PRIVACY POLICY

VERTEX PROPERTY SERVICES LLC

Effective Date: May 2026

Last Updated: May 2026

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VERTEX PROPERTY SERVICES LLC ("Company," "we," "us," or "our") operates the website located at www.vertexpservices.com and provides exterior property services to residential and commercial clients in the Sarasota area and beyond. This Privacy Policy explains how we collect, use, store, protect, and share your personal information when you visit our website, contact us, or use our services.

 

By visiting our website or engaging our services, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our website and services.

 

1.  INFORMATION WE COLLECT

 

1.1  Information You Provide Directly

We collect personal information that you voluntarily provide to us when you:

 

•   Submit a contact form or request a quote on our website

•   Call or email us to inquire about services

•   Enter into a service agreement or approve an estimate

•   Communicate with us by phone, email, or text message

 

This information may include your name, address, phone number, email address, property address, and details about the services you are requesting.

 

1.2  Information Collected Automatically

When you visit our website, certain information may be collected automatically by our website platform (Wix) and third-party tools, including:

 

•   IP address and general geographic location

•   Browser type and device information

•   Pages visited and time spent on the website

•   Referring website or search engine

•   Cookies and similar tracking technologies

 

This information is used to understand how visitors interact with our website and to improve user experience. We do not use this data to personally identify visitors unless they have submitted a contact form.

 

1.3  Information from Third-Party Platforms

We may receive information about you through third-party platforms we use to operate our business, including:

 

•   Zoho Books — invoicing, estimates, and accounting

•   Zoho CRM — client relationship management and lead tracking

•   Square — payment processing

•   Google Workspace — including Gmail, Google Drive, Google Docs, Google Sheets, Google Photos, Google Calendar, and Google Meet

•   Google Business Profile and Google Maps — local business listing and client reviews

•   Facebook (Meta) — business page interactions, messages, and comments

•   Instagram — business profile interactions, direct messages, and comments

•   WhatsApp — client communications and service coordination

•   TrademarkIt — timestamped, geotagged, and annotated field documentation

 

These platforms may collect and process your information in accordance with their own privacy policies. We encourage you to review the privacy policies of each platform if you interact with us through those services.

 

1.4  Communications

When you communicate with us through any of the following channels, we may collect and retain your contact information, message content, and communication history:

 

•   Phone calls — for scheduling, estimates, and service inquiries

•   SMS / Text messages — for scheduling confirmations, reminders, and service updates only

•   WhatsApp — for client communications, scheduling coordination, and service updates only

•   Email (Gmail) — for estimates, invoices, service agreements, and formal correspondence

 

We do not record phone calls without prior consent. Text messages and WhatsApp messages are used for communication and coordination purposes only and do not constitute formal authorization or approval of services. All service approvals must be made through our formal authorization channels. Emails, text messages, and WhatsApp communications may be retained as part of your client record for service documentation purposes.

 

1.5  Social Media Interactions

We maintain business profiles on Facebook and Instagram. When you interact with our social media pages — including liking, commenting, sharing, or sending us a direct message — those platforms may collect information about your interaction in accordance with their own terms and privacy policies. We may use the content of public comments or messages to respond to inquiries or improve our services. We will never share your private messages with third parties without your consent.

 

1.6  Newsletter and Email Communications

We may offer a newsletter or email communication service through our website. If you subscribe, we will collect your name and email address to send you:

 

•   Seasonal property care tips and maintenance reminders

•   Service updates and announcements

•   Promotional offers and special services

•   Industry news and helpful property care information

 

Subscription to our newsletter is entirely voluntary. You may unsubscribe at any time by clicking the 'unsubscribe' link in any email or by contacting us directly. We will process your unsubscribe request within no more than 10 business days.

 

1.7  Future Data Collection

As our business grows, we may expand our data collection practices to include additional scheduling tools, marketing platforms, and other business software. This Privacy Policy will be updated accordingly when such services are implemented.

 

2.  HOW WE USE YOUR INFORMATION

 

We use the information we collect for the following purposes:

 

•   To respond to inquiries, quote requests, and service requests

•   To schedule, perform, and follow up on services

•   To prepare and send estimates, invoices, and service agreements

•   To process payments and manage billing

•   To communicate with you about your service, scheduling changes, or important updates

•   To send seasonal tips, maintenance reminders, or promotional communications (with your consent)

•   To improve our website, services, and customer experience

•   To comply with legal obligations and protect our legal rights

•   To document work performed on your property for quality control and insurance purposes

 

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes.

 

3.  PHOTOGRAPHY AND PROPERTY DOCUMENTATION

 

As part of our standard service process, we may photograph your property before, during, and after services are performed. These photographs are used for:

 

•   Quality control and internal documentation

•   Insurance and liability purposes

•   Marketing and promotional content on our website and social media

•   Client reports and service records attached to estimates, invoices, and emails

 

We use TrademarkIt, a professional field documentation mobile application, to capture timestamped, geotagged photographs at job sites. This application records the date, time, and GPS location of each photograph taken at your property. This information is used solely for documentation, quality control, and service verification purposes. Photos captured through this application may be attached to your estimates, invoices, or service reports.

 

By engaging our services, you grant Vertex Property Services LLC permission to photograph the exterior of your property and use those images for the purposes listed above, unless you provide written notice requesting otherwise prior to the start of services. We will not identify your property by name or address in any public-facing marketing materials without your express consent.

 

4.  HOW WE SHARE YOUR INFORMATION

 

We do not sell your personal information. We may share your information only in the following limited circumstances:

 

4.1  Service Providers

We may share your information with trusted third-party service providers who assist us in operating our business, including:

 

•   Zoho Books — invoicing, estimates, and accounting

•   Zoho CRM — client relationship management and lead tracking

•   Square — payment processing

•   Wix — website hosting and management

•   Google Workspace (Gmail, Drive, Docs, Sheets, Photos, Calendar) — business communications, cloud storage, scheduling, and documentation

•   Google Business Profile and Google Maps — local business listing and reviews

•   TrademarkIt — timestamped, geotagged, and annotated field documentation

•   Facebook, Instagram, and WhatsApp (Meta) — social media and client communications

•   Email and newsletter communication platforms

 

These providers are contractually required to protect your information and may only use it to perform services on our behalf.

 

4.2  Legal Requirements

We may disclose your personal information if required to do so by law, court order, or government authority, or if we believe in good faith that such disclosure is necessary to protect our legal rights, prevent fraud, or ensure the safety of any person.

 

4.3  Business Transfer

In the event that Vertex Property Services LLC is sold, merged, or transferred to another entity, your personal information may be transferred as part of that transaction. You will be notified of any such change via email or a prominent notice on our website.

 

5.  DATA RETENTION

 

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements. Client records, invoices, and service documentation are generally retained for a minimum of seven (7) years in accordance with standard business and tax recordkeeping practices.

 

You may request deletion of your personal information at any time by contacting us at the information provided in Section 10. Note that certain information may be retained as required by law or for legitimate business purposes.

 

6.  COOKIES AND TRACKING TECHNOLOGIES

 

Our website is hosted on the Wix platform, which uses cookies and similar tracking technologies to operate the website and provide analytics. Cookies are small data files stored on your device that help us understand how you use our site.

 

Types of cookies that may be used on our website include:

 

•   Essential cookies — necessary for the website to function properly

•   Analytics cookies — help us understand visitor behavior and improve the site

•   Preference cookies — remember your settings and preferences

 

You can control or disable cookies through your browser settings. However, disabling certain cookies may affect the functionality of our website. For more information about how Wix uses cookies, please visit Wix's own privacy policy at wix.com/about/privacy.

 

7.  DATA SECURITY

 

We take the protection of your personal information seriously. We implement reasonable administrative, technical, and physical security measures to protect your information from unauthorized access, disclosure, alteration, or destruction. These measures include:

 

•   Use of secure, reputable third-party platforms (Zoho, Square, Wix) that maintain their own security certifications

•   Limited access to client information on a need-to-know basis

•   Secure email communications for sensitive information

 

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

 

8.  YOUR PRIVACY RIGHTS

 

Depending on your location and applicable law, you may have the following rights regarding your personal information:

 

•   Right to Access — request a copy of the personal information we hold about you

•   Right to Correction — request that we correct inaccurate or incomplete information

•   Right to Deletion — request that we delete your personal information, subject to legal retention requirements

•   Right to Opt-Out — opt out of marketing communications at any time by contacting us or clicking 'unsubscribe' in any email we send

•   Right to Data Portability — request your information in a portable format

 

To exercise any of these rights, please contact us using the information in Section 10. We will respond to your request within 30 days.

 

9.  CHILDREN'S PRIVACY

 

Our website and services are not directed to children under the age of 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child under 13, please contact us immediately and we will take steps to delete such information.

 

10.  FLORIDA RESIDENTS — ADDITIONAL NOTICE

 

As a Florida-based business, we comply with applicable Florida privacy laws. Florida residents have the right to request information about personal data we collect, use, and share. To submit a privacy request, please contact us using the information below. We will respond within 45 days as required by Florida law.

 

We do not discriminate against any individual for exercising their privacy rights.

 

11.  THIRD-PARTY LINKS AND SOCIAL MEDIA

 

Our website may contain links to third-party websites, social media platforms, or review sites. We maintain active business profiles and use the following third-party platforms:

 

•   Facebook — facebook.com (Meta Platforms, Inc.)

•   Instagram — instagram.com (Meta Platforms, Inc.)

•   WhatsApp — whatsapp.com (Meta Platforms, Inc.)

•   Google Business Profile and Google Maps — Google LLC

•   Google Workspace (Gmail, Drive, Docs, Sheets, Photos, Calendar) — Google LLC

 

We are not responsible for the privacy practices of these third-party platforms. Each platform operates under its own privacy policy and terms of service. We encourage you to review Meta's Privacy Policy at meta.com/privacy and Google's Privacy Policy at policies.google.com for more information about how these platforms handle your data.

 

12.  CHANGES TO THIS PRIVACY POLICY

 

We reserve the right to update or modify this Privacy Policy at any time. When we make changes, we will update the 'Last Updated' date at the top of this document and post the revised policy on our website. We encourage you to review this policy periodically. Your continued use of our website or services after any changes constitutes your acceptance of the updated policy.

 

For significant changes that materially affect how we use your personal information, we will make reasonable efforts to notify you directly via email if we have your contact information on file.

 

13.  CONTACT US

 

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us:

 

VERTEX PROPERTY SERVICES LLC

3128 Baldwin Ave, Sarasota, Florida 34232

Phone: (321) 732-1240

Email: info@vertexpservices.com

Website: www.vertexpservices.com

 

We are committed to resolving any privacy concerns promptly and transparently. We will respond to all privacy-related inquiries within 30 days of receipt.

 

 

Vertex Property Services  |  Maintain • Enhance • Solve  |  www.vertexpservices.com