our QuickBooks company. The access tokens it produces are held in encrypted private storage, are never sent to a browser, and are not stored in our source code. The connection can be revoked at any time from QuickBooks under Apps, or from inside the portal. QuickBooks data is used only to keep our own books and is never sold or shared for anyone's marketing.

Text messages

We text staff phone numbers for login codes, password resets, and account invitations. These are security messages, not marketing.

Message frequency varies; message and data rates may apply. Reply STOP to opt out, HELP for help. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Opt-in data and consent are not shared with any third party.

Collected automatically

Our host records standard server logs — IP address, browser, pages requested, timestamps — which we use to keep the service running and to investigate abuse. The portal sets one cookie, portal_session, which keeps you signed in. It is strictly functional.

There are no advertising or analytics trackers of any kind in this portal — no third-party pixels, no ad networks, no profiling, and nothing that follows you to any other website. The one thing we do record about your own visit is described above: the date and time you opened your own estimate or payment page. That stays with us, is tied to your job rather than to you as a person across the internet, and is never sold or shared for marketing.

The portal loads no third-party assets at all. Our typefaces are served from this domain, so no outside company sees your IP address simply because you opened a page here.

Who else handles this information

We use a small number of service providers, and only to operate the portal:

• Vercel — hosting and encrypted storage for accounts and estimates.
• LeadConnector / GoHighLevel (which we call Coraline) — our customer records, and delivery of the login codes and notification texts and emails described above.
• Anthropic — the estimating assistant and the receipt reader. Job details and receipt photographs are sent to Anthropic's API. Anthropic does not use this to train its models.
• Intuit — QuickBooks Online, where our job costs are recorded, as described above.
• Salt Services LLC — the agency that built and maintains this portal for us. Their staff hold administrative access in order to support it, which means they can reach the data described in this policy. They act on our instructions and do not use it for anything else.

We do not sell personal information, and we do not share it with anyone for their own marketing. We will disclose information if the law requires it.

How long we keep it

Estimates are business records and we keep them for as long as we may need them for accounting, warranty, or dispute purposes. A signed estimate and any receipt attached to a job cannot be deleted from the portal at all — they are the evidence of what was agreed and what a job cost. Time-clock records are kept as payroll records. Staff accounts are removed when someone leaves; a crew member's record is marked inactive rather than erased, because their past hours belong to payroll history. Server logs age out on our host's ordinary schedule.

Security

Access requires a password plus a code sent by text or email. Passwords and PINs are stored only as one-way hashes. Cost and margin figures are removed on the server before they are sent to anyone whose role should not see them, rather than merely hidden on screen. Storage is private and encrypted. No system is perfectly secure and we do not claim otherwise.

Children

This portal is a business tool and is not directed to children under 13, and we do not knowingly collect their information.

Your rights

You may ask for a copy of what we hold about you, ask us to correct it, or ask us to delete it. Contact us at mtnlandscapers@mtnlandscapers.com or (865) 280-4642. We honor these requests regardless of which state you live in.

Changes and contact

If we change this policy we will update it here with a new effective date. Questions: mtnlandscapers@mtnlandscapers.com or (865) 280-4642, Mountain Landscapers, LLC, 3225 Douglas Dam Rd, Kodak, TN 37764.