Terms and Conditions of Service
Last Updated: January 21, 2026
Acceptance of Terms: By accessing the website of The Plot Keepers™ ("we," "us," or "our") or by purchasing any of our services, you ("the Client") agree to be bound by these Terms and Conditions. If you do not agree with any part of these terms, you must not use our services.
Description of Services: The Plot Keepers™ provides mobile grave maintenance and compassionate care services in Alberta.
Scope: Our services are strictly limited to the cleaning, maintenance and care of the specific individual grave plot(s) identified by the Client.
Limitations: We are not affiliated with any cemetery, church, or municipality. We do not maintain general cemetery grounds, walkways, fences or surrounding landscapes. Our authority extends only to the specific plot you have hired us to tend.
Weather & Access: All services are subject to weather conditions and safe site access. If a site is inaccessible due to snow, mud, or road closures, we reserve the right to reschedule the service without penalty.
Payments and Billing
Payment Terms: Full payment is required upon booking to secure your spot on our schedule.
Travel Fees: Services outside our standard routes are subject to travel fees. These fees must be paid prior to the service date.
Subscription Renewal: For recurring packages (e.g. Season’s Promise), services are billed according to the interval selected at purchase.
Liability and Disclaimers
Stone Integrity: We use industry standard, non-abrasive methods (D/2 Biological Solution, soft brushes) to clean headstones. However, we are not liable for pre-existing damage, hairline cracks, or natural deterioration of stone surfaces that may become visible after cleaning.
Winter Care: Snow removal is performed using non-scuffing plastic tools. We strictly do not remove ice or frozen debris to prevent damage to the monument. We are not liable for damage caused by freeze/thaw cycles or cemetery maintenance crews (e.g. mowers hitting the stone).
Third-Party Removal: We are not responsible for items (flowers, solar lights, decor) that are removed, stolen, or damaged by cemetery staff, wildlife, or third parties after we have placed them.
Service Area & Travel
Routes: Subscription visits are performed on our pre-determined seasonal routes. Specific dates cannot be guaranteed for subscription packages.
Mileage: Clients agree to pay applicable mileage and overnight rates for requested visits outside of our standard zones ($0.95/km for custom trips).
Privacy: Your submission of personal information through our store is governed by our Privacy Policy, which can be viewed below.
Refunds & Cancellations: See our Refunds & Cancellation policy below
Governing Law: These Terms shall be governed by and construed in accordance with the laws of the Province of Alberta and the federal laws of Canada applicable therein.
Contact Information: Questions about the Terms of Service should be sent to us at:
The Plot Keepers™
Email: theplotkeepers@gmail.com
Phone: 780-728-7842
Refund & Cancellation Policy
Effective Date: January 21, 2026
At The Plot Keepers, we pride ourselves on reliability and compassionate service. We understand that plans change and we strive to be as accommodating as possible. However, as a service based business that incurs travel and scheduling costs, we adhere to the following Refund Policy.
Service Packages (Single & Multi-Visit)
Our policy differentiates between services that have not yet begun and services that are underway.
Prior to Service Commencement: If you wish to cancel a booked service (e.g. The "Keeper's Visit") or a subscription package (e.g. "Season’s Promise") before any work has been performed, you are entitled to a 100% full refund.
After Service Commencement: Once our team has completed the first scheduled visit or performed any on-site work associated with your selected package, the package becomes non-refundable in its entirety.
Why this policy exists: Our multi-visit packages (such as "Four Seasons" or "Season's Promise") are sold at a bundled rate based on a full-year commitment. We reserve time in our schedule and decline other work to accommodate these commitments.
Voluntary Cancellation of Remaining Visits: If you wish for us to stop maintaining the plot after a package has begun, you must notify us in writing via email.
We will immediately cease all future visits upon receipt of your request.
Please Note: No pro-rated refunds or partial credits will be issued for the remaining unfulfilled visits in the package.
Compassionate Add-Ons & Products
(Includes: Flowers, Letters, Wreaths, Solar Lights, etc.)
Because many of our add-ons involve purchasing physical goods or perishable items (like fresh flowers) specifically for your order, the following applies:
Refundable: You may receive a full refund for add-ons if you cancel before our team has purchased, ordered, or picked up the item.
Non-Refundable: Once The Plot Keepers™ has purchased the item, placed a special order with a vendor, or taken delivery of the product, the cost is non-refundable, even if the visit to the cemetery has not yet occurred.
Unforeseeable Circumstances (Weather & Force Majeure)
We operate outdoors in Alberta, where weather is unpredictable.
If we cannot perform a service on the scheduled date due to extreme weather (blizzards, severe thunderstorms, inaccessible roads), we will reschedule the visit for the next safe opportunity.
Weather delays do not constitute grounds for a refund unless the service is cancelled entirely by The Plot Keepers™
How to Request a Cancellation
To cancel a service or request a refund, please contact us in writing to ensure there is a clear record of your request.
Email: theplotkeepers@gmail.com
Subject Line: Cancellation Request - Order #
Privacy Policy
Last Updated: January 21, 2026
At The Plot Keepers™, we respect the sanctity of your family’s privacy. We are committed to protecting the personal information you share with us while using our services. This Privacy Policy outlines how we collect, use and safeguard your data in accordance with Alberta’s Personal Information Protection Act (PIPA).
Information We Collect
We collect only the information necessary to provide our services effectively:
Contact Information: Name, email address, phone number, and mailing address.
Service Details: The specific location of the plot, the name of the deceased, and any specific instructions regarding the site.
Payment Information: Payment data is processed securely through our third-party payment providers (e.g. Stripe). We do not store your credit card details on our servers.
Compassionate Content: Any text provided for our "Letters To Heaven" service.
How We Use Your Information
Your information is used strictly for the following purposes:
Service Fulfillment: To locate the plot, perform the maintenance, and deliver add-on services.
Reporting: To send you the "Peace of Mind" photo reports and service updates.
Communication: To schedule visits, send invoices or notify you of route availability (e.g. Waypoint Waitlist).
Photo & Media Policy
Service Reports: We take "Before & After" photos of the grave site to verify our work. These photos are sent privately to you via email.
Marketing Use: We will never post photos of your loved one’s specific grave on social media or our website for advertising purposes without your explicit, written consent.
Respectful Images: Any images taken are strictly focused on the plot maintenance and are treated with dignity.
Confidentiality of Messages
We treat the "Letters To Heaven" service with strict confidentiality.
The contents of your letter sealed and delivered by the staff member performing the service.
We do not store, copy or share the content of these letters.
Once the service is complete, any digital or physical copies of the letter are permanently deleted or respectfully disposed of.
Information Sharing
We do not sell, trade or rent your personal information to third parties. We may disclose information only if required by law or to protect the safety and rights of The Plot Keepers™.
Data Security
We implement industry standard security measures to protect your personal information from unauthorized access, alteration or disclosure. However, no transmission of data over the internet is completely secure and we cannot guarantee absolute security.
Contact Us
If you have questions about this policy or how your data is handled, please contact us:
Email: theplotkeepers@gmail.com
Phone: 780-728-7842
© 2025 The Plot Keepers™. All rights reserved.
Contact
14115 Township Road 551, Yellowhead County, Alberta T7E 3X4
Mon-Fri: 8:00 AM – 5:00 PM
The Plot Keepers™ Policies