Cultivator — Privacy Notice
Who this notice covers
Cultivator (“we,” “us”) provides a service-notification platform (email and SMS) that landscaping companies (“tenants,” “our customers”) use to communicate with their own customers. This notice covers two different groups of people, and explains different things for each:
- Visitors to getcultivator.com and anyone who contacts Cultivator directly (e.g., a prospective tenant filling out a contact form). For this group, Cultivator is the business/controller.
- Customers, staff, and technicians of a landscaping company that uses Cultivator. For this group, the landscaping company is the business, and Cultivator is a service provider / processor acting on that company’s instructions. If you are a customer of a landscaping company that uses Cultivator, see “If you are a landscaping company’s customer” below.
Information we collect
| Category | Examples | Collected from |
|---|---|---|
| Site visitor / prospect information | Name, email, company, message content submitted through a contact or demo-request form; basic usage data (browser type, pages visited) | Directly from you, when you visit or contact us |
| Tenant customer information (processed on a tenant’s behalf) | Name, email, phone, property address; service history, work tickets, proposals; full content of emails and SMS messages sent to you, and of texts you send back; email opens and link clicks (with browser type); clicks on educational guides and review-request links (with IP address and browser type); consent and opt-out history and the IP address associated with it where available; e-signatures on approvals (a drawn signature image and typed name); crew-visit reports about your property, including photos of the property | From the tenant’s own Aspire field-service account, and from your interactions with our emails/texts/landing pages |
| Tenant staff information | Name, email, role, login activity (including failed logins, IP address, and device/browser information) | From the tenant, and from system activity when tenant staff use the platform |
We do not collect health information, payment card information, precise geolocation, biometric identifiers, or information about children, and we do not knowingly serve customers located in the EU or UK.
Why we collect it
- To provide the notification service a landscaping company has asked us to run on its behalf (scheduling and sending service-related emails and texts, tracking delivery and engagement, honoring opt-outs).
- To operate and improve getcultivator.com and respond to inquiries.
- To meet legal obligations, including TCPA consent recordkeeping and CAN-SPAM requirements for commercial email.
- To maintain the security of the platform (login auditing, fraud/abuse prevention).
Who we share it with
We do not sell personal information, and we do not “share” it for cross-context behavioral advertising, as those terms are defined under the CCPA/CPRA.
We disclose information to the service providers that help us run the platform (the current subprocessor list is available on request from the contact address below). In summary: Aspire (the landscaping company’s own field-service system: the source of its customer records, and the system we write crew-visit reports and follow-up tasks back into), Twilio (SMS delivery), Twilio SendGrid (email delivery), Anthropic (powers the in-app Cultivator Assistant — see the next section), Vimeo and YouTube (Google) (video playback on customer pages: each receives the viewer’s IP address and browser details when a video loads), Google (encrypted backup storage only — cannot read the contents), InMotion Hosting (server hosting), and OpenWeather and the National Weather Service (weather data; each receives only the five-digit ZIP codes of the areas a company serves, taken from its property records, with no names, addresses, or contact details). Each acts under contract as a service provider, not as an independent business with its own right to use the data.
At a landscaping company’s instruction, we may also forward records to systems that company operates itself. For example, a company can have each crew-visit report (the report, its photos, and the customer’s name, contact details, and property address) sent to its own lead-tracking system. Those systems belong to the company, not to Cultivator, and the company’s own privacy notice covers them.
getcultivator.com and the pages we host for landscaping companies serve their own fonts, scripts and images from our own server; visiting them does not send your IP address to Google Fonts or any other third party except the video players named above, and those only when you open a video.
The Cultivator Assistant (in-app help chat)
Cultivator includes a built-in assistant that a landscaping company’s staff can use to ask questions about how the platform works and about their own account’s communication records (for example, “did this customer receive her appointment reminder last week?”). Answering that kind of question requires processing personal information, so we describe exactly how it works:
- What is sent, and when. When a staff member asks a question, the question (with the staff member’s first name, role, and the screen they have open) and only the records needed to answer it — such as a customer’s name and contact details, their message history and archived message content, delivery and consent status, service-visit, proposal-status and crew-form records (report links, not the report files), the company’s own message templates and campaign, audience and promotion settings, and the company’s staff directory (team member names, email addresses, roles and team-change history) — are sent to Anthropic PBC, the provider of the Claude AI model, which generates the reply. Nothing is sent unless and until a staff member asks a question; there is no standing or bulk feed of customer data to Anthropic.
- What Anthropic may do with it. Anthropic acts as a service provider under commercial terms that prohibit using this data to train AI models. The content remains confidential, is not used for advertising, and under Anthropic’s commercial data retention policy API inputs and outputs are retained only briefly (currently up to 30 days, longer only where flagged by abuse-prevention systems or legally required) before deletion.
- What the assistant cannot do. It is read-only by design: it cannot send messages, change customer records, alter consent, or write to any system. It answers questions and points staff to the right screen; every change is still made by a person.
- What we keep. Assistant conversations (questions and answers) are logged on the tenant’s own account for quality review and support, under the retention period listed below. Two things leave that log for Cultivator’s own support mailbox: a staff member can click “send to support” to email a conversation (with their name and email address) to Cultivator, and once a week Cultivator receives an automatic review email listing, per company, short excerpts of the exchanges staff rated unhelpful or the assistant could not answer. Both go only to Cultivator, never to a third party. Customer-facing messages (email and SMS) never route through Anthropic; message delivery uses only the providers listed above.
How long we keep it
Retention periods below are current as of 2026-09-11.
| Category | Retention |
|---|---|
| Consent and opt-out records | Indefinitely (kept to prove TCPA consent for as long as it could be at issue) |
| SMS delivery records (metadata: sent/delivered/failed status) | 60 months |
| Two-way text conversations (texts you send to a landscaping company and the replies its staff type back) | 60 months (decided 2026-09-11; matches the SMS delivery records, because a request to stop texting written in your own words lives only here) |
| Email delivery and engagement records (opens, clicks, browser type) | 24 months |
| Clicks on educational guides and review-request links (IP address, browser type, the email address the link was sent to) | For the life of the landscaping company’s account |
| Sent-email content snapshots (full message bodies) | 36 months (decided 2026-08-01) |
| Sent-text content snapshots (full message bodies, one-way notification texts; added 2026-08-24) | 36 months (same body-archive policy as email) |
| Cultivator Assistant chat logs (staff questions and assistant answers; added 2026-08-27) | 24 months |
| Application/activity logs | 365 days |
| Staff login and account-change records on a landscaping company’s account (logins, failed logins, IP address and browser, role and email changes) | 24 months (decided 2026-09-11) |
| Cultivator operator-console activity records (operator logins and administrative actions, IP address) | 36 months (decided 2026-09-11) |
| Internal error records (error text is stripped of email addresses and phone numbers before storage) | 90 days after an error group is resolved |
| Other operational records held on the landscaping company’s account (crew-visit reports and their photos, proposal responses and e-signatures, broadcast and campaign recipient lists, weather notices, staff login and activity trails) | For the life of the landscaping company’s account, then deleted with the account (see the data processing terms Cultivator offers its landscaping-company clients) |
| Database backups | 7 days local; encrypted offsite copies retained separately (see the current subprocessor list, available on request from the contact address below, re: Google) |
Your rights
If you are a landscaping company’s customer: the landscaping company is the business responsible for your data, not Cultivator. Please direct requests to access, correct, delete, or opt out of communications to the landscaping company you are a customer of. Cultivator assists that company in fulfilling your request but does not respond to individual requests directly, consistent with our role as a service provider.
If you are a site visitor or a direct contact of Cultivator’s: you may request access to or deletion of the information you provided to us directly by contacting us (see below).
Opting out of email: emails sent on a tenant’s behalf include an unsubscribe link that opens a preferences page. There you can turn off promotional email while keeping service updates (appointment notices, visit summaries, and similar), or stop all email from that company. Changes take effect automatically; simply opening the page changes nothing.
Opting out of text messages: reply STOP (or 0, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, OPTOUT, or REVOKE) to any text to stop all texts from that company. Reply HELP or INFO for help, or START, UNSTOP, YES, or 1 to opt back in. Automated messages also carry an opt-out line in the message body. Message frequency varies; message and data rates may apply. If texts to a number repeatedly fail because the carrier reports it as a landline, we stop texting that number.
Text messaging data: no mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, except with vendors and service providers acting on our behalf solely to deliver the messages (see the current subprocessor list, available on request from the contact address below).
All opt-outs are honored consistent with CAN-SPAM and TCPA requirements and recorded in a permanent consent ledger.
Contact us
Email: chris@getcultivator.com
Changes to this notice
We will update the effective date above when this notice changes.