Privacy Policy

This privacy policy is drafted in accordance with Quebec's Act respecting the protection of personal information in the private sector (CQLR, c. P-39.1), as amended by Law 25 (An Act to modernize legislative provisions as regards the protection of personal information), and the Personal Information Protection and Electronic Documents Act (PIPEDA) of Canada.

It describes how LawnFan Inc. ("LawnFan", "we", "our") collects, uses, discloses, retains, and protects the personal information of users of our mobile application, website (www.lawnfan.com), and related services.

1. Person Responsible for the Protection of Personal Information

In accordance with section 3.1 of the Act respecting the protection of personal information in the private sector, we have designated a person responsible for the protection of personal information. By default, this function is exercised by the person with the highest authority within the organization.

The person responsible may be contacted for any questions, access requests, rectification, deletion, or to file a complaint regarding the management of your personal information.

2. Personal Information Collected

We collect the following personal information, depending on the services used:

2.1 Information Provided Directly

• Identification information: first name, last name, email address
• Account information: password (encrypted), profile preferences, lawn care style (purist, pragmatic, naturalist)
• Location data: postal code or city (to provide weather data and region-specific advice)
• User-generated content: lawn photos voluntarily uploaded for before/after tracking
• Communications: messages sent via the contact form or chatbot

2.2 Information Collected Automatically

• Usage data: pages visited, features used, frequency and duration of use
• Technical data: device type, operating system, browser, IP address (anonymized)
• Cookies and similar technologies: session identifiers, language preferences, analytics data

2.3 Information from Third Parties

• Weather data: temperature, humidity, UV, precipitation associated with your location (via our weather partners)
• Payment data: processed exclusively by our partner Stripe — we never store your credit card information

3. Purposes of Collection and Processing

Your personal information is collected and used for the following purposes:

• Provide and personalize our lawn care services based on your region, grass type, and style
• Send weather alerts, seasonal maintenance reminders, and GDD-based notifications
• Manage your account and process your transactions
• Respond to your support requests and communications
• Improve our services, develop new features, and perform statistical analysis (aggregated and anonymized data)
• Communicate information about our products, promotions, and updates (only with your explicit consent)
• Comply with our legal and regulatory obligations
• Ensure the security of our systems and prevent fraud

4. Consent

In accordance with Law 25, we obtain your explicit, free, and informed consent before collecting, using, or disclosing your personal information. Consent is requested for each specific purpose and in a distinct manner.

You may withdraw your consent at any time by contacting us at privacy@lawnfan.com or by modifying your preferences in your account settings. Withdrawal of consent takes effect going forward and does not affect the lawfulness of processing carried out before the withdrawal.

For marketing communications (newsletter, promotions), your consent is collected separately via an unchecked checkbox at the time of registration.

The beta interest list records your email, optional first name and interest in future access. Receiving beta news and invitations is an optional, separate, unchecked choice. Joining this list does not subscribe you to the newsletter, grant immediate access or guarantee an invitation. You can withdraw your choice or request removal of your contact details by contacting privacy@lawnfan.com.

5. Disclosure of Information to Third Parties

We never sell your personal information. We may disclose certain information to the following third parties, under written contracts in compliance with section 18.3 of the Act:

• Hosting and cloud infrastructure service providers (servers located in Canada)
• Stripe: secure payment processing
• Weather partners: anonymized location data to provide accurate forecasts
• Analytics services: aggregated and anonymized data to improve our services
• Email service providers: for sending communications you have consented to

Each third party is bound by a written contract specifying protection measures, limiting the use of information to the execution of the entrusted mandate, and requiring data destruction at the end of the contract.

5.1 Transfer Outside Quebec

LawnFan uses cloud service providers for hosting, its database and file storage. The exact processing location must be verified with the providers and should not be assumed to be in Quebec or Canada. Any transfer of personal information outside Quebec must be preceded by the privacy impact assessment (PIA) required under section 17 of the Act and verification of the applicable contractual safeguards.

6. Retention and Destruction of Information

We retain your personal information only as long as necessary for the purposes for which it was collected, or to comply with our legal obligations.

Internal website form records

Information submitted through our forms is saved in a server database for internal management of signups, contact requests and partner applications, with its source and timestamped consent. Depending on the purpose and consent provided, some requests are also sent to our contact management service. This database does not synchronize application lawn profiles, tasks, journals, diagnoses or photos.

• Account data: retained as long as your account is active, then deleted within 30 days of account closure
• Usage and analytics data: anonymized after 24 months
• Payment data: retained according to applicable tax obligations (maximum 7 years)
• Communications (contact form): retained 12 months after resolution of the request
• Confidentiality incident register: retained for 5 years in accordance with the Act

Upon expiration of the retention period, information is securely destroyed or irreversibly anonymized.

7. Security Measures

We implement reasonable and proportionate security measures to protect your data against loss, theft, unauthorized access, disclosure, copying, use, or modification:

• SSL/TLS encryption for all data transmissions
• Encryption at rest (AES-256) for sensitive data
• Multi-factor authentication for administrative access
• Strict access controls based on the principle of least privilege
• Continuous monitoring and intrusion detection
• Regular staff training on personal information protection

8. Confidentiality Incidents

In accordance with sections 3.5 and following of the Act, we maintain a register of all confidentiality incidents. In the event of an incident presenting a serious risk of harm, we will:

• Notify you as soon as possible with a description of the incident and the information compromised
• Notify the Commission d'accès à l'information du Québec (CAI)
• Take necessary measures to reduce risks and prevent recurrence

The incident register is maintained for a minimum period of 5 years.

9. Cookies and Tracking Technologies

Optional analytics and marketing tracking scripts built into LawnFan’s code are currently disabled. Necessary site functions and form processing remain available.

Essential Cookies

Necessary for the operation of the site (session, language preferences, cart). They do not require your consent.

Analytics Cookies

LawnFan’s manual analytics collector is disabled, including for previously saved analytics choices. This tracking creates no new journey identifier. Legacy website tracking metadata is removed from session storage when public pages are visited.

Marketing Cookies

LawnFan’s optional marketing scripts have been removed. Campaign parameters and advertising identifiers are no longer automatically kept in session storage; source URLs sent with forms exclude query parameters and fragments. Voluntarily submitted contact details and form consents continue to be processed for the requested purpose.

An analytics collector automatically added by our hosting platform was observed during checks of the published site. Disabling it requires a separate intervention. Cleaning up LawnFan’s code and the preferences below do not guarantee that this hosting platform performs no collection.

You can save or withdraw preferences using the button below; they do not reactivate optional scripts removed from LawnFan’s code. Refusing non-essential cookies does not affect forms or the site’s main functions. Accepting the privacy policy in a form does not constitute analytics consent or a newsletter subscription.

10. Your Rights

Under the Act respecting the protection of personal information in the private sector and Law 25, you have the following rights:

• Right of access: obtain confirmation that we hold information about you and receive a copy
• Right of rectification: have any inaccurate, incomplete, or equivocal information corrected
• Right of deletion: request deletion of your information when it is no longer necessary for the purposes of collection
• Right to portability: receive your information in a structured and commonly used technological format (section 27 of the Act)
• Right to withdraw consent: withdraw your consent at any time going forward
• Right to de-indexation: request the cessation of dissemination of your information or the de-indexation of any link attached to your name
• Right to file a complaint: with the Commission d'accès à l'information du Québec (CAI)

To exercise your rights, send your request to privacy@lawnfan.com. We will respond within 30 days of receiving your request. If we refuse a request, we will inform you in writing with the reasons for the refusal and available recourses.

11. Automated Decision-Making

LawnFan uses algorithms to personalize your lawn care recommendations (based on your location, GDD, weather, and profile). In accordance with section 12.1 of Law 25, we inform you that:

• These recommendations are automatically generated from scientific data (soil temperature, GDD, weather conditions)
• No decision with a significant impact on you is made solely on the basis of automated processing
• You may request explanations about how these algorithms work by contacting us

12. Minors' Data

LawnFan is not intended for persons under 14 years of age. We do not knowingly collect personal information from minors under 14. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at privacy@lawnfan.com so we can proceed with its deletion.

For minors aged 14 and over, consent is given by the minor themselves, in accordance with the Civil Code of Quebec.

13. Changes to This Policy

We may modify this privacy policy periodically. Any significant changes will be communicated to you by email or in-app notification at least 30 days before taking effect. The last update date is indicated at the top of this page. We encourage you to review this policy regularly.

14. Complaints and Recourse

If you believe your personal information has not been handled in accordance with the Act, you may:

• Contact us directly at privacy@lawnfan.com to attempt to resolve the situation
• File a complaint with the Commission d'accès à l'information du Québec (CAI): www.cai.gouv.qc.ca
• File a complaint with the Office of the Privacy Commissioner of Canada: www.priv.gc.ca

15. Contact Us

For any questions, access requests, rectification, deletion, or to exercise any other right provided by the Act, contact our person responsible for the protection of personal information: