AE Outdoor Living
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Privacy Policy

Effective June 9, 2026

Advant-Edge Decorative Curbing & Landscaping, Inc., doing business as AE Outdoor Living, AE Pools and Landscape, AE LEDs, and Sonoran Glass ("AE Outdoor Living," "we," "us") operates the AE Team Track Hub portal (the "Platform") for our employees, subcontractors, and authorized managers/admins. This Privacy Policy explains what information we collect, how we use it, when we share it, how long we keep it, and your choices.

1. Information we collect

1.1 Employee data

  • Name, email, phone, address (if collected), employee number, role, division, manager, emergency contacts, preferred language, uniform/gear sizes.
  • Training records, SOP acknowledgments, handbook signatures, e-sign records, certificates.
  • Employee requests, time off / sick time forms, PPE requests, boot reimbursement records.
  • Corrective action acknowledgments, rewards/awards, growth ladder records.

1.2 Sales data

  • Sales scorecards, daily sales tasks, Move-the-Needle reports, follow-ups, and cold call logs.
  • Sales training assignments and completions, sales coaching records, sales roleplay transcripts and audio where the feature is enabled.
  • Customer-promise records and sales handoffs to project management.

1.3 Project data

  • Project management records, foreman daily reports, pool crew checklists.
  • Project photos and documents, quality gates, change order flags, punch lists, warranty handoffs.

1.4 Subcontractor data

  • Subcontractor company profile, W-9, COI, license documents, agreement signatures.
  • Safety orientation acknowledgments, assigned SOPs and tasks.

1.5 Fleet & assets

  • Vehicle, equipment, and tool lists, including unit numbers and asset checkouts.
  • Maintenance and inspection records, renewal reminders.

1.6 Finance / admin (restricted)

  • Bills and due dates, checks written, electronic payments, deposits received.
  • Jobber payment entry queue, license and renewal reminders, confirmation numbers, receipts.
  • Visible only to authorized finance and admin users.

1.7 Marketing / content

  • Content calendar, asset library, project photos and videos, approval queue.
  • Customer photo/video release status.

1.8 AI tools

  • AI Bid Assistant uploads and outputs.
  • AI Sales Coach use; AI Roleplay Coach transcripts and audio where the feature is enabled.
  • AE Hub Navigator use; Wellness Coach use where the feature is enabled.
  • We retain prompts, generated outputs, and basic usage metadata (tokens, model, timestamp). Full chat transcripts and audio are stored only where a feature explicitly states it (for example, roleplay reviews); otherwise only summaries and metadata are kept.

1.9 Wellness (voluntary)

  • Voluntary wellness profile, private wellness check-ins, habit tracker, mental-health support coach usage.
  • Wellness data is private, voluntary, and is not used as a basis for discipline by default. Aggregated, de-identified trends may be reviewed by HR for program quality.

1.10 Technical & security

  • IP address, device and browser, login activity, audit logs, security event logs.

2. How we use information

  • Assign and deliver training, SOPs, handbooks, and acknowledgments.
  • Run project, sales, finance, fleet, and subcontractor operations.
  • Meet OSHA / ADOSH, ROC, insurance, customer-contract, and audit obligations.
  • Verify identity, prevent fraud, and secure the Platform.
  • Communicate work-related notices, reminders, and required acknowledgments.

3. Sharing

We do not sell personal information. We share information only with:

  • Service providers (hosting, security, email, analytics) acting on our behalf under confidentiality.
  • Payroll, benefits, or HR providers where applicable to support our workforce systems.
  • Legal and compliance advisors.
  • Regulators, insurers, and general contractors when verification or reporting is required.
  • Law enforcement when legally required.

4. User obligations

Employees and subcontractors may view only records they are authorized to view, and may not share information from the portal outside authorized business purposes. Misuse may result in discipline, termination, contractual action, or referral to law enforcement.

5. Data retention

Retention periods vary by record type. Signed records, certificates, and audit logs are append-only and retained at least as long as legal, payroll, safety, employment, insurance, contractor, or audit obligations require. See our Data Retention Policy for the full retention matrix.

6. Security

We use industry-standard safeguards including encrypted transport (HTTPS), encrypted storage, role-based access controls, and row-level security on the database. No system is perfectly secure; report suspected issues immediately to support@aeoutdoorliving.com.

7. Cookies, sessions & tracking

The Platform uses a small number of strictly necessary cookies and browser-storage values to keep you signed in, remember your language preference, and protect against fraud. We do not use third-party advertising cookies, sell personal information, or track you across unaffiliated websites for advertising. Aggregate, de-identified analytics may be used to monitor uptime, errors, and usage patterns to improve reliability.

8. AI features & how your data is used

AI features (such as the AE Hub Navigator, AI Bid Assistant, sales and roleplay coaches, and the wellness coach) process the information you submit in order to generate a response. Prompts and outputs are stored in our database so the company can audit AI usage, improve prompts, and meet record-keeping obligations. Wellness chats are treated as confidential and are not used for discipline or performance evaluation. AI providers we use are bound by contract not to train their public foundation models on our data.

9. Your choices

You may request access to or correction of your personal information. Deletion may be limited by legal or contractual obligation to retain certain records (see Data Retention).

10. State privacy rights (Arizona, California & others)

Depending on where you live, you may have rights to know what personal information we hold about you, to request a copy, to request correction, and to request deletion subject to legal exceptions. We do not sell or "share" personal information for cross-context behavioral advertising as those terms are defined under the California Consumer Privacy Act (CCPA/CPRA). To exercise a right, email support@aeoutdoorliving.com from the email on file. We may need to verify your identity before responding and will respond within the time required by applicable law.

11. Children

The Platform is not directed to children under 16 and we do not knowingly collect their data.

12. Changes

We may update this Policy. Material changes will be posted here with a new effective date.

13. Contact

Advant-Edge Decorative Curbing & Landscaping, Inc.
d/b/a AE Outdoor Living, AE Pools and Landscape, AE LEDs, Sonoran Glass
9715 W Peoria Ave, Peoria, AZ 85345
Phone: (623) 300-2589
Portal support: support@aeoutdoorliving.com
Office / admin: support@aeoutdoorliving.com