Effective date: July 31, 2026

1. Who we are and what ArborPhone is

Arbor Probate Research, Inc. (“Arbor,” “we,” “us,” or “our”) is the data controller for the information described in this policy. ArborPhone is an internal staff tool used by Arbor employees for company case-related communications. It is not a consumer product. All ArborPhone accounts are company accounts provisioned by an administrator on our staff’s behalf — there is no self-signup, and the app is not available for public registration.

This policy explains what ArborPhone collects, why, who processes it on our behalf, and how long we keep it.

2. Information we collect

Through ArborPhone we collect and process:

  • Your account email address;
  • The business phone number(s) assigned to your account;
  • Call logs and call durations;
  • Voicemail recordings and their machine-generated transcriptions;
  • Call recordings (on recording-enabled lines — see Section 4);
  • The content of SMS and MMS messages, including any attached media;
  • Push notification tokens (used to deliver notifications to your device);
  • A per-install device identifier that distinguishes one app installation from another.

Your device contacts stay on your device

With your permission, ArborPhone reads your device address book solely to display caller names locally on your device so you can recognize who is calling or messaging. Your contact data is never transmitted to our servers or to any third party. This matching happens entirely on the device.

3. Why we use this information

We use ArborPhone data only for the operation of our business:

  • Company telephony — placing and receiving calls, voicemail, and messaging;
  • Case record-keeping in the company’s customer relationship management (CRM) system;
  • Delivering call and message notifications to staff.

We do not use ArborPhone data for advertising. We do not run analytics or tracking on it, we do not sell it, and we do not share it except with the service providers listed in Section 6, who act only on our instructions.

4. Call and voicemail recording

Calls placed or received on recording-enabled lines are recorded, and callers are given a spoken announcement that the call is being recorded before recording begins. Voicemails left for staff are recorded and machine-transcribed. Recordings and transcriptions are retained as business records in accordance with Section 7.

5. Notifications and push

Message previews and caller information are delivered to your device as push notifications through Apple Push Notification service (APNs) and Google Firebase Cloud Messaging (FCM). Incoming calls are signaled to your device using VoIP push so the app can ring.

6. Service providers (processors)

We rely on a small number of service providers who process ArborPhone data strictly on our instructions and only to provide their service to us:

  • Twilio — telephony and SMS/MMS transport;
  • Google (Firebase Cloud Messaging) and Apple (APNs) — delivery of push notifications;
  • Our hosting provider — operation of our servers and storage.

There is no third-party “sharing” of ArborPhone data beyond these processors.

7. Retention and deletion

Communications with heirs may constitute records of our legal-practice work and are retained by company policy for as long as our record-keeping and legal obligations require. The in-app “delete” action removes items from an employee’s views on their device only; it does not erase the underlying business record.

To ask a question, or to make a data access or deletion request, contact privacy@arborprobate.com. We honor such requests subject to our legal-hold and record-retention obligations.

8. How we protect your information

  • Data is encrypted in transit using TLS;
  • Credentials are stored using hardware-backed secure storage — the biometric secret never leaves the device’s secure enclave / keystore;
  • Server access is restricted by role;
  • Sensitive actions are recorded in an audit log.

9. Changes to this policy

We may update this policy from time to time. When we make material changes, we will revise the effective date above and post the updated policy at this address. Continued use of ArborPhone by staff after an update constitutes acknowledgement of the revised policy.

10. Contact us

For any privacy questions or requests regarding ArborPhone:

Arbor Probate Research, Inc.
3411 Silverside Road
The Baynard Building — Ste 104B
Wilmington, DE 19810
Tel: (866) 706-2202  |  Fax: (302) 300-1318
Email: privacy@arborprobate.com