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Yard Letter

Privacy Policy

Effective: September 29, 2026 · Last updated: October 18, 2026

Yard Letter LLC ("Yard Letter," "we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you use yardletter.com, the Yard Letter web application (including demo and preview accounts), the availability, quote, order, and invoice pages we host for growers ("Hosted Pages"), and our contact and support channels (collectively, the "Services"). Terms like "Grower," "Buyer," and "Grower Data" have the meanings given in our Terms of Service.

The Services are operated in and intended for use in the United States.

Our two roles. For account, website, and support information, Yard Letter decides how the information is used and is responsible for it. For Grower Data, including information about a Grower's Buyers and staff, the Grower decides how it is used, and Yard Letter processes it on the Grower's behalf as a service provider. If you are a Buyer and have questions about how a grower uses your information, contact that grower.

1. Information we collect

A. Information you give us

  • your name, email address, phone number, and business name and address
  • account login details and the names and emails of team members you invite
  • the contents of messages, requests, files, and attachments you send us, including inventory spreadsheets, availability lists, or customer lists you send for setup
  • any other information you choose to provide when contacting us

B. Grower Data

Growers and their team members enter or upload information to run their business, such as:

  • inventory counts, adjustments, locations, and plant and product details
  • photos of plants, beds, or tags
  • price lists, pricing rules, and customer price assignments
  • Buyer names, business names, emails, phone numbers, and addresses
  • quotes, orders, invoices, and payment status
  • messages and availability lists sent to Buyers

When a Buyer uses a Hosted Page, for example to request a quote or place an order, the information the Buyer enters is collected on behalf of that Grower and becomes Grower Data.

C. Information collected automatically

  • server and security logs, such as IP address, browser and device type, pages requested, timestamps, and error details
  • app usage and diagnostic events, such as sign-ins, syncs, imports, and job status
  • if you use a demo or preview link we sent you, such as a QR code in a letter: when the link was used and what you did in the demo, such as signing in and making changes. Each link is made for one recipient, so this activity is tied to the business we sent it to.
  • essential cookies needed to keep you signed in and secure your session
  • information stored on your device to support offline entry in the yard, which syncs to our servers when you reconnect

We do not use advertising cookies, tracking pixels, or session-recording tools.

D. Information from public sources

To let growers know about Yard Letter, we collect business names, mailing addresses, and published contact details from public sources, such as state nursery and plant-dealer license lists and growers' own websites. We use this information to contact businesses that may be interested in Yard Letter, for example by mail. To stop hearing from us, email legal@yardletter.com. We'll remove you from our outreach list and keep only what we need to make sure we don't contact you again.

E. Payment information

If you pay for Yard Letter or a Buyer pays a Grower's invoice online, payment details are collected and processed by our payment processor, Stripe. We receive limited information such as the last four digits of a card, the card type, and payment status. We do not store full card numbers.

F. Sensitive information

We do not intentionally collect sensitive personal information, and the Services are not designed for it.

2. How we use information

We use information to:

  • provide, operate, maintain, and support the Services, including done-for-you setup
  • display Hosted Pages and send the quotes, invoices, and messages a Grower directs
  • process subscription billing and, where enabled, invoice payments
  • troubleshoot issues, monitor performance, and improve reliability
  • secure the Services and prevent fraud, abuse, and unauthorized access
  • respond to support requests and send service messages, such as billing notices and policy changes
  • send you occasional product updates, which you can unsubscribe from at any time
  • contact businesses that may be interested in Yard Letter, including by mail, and follow up on demo and preview visits
  • comply with law, enforce our agreements, and protect our rights

3. Our commitments for Grower Data

  • We use Grower Data only to provide and support the Services for that Grower, and not for unrelated purposes of our own.
  • We do not sell Grower Data or personal information.
  • We do not show one Grower's prices, costs, inventory, Buyer lists, or sales to another Grower, and we do not use Grower Data for competitive benchmarking.
  • We do not contact a Grower's Buyers except to deliver something the Grower directed, such as an invoice.
  • We do not use Grower Data to train or fine-tune general-purpose AI models, and we do not allow our AI providers to do so. We may use it to improve features for that Grower's own account.
  • Done-for-you setup. If you send us files for setup, such as an availability list, price sheet, or customer list, we use AI tools from Anthropic to help read and organize them, and we review the results before anything is loaded into your account. We load only what's needed to run your account. If you send more than that, such as a full customer history, we load only the buyers you currently sell to, plus anyone you ask us to add. We delete the files you sent, and our working copies, within 30 days after your setup is complete.

4. Cookies and analytics

We use only essential cookies and similar storage: to keep you signed in, protect your session, remember basic settings, and support offline entry. Because we do not use advertising or third-party analytics cookies, we do not show a cookie banner. You can block or delete cookies in your browser settings, but the app will not work without essential cookies.

To understand how the Services are used, we rely on our own server logs and usage counts. For demo and preview links, we also look at the activity on each link, as described in Section 1C. We do not use our website, app, or Hosted Pages for targeted advertising, remarketing, or cross-context behavioral advertising.

5. How we disclose information

We disclose information to service providers that process it for us under contractual restrictions, only as needed to operate and support the Services. Our current service providers include:

  • Fly.io — hosting and infrastructure
  • Neon — database services
  • Tigris — file storage and backups
  • Stripe — subscription billing and invoice payments
  • Postmark — sending account emails, notices, and request emails to Buyers
  • Sentry — error monitoring
  • Microsoft 365 — email and support communications
  • Anthropic — AI tools used to help organize setup files and help with support

If a Grower connects a third-party tool, such as accounting software, we share Grower Data with that tool at the Grower's direction, under that tool's own terms.

We may also disclose information:

  • when required by law, subpoena, court order, or other lawful process
  • to protect the rights, property, or safety of Yard Letter, Growers, Buyers, or others
  • in connection with a merger, financing, asset sale, acquisition, or similar business transaction
  • at your direction or with your permission

We do not sell personal information, and we do not share it for targeted advertising.

6. Data retention

We keep information only as long as reasonably needed for the purposes in this policy, unless a longer period is required by law or needed for security, dispute resolution, or enforcement.

  • Grower Data: Growers can export their data, or ask us for a copy, while their account is active and for 30 days after cancellation. We then delete it within 30 days, except invoices and payment records we must keep for tax and accounting purposes. Backup copies are overwritten in the ordinary course.
  • Setup files: the files you send for setup, and our working copies, are deleted within 30 days after your setup is complete.
  • Demo and prospect records: if you don't sign up, we delete your demo or preview account and its activity within 90 days after it expires. Contact details from public sources are kept while we're reaching out to growers, or until you ask us to stop contacting you.
  • Account and billing records: kept as long as the account is active and as required for tax and accounting.
  • Support communications: generally up to 24 months after the last interaction.
  • Security, diagnostic, and operational logs: generally up to 12 months, unless needed longer to investigate a security incident, abuse, fraud, or legal claim.
  • Offline data on your device: stays on the device until it syncs and is then cleared, or until you sign out or clear the app's storage.

7. Data security

We use reasonable administrative, technical, and organizational safeguards designed to protect information under our control, including encryption in transit and access controls for our team. Hosted Page links are not password-protected. Anyone with a link can open that page, so growers should share each link only with its intended Buyer. A Grower can replace an availability or customer link at any time, which turns off the old one. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we learn of a breach affecting your information, we will notify affected Growers and others as required by law.

8. Your choices and rights

Growers and team members. You can view and correct your account information and Grower Data in the app, and export it in the app or by asking us for a copy. You can ask us to delete your account and data by canceling and contacting us, subject to the records we must keep for tax and accounting.

State privacy rights. Depending on where you live, you may have rights to know, access, correct, delete, or get a copy of personal information we hold about you, and to opt out of sale or targeted advertising. We do not sell personal information or use it for targeted advertising. We will honor valid requests as required by applicable law and will not discriminate against you for making one.

Buyers. If you are a Buyer and your information was added or collected by a Grower, that Grower controls it. We may direct your request to the Grower and will help the Grower respond as required by law.

Email. You can unsubscribe from Yard Letter product updates using the link in any such email. Service messages about your account, billing, or security will still be sent.

To make a request, email legal@yardletter.com. We may take reasonable steps to verify your identity before fulfilling a request, and will respond within the time required by applicable law.

9. Do Not Track and Global Privacy Control

We do not track you across third-party websites, so we do not change our practices in response to browser Do Not Track signals. Because we do not sell personal information or use it for targeted advertising, a Global Privacy Control signal has no additional effect.

10. Children's privacy

The Services are for businesses and are not directed to anyone under 18. We do not knowingly collect personal information from anyone under 18.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date above and notify account holders by email or in-app notice before the changes take effect.

12. Contact us

Yard Letter LLC
5021 Vernon Ave S, Suite #136
Minneapolis, MN 55436
United States

Email: legal@yardletter.com