Privacy Policy

1. Contact Information

For questions about this policy or to submit a privacy request, contact:

Please use “Privacy Request” as the subject line when emailing about your personal information.

2. Information You Provide

Depending on how you interact with us, you may provide the following information.

Contact Information

• Your name.
• Email address.
• Phone number.
• Mailing or service address.
• Preferred contact method.

Property and Service Information

• The address of the property requiring service.
• A description of your roofing concern.
• Information about roof materials, damage, previous repairs, or maintenance.
• Photographs or documents you choose to submit.
• Appointment preferences and property-access instructions.
• Your relationship to the property, such as owner, tenant, or authorized representative.

Project and Transaction Information

If you proceed with a project, relevant records may include:

• Estimates, contracts, and approved change orders.
• Material selections and project specifications.
• Invoices and payment-status information.
• Inspection findings and project photographs.
• Warranty requests and service history.
• Insurance-related documents you authorize us to review.

Communications

We may retain information you provide through website inquiries, emails, telephone conversations, text messages, or other customer communications.

3. Information Generated When You Visit Our Website

Website hosting and related technical systems may generate information about visits, such as:

• Internet Protocol, or IP, address.
• Browser type and device information.
• Pages requested and the date and time of access.
• Referring website or link.
• Error logs and security-related events.

The exact information collected depends on the website’s active hosting services, forms, plugins, and other tools.

Where cookies, analytics, advertising tools, or embedded content collect additional information, those practices must be described accurately in the applicable website disclosures.

4. Information Received From Other Sources

We may receive information from someone authorized to arrange roofing work on your behalf, such as a property manager, co-owner, or business representative.

We may also receive project-related information from service providers, payment providers, or other parties involved in an authorized transaction.

If you submit another person’s information, provide it only when you have an appropriate reason and authority to do so. Avoid sharing unrelated personal information.

5. How We Use Personal Information

Depending on your interaction with us, personal information may be used to:

• Respond to inquiries and answer service questions.
• Assess whether we can provide the requested service.
• Prepare estimates and project proposals.
• Arrange inspections and appointments.
• Communicate about scheduling, access, materials, and project progress.
• Perform agreed roofing services.
• Maintain contracts, invoices, warranty records, and service history.
• Handle payments and billing questions.
• Review complaints and resolve service concerns.
• Maintain website functionality and investigate misuse.
• Meet applicable legal, accounting, insurance, and recordkeeping obligations.
• Establish, exercise, or defend legal rights.

Promotional communications, where offered, are subject to applicable consent and opt-out requirements. Information supplied for a service inquiry should not be treated as blanket permission for unrelated marketing.

6. Service Communications and Marketing Choices

We may contact you using the details you provide to respond to your request or communicate about an existing project.

Service communications may include appointment confirmations, scheduling changes, estimate follow-ups, billing notices, and warranty-related messages.

If you receive promotional emails, you may use the unsubscribe instructions provided or contact us to request removal from promotional communications.

If text messaging is offered, the applicable sign-up or messaging notice should explain consent, message frequency, potential carrier charges, and opt-out instructions. Providing a phone number for an inquiry does not, by itself, establish consent to automated promotional calls or texts where separate consent is required.

Opting out of marketing does not necessarily stop communications needed to administer a project or meet a legal obligation.

7. Cookies and Similar Technologies

Cookies are small files that websites can store on a device. Similar technologies may support website functions, remember preferences, or help measure website use.

The technologies used on our website depend on its actual configuration. Any use of analytics cookies, advertising pixels, embedded maps, videos, or comparable tools should be disclosed according to the information they collect and the parties receiving it.

You can generally manage cookies through your browser settings. Blocking certain cookies may affect website features. Browser controls may not prevent every form of technical logging or information collection.

Where required, choices for nonessential cookies or similar technologies will be provided through the applicable website controls.

8. When Information May Be Shared

Personal information may be shared when reasonably necessary for the purposes described in this policy, including with the following categories of recipients.

Service Providers

Providers supporting website hosting, business email, scheduling, document storage, customer management, and other business functions may process relevant information.

Project Participants

Personnel or authorized project participants may receive the contact, property, access, and project details needed to perform the agreed work.

Payment and Financing Providers

Where you use a payment or financing service, the provider may receive information required to process the transaction or application. Its own privacy policy may govern information it collects directly.

Warranty and Insurance Participants

Where relevant and authorized, information may be provided to manufacturers, warranty administrators, insurers, or other parties involved in a project-related request.

Professional Advisers and Authorities

Information may be disclosed to legal, accounting, or insurance advisers, or to authorities when required by law or reasonably necessary to address fraud, security concerns, or legal claims.

Business Transfers

If the business undergoes a merger, sale, or other transfer, relevant records may be transferred as part of that transaction, subject to applicable privacy requirements.

The information disclosed should be limited to what is appropriate for the relevant purpose.

9. Sale of Personal Information and Targeted Advertising

Whether a business “sells” personal information or processes it for “targeted advertising” depends on its actual practices and the definitions in applicable law.

The use of certain advertising technologies or data-sharing arrangements may require disclosures and opt-out options even when no direct payment is received for a customer list.

Any such activity must be identified accurately in the published version of this policy, together with the available choices. A general statement about ordinary service-provider sharing does not replace those disclosures.

You may contact us to ask about information sharing associated with your interactions with Hart Staff Roofing.

10. Payment and Financing Information

Payment and financing arrangements may involve independent providers.

Please use the designated payment or application method rather than sending sensitive financial information through a website inquiry form or ordinary email.

Hart Staff Roofing may retain transaction records, invoice details, and payment-status information necessary to administer your project. Information collected directly by a payment processor or financing provider is also subject to that provider’s privacy practices.

Applying for financing is separate from requesting a roofing estimate. Review the provider’s disclosures before submitting financial information.

11. Property Photographs and Project Documents

Photographs and documents may reveal personal information, including addresses, vehicle details, people, or private areas of a property.

Project materials may be used to assess roofing conditions, prepare an estimate, document work, address a warranty concern, or support another authorized project purpose — such as storm damage, hail damage, or leak detection documentation.

Permission to use identifiable customer information or property images in marketing should be addressed separately where required. Submitting a photograph for an estimate should not be treated as unrestricted permission to publish it.

12. Information Retention

Retention periods depend on the type of information and why it is held.

Relevant considerations include:

• Whether an inquiry or project remains active.
• Contractual and warranty obligations.
• Accounting and tax requirements.
• Applicable legal recordkeeping requirements.
• Unresolved complaints, disputes, or claims.
• Security and fraud-prevention needs.

Information should not be retained indefinitely without an appropriate purpose. When it is no longer needed, it should be deleted, securely disposed of, or de-identified as appropriate to the record and applicable requirements.

Deletion from backups may occur according to the relevant backup cycle rather than immediately.

13. Information Security

Safeguards should be appropriate to the nature of the information handled and the risks associated with its use. Measures may include access restrictions, account protections, and suitable storage and transmission practices.

No website, email system, or electronic storage method can guarantee absolute security. Please avoid sending unnecessary sensitive information and notify us if you believe information associated with your inquiry or project has been compromised.

Where a security incident triggers legal notification obligations, required notices will be handled in accordance with applicable law.

14. Your Privacy Requests and Choices

You may contact us to:

• Ask about the personal information associated with your inquiry or project.
• Request correction of inaccurate contact or project information.
• Request deletion of information that is no longer needed.
• Ask to stop promotional communications.
• Exercise any additional privacy right available under applicable law.

Some information may need to be retained for contractual, warranty, accounting, legal, or dispute-related purposes.

To protect your information, we may request details reasonably necessary to verify your identity or authority. Please do not include identity documents or sensitive account details in your initial request unless we specifically arrange an appropriate method.

A request concerning someone else’s information may require confirmation that you are authorized to act for that person.

15. Virginia Privacy Rights

Where the Virginia Consumer Data Protection Act applies, eligible consumers may have rights to:

• Confirm whether their personal data is being processed.
• Access their personal data.
• Correct inaccuracies.
• Delete personal data.
• Obtain a portable copy of certain personal data.
• Opt out of processing for targeted advertising, sale of personal data, or certain profiling activities.

The Act applies only to businesses meeting its statutory applicability requirements; being located in Virginia does not automatically establish coverage.^{[law.lis.virginia]}

Where applicable law provides an appeal right, you may appeal a denied request by replying to the decision or sending an email with “Privacy Request Appeal” in the subject line. We will review the appeal and respond within the applicable legal timeframe. Any legally required information about further complaint options will be included in the response.

16. Children’s Privacy

Our website and roofing services are intended for property owners, authorized representatives, and other adults seeking professional services. They are not directed to children under 13.

If you believe a child has submitted personal information through our website, contact us so that we can review the circumstances and address the information appropriately.

Do not submit a child’s personal details unless they are necessary for a legitimate service-related purpose and you have the appropriate authority.

17. Third-Party Websites and Services

Our website may contain links to third-party websites or include tools operated by independent providers.

When you interact with those services, the provider may collect information under its own privacy policy. This policy does not control how an independent third party handles information it collects directly.

Review the relevant privacy policy before submitting information to a manufacturer, financing provider, payment service, or other external platform.

18. Changes to This Privacy Policy

We may update this policy to reflect changes in business practices, website functionality, or legal requirements.

The date at the top of the page identifies the latest revision. Where legally required, we will provide additional notice or obtain consent before implementing a material change.

Publishing an updated policy does not automatically authorize a new use of previously collected information where applicable law requires a separate legal basis or consent.

19. Contact Us

For privacy questions, corrections, requests, or concerns, contact:

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