Pilot Privacy Notice
HVACReceptionist.com is an early-stage pilot for independent HVAC businesses. The public demo uses generated sample data. Real caller data is processed only for a participating business after a separate pilot setup.
Information we process
- Caller contact details, such as a phone number and name.
- Service-request details, including ZIP code, HVAC issue, urgency, and requested appointment time.
- SMS content and operational call metadata.
- Security, audit, provider-request, and usage records.
Call recording and raw transcript storage are off by default. They are enabled only after the participating HVAC business approves a documented consent and retention process.
Why we process it
We use information to respond to an HVAC service request, check service-area fit, identify potential safety concerns, request or confirm an appointment, hand a lead to a person, honor opt-outs, prevent duplicates, secure the service, and monitor cost and reliability.
Who receives it
The HVAC business the caller contacted receives the lead information needed to respond. Infrastructure providers may process limited information to provide hosting, telephony, messaging, language-processing, monitoring, or calendar functions. The specific providers used for a real pilot are disclosed to that business during setup.
Retention and choices
The initial pilot retention target is 90 days unless a shorter period is agreed. Data is then deleted or de-identified unless it must be retained for security, disputes, or legal obligations. Opt-out suppression may be retained longer so automated messages do not restart.
Recipients may reply STOP to opt out of automated SMS or HELP for assistance. Access, correction, export, and deletion requests can be sent to support@hvacreceptionist.com. We verify the request and coordinate with the relevant HVAC business before acting on information it controls.
Security and international processing
We use tenant isolation, access control, webhook verification, audit records, secret management, data minimization, and usage limits. No online service can guarantee absolute security. Service providers may process data in the United States or other disclosed regions.
Changes and contact
We will update the effective date when this notice materially changes. Contact support@hvacreceptionist.com with privacy or support questions.