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Privacy policy

Last updated: October 20, 2026

Thistle Facilities Group ("Thistle," "we," "us") respects your privacy. This policy explains what information we collect, how we use it and the choices you have.

What this policy covers

This policy applies to:

It doesn't cover websites we link to, which have their own policies.

Information we collect

When you contact us. If you request a proposal, send a message or apply for a job, we collect what you give us. That can include your name, company, email address, phone number, facility addresses and details about your locations and service needs, a resume or cover letter, a site list you attach, and anything else you write to us.

When you call our main line. Our phone service shows us the number you called from. If we can't pick up, its AI assistant may answer, ask for your name, company, callback number and reason for calling, and send us a written summary.

When you apply to be a service partner. The application collects your business name, contact name, phone number, email address, business address, the services you offer, how far you'll drive and any other areas or limits you tell us, years in business, crew size and equipment. It also collects documents: certificates of insurance and, if you choose to upload it, a W-9. If your state doesn't require you to carry workers' compensation, you can sign a statement saying so instead, with your name and number of employees. A W-9 contains a taxpayer identification number, which for a sole proprietor is a Social Security number. We treat those documents as confidential and keep them only where they're needed to pay you and to confirm you're insured.

When you use ThistleOS. Signing in uses your mobile number and a one-time code we text you. Using the software creates records of your work: jobs assigned and accepted, check-in and check-out times, photos, notes and documents you upload (such as insurance certificates and licenses), reports you submit, and the bills and payments between us.

AI in ThistleOS. We use AI to help check some of this work: it reads insurance certificates against our requirements, takes a second look at a finished job's photos, and reads the scope documents clients send us. A person at Thistle makes the decisions.

Your phone's location. The partner app records your phone's location when you check in and check out, and when you log a snow plowing pass, to confirm the work happened at the site. It asks your phone's permission first. If you sort jobs by distance, the app uses your location on your phone to do it and doesn't send it to us.

Our check-in phone line. If you check in by calling our check-in line, we record the number you called from and the job number you enter, and match them to the site. We don't record or transcribe the call.

Information about other people that you give us. If you add crew members in ThistleOS, you're giving us their names and mobile numbers so they can sign in. If you give us your insurance agent's email, we'll write to them to ask for your certificates. Please make sure they're comfortable with that.

From public sources. To find landscaping, snow and specialty companies to work with, we look up businesses in public listings, such as Google Maps, and keep what they publish, like the business name, address, phone number and website.

Automatically. Our hosting provider keeps standard server logs of requests to this site, including IP address, browser type, the pages requested and the time. We use those logs to keep the site working and secure.

Cookies and tracking

This website sets no cookies of its own, and we don't run analytics, advertising or tracking software on it. You can browse it without being profiled by us.

This website also loads nothing from other companies. Its pages, photographs and typefaces all come from our own address, so apart from the hosting provider described above, no one else learns that you visited. ThistleOS is different in two respects. It uses cookies or similar storage that are strictly necessary to keep you signed in, and without them the software can't work. And when you type an address into it, it looks the address up with outside services, described under "How we share information" below.

Text messages

If you give us a mobile number for ThistleOS, we text you a one-time code when you sign in. If you switch on texts in the partner app, we also text you about your work, depending on your role: new jobs, jobs given to you, reminders when nobody has checked in at a job, and payment notices. Texts are off until you switch them on. When you do, we keep a record of the words you agreed to, when and your number, and we keep a record of each text we send you. Message frequency varies. Message and data rates may apply. Reply STOP to any message to stop receiving them, or HELP for help. Stopping job texts won't stop the sign-in codes you ask for, since those only go out when you request one. More about our texts.

We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. We do not sell or share mobile phone numbers, or consent to receive text messages, with third parties for their marketing purposes.

How we use your information

  • To respond to your inquiry and prepare proposals
  • To provide, coordinate, schedule and document services
  • To review job and partner applications and confirm insurance, including asking your insurance agent for certificates if you give us their email
  • To bill clients and pay service partners, and to meet our tax and recordkeeping obligations
  • To send you service messages by email or text about work you're involved in
  • To keep our website and software working, secure and free of abuse
  • To comply with the law

We don't use your information to build advertising profiles, and we don't send marketing texts.

How we share information

We don't sell your personal information, and we don't share it for cross-context behavioral advertising.

We share it in five situations:

  • With service providers who run parts of our business for us. Today those are Netlify (website hosting and the forms on this site), Microsoft 365 (our email), Convex (the ThistleOS database), Clerk (ThistleOS sign-in, including the text message with your code), Resend (the email ThistleOS sends), Twilio (our check-in phone line and job texts), Quo (our main phone line, including the AI assistant that answers calls we miss) and Anthropic (the AI described above). They may only use what we give them to provide their service to us.
  • With service partners and clients, to do the work. A client's site address and scope go to the partner assigned to it. A partner's company name, the work they performed and their photos and reports go to the client for that site. We don't give clients a partner's W-9, insurance documents or pay rates, and we don't give partners a client's pricing.
  • With address lookup services, when you type an address in ThistleOS. Google suggests matching addresses from what you type, with Photon, an address search built on OpenStreetMap, as a backup, and Zippopotam.us fills in the city and state from a ZIP code. Your browser asks Zippopotam.us directly, so it also sees your IP address.
  • When the law requires it, or to protect our rights, our people or the public.
  • If our business is sold or merged, as part of that transaction.

How long we keep it

We keep information only as long as we need it, and generally:

  • Website inquiries and proposal requests: about three years after our last contact
  • Job applications we don't hire from: about one year
  • Partner applications we don't approve: about two years
  • Tax and payment records, including W-9s: at least seven years, as tax rules require
  • Insurance certificates: for the partnership and about four years after it ends
  • Work records, photos and reports: for the client relationship and about seven years after it ends

We may keep information longer where the law requires it or where it's needed for a claim or dispute.

Your choices

You can ask us to access, correct or delete the personal information you've given us, ask for a copy of it, or ask us to stop contacting you. Email info@thistlefacilities.com and we'll respond. We may need to confirm who you are first, and some records we have to keep — a W-9 attached to a payment we already made, for example.

If the law where you live gives you privacy rights beyond this, tell us and we'll honor them. We won't treat you differently for asking.

Security

We use reasonable safeguards to protect the information you share with us, including encrypted connections, access limited to people who need it, and providers who encrypt what they store. No method of transmission over the internet is completely secure, however, and we can't guarantee absolute security.

Where we process information

We operate in the United States and our providers store information in the United States. If you're writing to us from another country, your information will be processed here.

Children's privacy

This website and ThistleOS are intended for businesses and are not directed to children under 13. We don't knowingly collect information from children.

Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it was last changed. If a change matters to you, we'll say so on this page.

Contact us

Questions about this policy, or a request about your information? Email info@thistlefacilities.com.

Thistle Facilities Group, LLC