Data Collection & Use Policy
Effective Date: July 29, 2026
1. Operational Transparency
This Data Collection & Use Policy provides a comprehensive, field-by-field disclosure of all data collected by PA Property Patrol, LLC and its authorized partners and territory operators. We believe property owners and territory applicants deserve complete transparency regarding what data we gather, why each specific piece of data is required, how long it is retained, and how it is secured.
2. Specific Data Fields & Purpose Breakdown
Below is the complete inventory of data fields collected through our website lead forms, property inquiry workflows, waitlist forms, and operator applications:
Full Name
Field Category: Contact Identity
Purpose: Identifies the property owner, authorized representative, or applicant for contract execution, client identification, and legal communications.
Email Address
Field Category: Communication Channel
Purpose: Used to deliver custom Field Rate + Travel quotes, send monthly diagnostic inspection reports, transmit billing statements, and share waitlist/territory status updates.
Phone Number
Field Category: Urgent Contact & Verification
Purpose: Used for direct phone or SMS consultation, rapid dispatch notifications in emergency events (e.g., storm damage or freeze alerts), and local STR ordinance contact requirements.
Property Count & Zip Code
Field Category: Location & Service Routing
Purpose: Determines service availability within active Pennsylvania county territories, calculates round-trip travel mileage from Jersey Shore, PA (17740) or regional territory hubs waitlist entries to geographic expansion heatmaps.
Property Square Footage, Structure Age, & Acreage
Field Category: Technical Scope & Risk Profiling
Purpose: Used to assess the physical complexity of the property, estimate visit duration, determine specialized inspection tool requirements (e.g., thermal imaging, moisture meters), and formulate an accurate custom Field Rate.
Services Desired & Property Type / Condition
Field Category: Stewardship Customization
Purpose: Matches property requirements with appropriate stewardship plans (Patrol, Participate, Partner) or baseline assessments (Property Physical), allowing custom tailoring of diagnostic inspection checklists.
Steward & Territory Interest Data
Field Category: Franchise & Operator Screening
Purpose: Evaluates applicant background, technical experience, local geographic residence, and operational capability to serve as a Property Steward or Territory Owner.
3. Data Retention Schedules
PA Property Patrol, LLC retains data only for as long as necessary to fulfill operational, legal, tax, and auditing requirements:
- Inquiries & Lead Form Submissions: Retained for up to 36 months to evaluate inquiry history, perform follow-ups, or process waitlist notifications upon territory activation.
- Active Client Records & Diagnostic Reports: Retained for the full duration of active service engagement plus seven (7) years following contract termination for accounting, tax audit, legal protection, and insurance compliance.
- Operator & Steward Applications: Retained for up to 24 months to evaluate current and upcoming territory licensing opportunities.
4. Third-Party Service Processors
To maintain robust security and seamless service delivery, PA Property Patrol, LLC relies on vetted third-party service infrastructure:
Supabase Inc.: Primary database provider hosting stored application records, lead forms, and account data in US-based cloud data centers under encrypted database protocols.
Cloud Hosting & Delivery Networks: Secure web hosting, domain infrastructure, and content delivery networks ensuring encrypted web access.
5. Technical Security Measures
We employ strict security practices to shield collected data from unauthorized access, loss, or disclosure:
- TLS/SSL encryption for all data transmitted between user web browsers and our cloud endpoints.
- AES-256 database encryption at rest.
- Restricted employee and steward access controls enforcing least-privilege administrative principles.
- Automated database backup routines with secure isolated storage.
6. Your Rights & Access Requests
Under applicable privacy laws, property owners and users may submit requests regarding their stored data. You may request access to your data file, corrections to inaccurate property or personal details, or deletion of stored lead profiles (subject to active contract and statutory retention requirements).
Data Protection Inquiries
For questions regarding specific data fields, retention policies, or to submit a formal data access or erasure request, please reach out to PA Property Patrol, LLC through our official contact page.