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Green State Restoration

Privacy Policy

Effective Date: November 6, 2026

Green State Restoration, Inc. ("Green State Restoration," "we," "us," or "our") is a property restoration contractor in Monroe, Washington. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use crm.greenstaterestoration.com (the "Site") — the online portal we use to run restoration jobs — or the Axial phone app our staff and contractors use on site (the "App", see Section 4), or when we perform restoration work for you.

Our public marketing website, www.greenstaterestoration.com, is a separate site with its own privacy policy. This policy applies only to the Site and the App above and to the restoration services we perform.

1. Information We Collect

Information You Provide

  • Name, mailing address, email address, and phone number
  • The address of the property where the loss occurred, and your relationship to it (owner, tenant, property manager)
  • Insurance details for the claim — carrier, policy and claim number, adjuster contact
  • Billing and payment records for your job
  • Documents, photos, and notes you upload or send us
  • Your electronic signature, together with the signer name, date, and time it was applied

Information We Create While Doing the Work

  • Photographs and video of the damaged property, taken before, during, and after restoration
  • Moisture, temperature, and humidity readings, drying-chamber logs, and equipment placement
  • Room measurements, sketches, and scopes of work
  • Job notes, schedules, crew assignments, and work records

Property Records

  • When a property is referred to us or we are asked to quote work, our staff may look up public records and licensed property data for that address — owner of record, mailing address, and basic property characteristics such as square footage, year built, and lot size — to confirm who is authorized to approve work and to scope the job accurately
  • Geographic coordinates for the property address, used for mapping, routing, and scheduling crews

Communications

  • Emails, text messages, and in-app messages between you and our team, and the date, time, and delivery status of each
  • Phone calls with our team, and voicemail messages you leave us. Calls may be recorded and transcribed for quality and training purposes, and a recorded announcement tells you so when the call connects. Voicemail messages are transcribed automatically
  • Video calls with a restoration specialist. Calls may be recorded, and screenshots may be captured from them, to document the loss — we will tell you when a call is being recorded

Account and Device Information

  • Account and sign-in information for portal users, and the session cookie that keeps you signed in
  • IP address, browser type, device information, and operating system
  • Pages visited and general usage of the Site
  • If you enable browser or mobile push notifications, the push subscription your browser or device issues

2. How We Use Your Information

  • Perform, schedule, supervise, and document your restoration job
  • Produce estimates, scopes of work, drying reports, photo reports, and invoices
  • Support your insurance claim and correspond with your carrier or adjuster at your direction
  • Communicate with you about your job by phone, email, text message, in-app message, and video call
  • Review recorded calls to train our staff and improve how we handle calls
  • Bill and collect payment, and maintain accounting records
  • Verify that the person authorizing work has the right to authorize it
  • Operate, secure, and improve the Site
  • Comply with legal, licensing, insurance, and recordkeeping obligations, and establish or defend legal claims

3. Automated Tools

We use AI-assisted tools inside the Site and the App to help our staff with routine work — summarizing job notes and recorded phone and video calls, drafting text, suggesting tags for photographs, and turning a recorded walkthrough into a draft scope of work. We may also use recordings and transcripts of our calls to improve our own tools, for example to check that our team asked everything a new job needs. Output from these tools is reviewed by a person before it is acted on. We do not use these tools to make automated decisions that have a legal or similarly significant effect on you, and we do not permit our AI providers to train their own models on your job data or your calls.

In the App, each person decides whether these tools may be used for what they send from it, and can change that at any time under Settings → Security → AI tools. If they say no, the photos, documents, calls, and questions they send from the App are not passed to these tools.

4. The Axial Phone App

Our staff and the contractors we hire use the Axial phone app (listed on the App Store as Axial Ops) to work on jobs on site. Accounts are created by invitation; there is no public sign-up. Besides the job information described above, the App collects the following from the people who use it.

Location

  • For job-time tracking, and only for staff in roles we track for job time. During the work days and hours set for you, the App records your phone's position about every 90 seconds, and when it arrives at or leaves a job site, so your time on each job fills itself in. Outside those hours, on your days off, and for roles we don't track, it records nothing
  • People at our office with permission can see where tracked staff are and the routes they drove during work hours, to plan the schedule and check job time. Position points are deleted after 90 days; the time records made from them are kept with our payroll and job records
  • If your role is tracked, the App asks you to turn location on before you can clock in. Everything else in the App works either way
  • When a customer signs a work authorization on one of our phones, the App first asks them whether to record where it was signed. If they agree, one location reading is stored with the signed document

Camera, Microphone, and Photos

  • The App uses the camera and microphone only while you use a feature that needs them: photos and video, room scans, live video calls, and recorded walkthroughs and narration
  • It saves photos, videos, and reports to your phone's photo library only when you choose to. To set a profile photo, it reads only the one picture you pick

Your Phone

  • When you sign in, the App registers your phone with us: an ID the App creates for that installation, the phone model, its iOS version, and the App version, plus the push token Apple issues if you allow notifications. We use these to keep you signed in, to send you notifications, and to sign the phone out if your access is removed
  • App lock uses Face ID or your passcode. That check happens on the phone: the App learns only whether it succeeded, and we never receive your face data
  • To take photos with a 360 camera, the App joins the camera's own Wi-Fi network

Removing Your Access

You can remove your access at any time in the App under Settings → Security → Remove my access, or as described on our Remove Account Access page.

5. Legal Basis and Choice

Most of the information above is information we need in order to perform your job and meet our legal obligations as a licensed contractor. Where we ask for your consent — text messages, call recording and transcription, marketing email — you may decline or withdraw it without affecting the restoration work itself.

6. Text Messages

If you give us your mobile number and consent, we text you about your restoration job — appointment and inspection reminders, job status updates, and secure links to join a video call. Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for help.

SMS consent is not shared with third parties. We do not sell, rent, or share mobile phone numbers, text-message opt-in information, or consent records with third parties or affiliates for their own marketing or promotional purposes. Your number is shared only with the messaging provider that delivers the message on our behalf, and with your own mobile carrier, so that the message reaches you. We keep a record of your consent, and of any opt-out, for as long as the law requires us to be able to prove it.

7. Third-Party Services

We use the following providers to run the Site and deliver our services. They process information on our behalf under contract, for the purposes described here:

  • Supabase — database, file storage, and authentication for job records, photos, and documents
  • Vercel — website hosting, plus cookieless usage and performance measurement
  • Resend — transactional and notification email
  • RingCentral — business phone calls, call recording, and voicemail transcription
  • Twilio — text messaging to and from customers
  • LiveKit — live video calls between customers and restoration specialists
  • Google Maps / Places — address autocomplete, mapping, and drive-time routing (subject to Google's Privacy Policy)
  • U.S. Census Bureau — a free public geocoding service, not under contract with us, that places a saved property's street address on the map. We send it the street address only, never names or contact details (see the Census Bureau's Privacy Policy)
  • Anthropic, Google, and OpenAI — the AI-assisted tools described in Section 3
  • Restitute — insurance-claim review for the jobs we link to it: it compares the carrier's estimate with ours, reads the claim documents and calls we send it, and its assistant answers our staff's questions about the claim
  • Property data providers — county assessor and public-record data used for the property lookups described in Section 1
  • Push notification services — Apple, Google, and browser push services deliver notifications you have opted into

8. Cookies and Tracking

We use a small number of cookies and browser storage entries, described in our Cookie Policy. We do not use advertising cookies and we do not run cross-site tracking. You can manage or clear cookies and site data through your browser settings.

9. Data Sharing

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We may share it with:

  • Your insurance carrier, adjuster, or their representatives, in connection with your claim and at your direction
  • Subcontractors and trade partners assigned to your job, limited to what they need to perform their work
  • Service providers who help us operate the Site and deliver our services (Section 7)
  • Professional advisors — attorneys, accountants, our own insurers — as needed
  • Law enforcement or government agencies when required by law, or to protect our rights, our people, or public safety
  • A successor in connection with a business transfer (merger, acquisition, or sale of assets)

10. Data Retention

We keep job records — including photographs, readings, scopes, signed documents, and invoices — for as long as needed to complete the work and then for the period required by our contractor licensing, insurance, tax, and warranty obligations, and by the statutes of limitation that apply to construction work in Washington. Our phone provider keeps call recordings for 90 days; transcripts and call notes made from them are kept with the job record. Text-message consent and opt-out records are kept for as long as we are required to be able to evidence them. Information we no longer need is deleted or de-identified.

11. Your Rights

Depending on your location, you may have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your personal information
  • Opt out of marketing email, and of text messages (reply STOP)
  • Opt out of the sale of personal information (we do not sell your data, but you may still make this request)

To exercise any of these rights, contact us at info@greenstaterestoration.com or (425) 300-6431. We will not discriminate against you for exercising them. Note that we may need to keep certain job records even after a deletion request, where law, our insurers, or an open claim or dispute require it — we will tell you if that is the case.

12. Security

We implement reasonable technical and organizational measures to protect your personal information, including encrypted connections (HTTPS), encrypted storage at our hosting providers, role-based access controls that limit staff to the jobs they work on, expiring secure links for documents sent to you, and secure management of credentials. However, no method of transmission over the Internet is 100% secure.

13. Children's Privacy

The Site is not directed to children under 13 years of age, and we do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Your continued use of the Site after any changes constitutes acceptance of the revised policy.

15. Contact Us

Green State Restoration, Inc.
16642 146th St SE, Suite 101
Monroe, WA 98272
Phone: (425) 300-6431
Email: info@greenstaterestoration.com