Privacy Policy

The RLM Customer App (the “App”) is Raindrop’s private staff website at rlm.lewislab.net, run by Raindrop Landscape Management LLC (“Raindrop”, “we”, “us”). Raindrop staff use it for customer records, estimates, the staff timeclock and the parts inventory. Customers never sign in to it. This policy explains what information the App handles, where it comes from, what we do with it and who else sees it.

Information the App handles

About Raindrop’s customers:

• contact and account details: names, company names, billing and service addresses, phone numbers, email addresses, notes, and notes for the technicians about the property and how to handle the visit;
• invoices and estimates from Raindrop’s QuickBooks Online company: numbers, customer, dates, amounts, balances and status, and, for irrigation service, the system details written on invoice lines and whether an invoice asks for a return trip; and QuickBooks’ own PDF of an invoice when staff look at it or print it for mailing, which the App shows or prints and does not keep;
• service history and appointments, from Raindrop’s own Google calendars;
• whether an email to them bounced, and whether they opened, clicked, unsubscribed from or reported Raindrop’s marketing emails;
• the history of calls and texts with Raindrop’s business phone lines, looked up when staff open a customer.

About people who ask for an estimate: name, company, phone number, email address, address and notes about the site.

About other contacts in Raindrop’s Google Contacts, such as vendors: what Google holds for them, kept so a contact removed by mistake can be put back.

About Raindrop staff: name, work email address, role, work phone number, the changes they make in the App, and for timeclock users a PIN and their clock-in and clock-out times.

The App does not collect payment card or bank account information. In QuickBooks it reads invoice totals and balances, but not payment records, bank accounts or payroll.

Where the information comes from

From Raindrop’s QuickBooks Online company (customer records, invoices, estimates and products), from Raindrop’s Google Workspace (contacts, calendars and the office mailbox), from Raindrop’s email and phone service providers named below, and from what Raindrop staff enter.

How we use it

Only to run Raindrop’s business: keeping customer records accurate and the same in QuickBooks, Google Contacts and Raindrop’s email list; scheduling service and sending service reminders; preparing and sending estimates; making sure every service visit is invoiced, on the right date; printing the invoices Raindrop mails; seasonal postcards and emails; showing service addresses on an internal map for planning routes; and the staff timeclock and parts inventory.

We do not sell or rent this information, and we do not use it for advertising by anyone else.

Who else sees it

Only the service providers Raindrop uses to run its business, and only what each needs:

• Intuit QuickBooks Online (accounting): customer records are created and kept up to date there; invoices (and, for printing, QuickBooks’ PDF of an invoice), estimates and products are read.
• Google Workspace (Raindrop’s email, calendars and contacts): customer contacts are kept in sync with Raindrop’s Google Contacts; estimates and service reminders are sent from Raindrop’s office email account, and bounced emails are read there; staff can sign in to the App with their Raindrop Google account.
• Sender (marketing email): names, email addresses, account name, customer type, partner name, service town and ZIP code, and service details used to group emails (for example, whether the season’s visit is booked, and the year of the last visit).
• EmailOctopus (email notices such as freeze warnings, and seasonal emails): names and email addresses, the groups they belong to, and whether each email was delivered, opened or clicked. EmailOctopus and its sub-processors handle this on Raindrop’s behalf.
• Quo (Raindrop’s business phone service): the App looks up the call and text history for a customer’s phone numbers, and sends Raindrop’s technicians text reminders naming the customer, visit date, job and invoice number.
• A postcard mailing service: names and mailing addresses, for seasonal postcards.
• The U.S. Census Bureau’s address lookup: service street addresses only (no names), to find their map location.
• Cloudflare: secures and carries connections to the App from outside Raindrop’s network.

We may also share information if the law requires it.

Where it is kept and how it is protected

The App and its data are kept on servers Raindrop controls, in the United States, with nightly backups to Raindrop’s own backup systems. Staff sign in with their Raindrop Google account; anyone the office has not added is refused. A shared shop timeclock login can only clock in and out, and the App’s own sync service has its own login. From outside Raindrop’s network, Cloudflare checks the Raindrop email address before the sign-in page is even shown. Each person sees only what their role allows, connections to the App are encrypted, and changes to customer records are logged with who made them.

How long we keep it

As long as Raindrop needs it to serve the customer and to keep the business records the law requires. When Raindrop disconnects the App from QuickBooks, the App stops reading from and writing to QuickBooks; information already in the App stays covered by this policy until it is deleted.

Your choices

Customers can ask Raindrop to see, correct or delete the information we hold about them. They can stop Raindrop’s marketing emails at any time with the unsubscribe link in each marketing email, or ask us to stop service reminders. Contact us using the details below.

Children

The App is not directed at children, and we do not knowingly collect information about children.

Changes

Raindrop may update this policy. The effective date above shows when it last changed.

Contact

Raindrop Landscape Management LLC
6819 Highbank Ln, Knoxville, TN 37938
[email protected]