Privacy

We collect information from multiple sources to provide our Service:

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  INFORMATION YOU PROVIDE DIRECTLY — Full name, business name, email address, phone number, business address, website URL, payment information (processed securely by Stripe — we do not store full card numbers), business hours and service area, industry type, Calendly booking links, CRM platform information, and any other information you provide in onboarding forms or communications
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  INFORMATION COLLECTED AUTOMATICALLY — IP address, browser type and version, device type and operating system, pages visited and time spent, referring URLs, cookies and similar tracking technologies
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  INFORMATION FROM YOUR CUSTOMERS — Names and contact information, service requests and descriptions, appointment details, call recordings and transcripts, text message conversations, chat conversation logs
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  INFORMATION FROM THIRD PARTIES — Calendly (booking and appointment data), Stripe (payment processing), Twilio (SMS and call data), Chatwoot (chat conversation data), CRM platforms you connect (Housecall Pro, Jobber, JobNimbus, ServiceTitan, Buildertrend, CoConstruct), Facebook and Instagram (social media DM data for Autopilot Pro customers)

You are responsible for ensuring your customers are aware that their calls, texts, and chats may be recorded and processed by our AI system.

We use the information we collect to:

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  Provide, operate, and maintain our Service
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  Configure and personalize your AI receptionist
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  Process payments and manage your subscription
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  Send you service-related communications
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  Send appointment confirmations and reminders to your customers on your behalf
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  Push lead and booking data to your connected CRM
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  Respond to your support requests
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  Improve and develop our Service
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  Monitor and analyze usage patterns
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  Detect and prevent fraud or abuse
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  Comply with legal obligations
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  Send you marketing communications about our products and services (you may opt out at any time)

Our Service is built on artificial intelligence, so it is important to be clear about what happens to your information when it is processed by an AI system:

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  HOW AI IS USED — Call audio, transcripts, chat messages, and business information are processed by AI systems (our own and those of third-party providers such as our voice, transcription, and language model vendors) in order to answer calls and chats, produce transcripts and summaries, draft estimates, and generate content for you.
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  WE DO NOT TRAIN AI MODELS ON YOUR DATA — We do not use your information, your customers' call recordings, transcripts, or messages to train, fine-tune, or otherwise improve any artificial intelligence model, whether our own or a third party's.
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  THIRD-PARTY PROVIDERS — We use business or enterprise tiers of our AI providers, under terms that prohibit those providers from using data submitted through our account to train their models.
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  AGGREGATED AND DE-IDENTIFIED DATA — We may use aggregated, de-identified statistics that cannot reasonably be used to identify you or any individual (for example, average call handling times or booking rates) to measure and improve the performance of the Service.
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  HUMAN REVIEW — A limited number of authorized personnel may review specific calls or messages when needed to investigate a support request, a suspected abuse or security issue, or a legal obligation.

Our Service handles two different kinds of personal information, and our role is different for each:

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  YOUR BUSINESS DATA — Where we collect information about you and your business as our own customer (account, billing, and usage information), we act as the business or controller and this Privacy Policy governs how we handle it.
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  YOUR CUSTOMERS' DATA — Where we handle personal information about the homeowners and end-customers who call, text, or chat with your business (names, phone numbers, addresses, service requests, call recordings and transcripts), we act as a service provider or processor on your behalf. You are the business or controller for that information.
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  WE PROCESS ON YOUR INSTRUCTIONS — We process end-customer personal information only to provide the Service to you, and we do not retain, use, or disclose it for any other purpose, including for our own commercial purposes, except as permitted by applicable law.
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  YOUR RESPONSIBILITIES — You are responsible for providing any notices and obtaining any consents that the law requires of you for the recording, texting, and processing of your customers' information, and for responding to their privacy requests. We will provide reasonable assistance with those requests.
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  NO SALE OR TARGETED ADVERTISING — We do not sell personal information, and we do not share it for cross-context behavioral or targeted advertising.

We do not sell your personal information. We may share your information in the following circumstances:

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  SERVICE PROVIDERS — We share information with trusted third-party service providers: Stripe (payment processing), Twilio (phone and SMS services), Vapi (AI voice services), Chatwoot (chat services), N8N (automation workflows), email service providers, and analytics providers. These providers are contractually obligated to protect your information.
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  CRM AND THIRD-PARTY INTEGRATIONS — If you connect a CRM or third-party platform to our Service we will share relevant lead and booking data with that platform as directed by you.
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  LEGAL REQUIREMENTS — We may disclose your information if required to do so by law or in response to valid legal process including court orders, subpoenas, or government requests.
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  BUSINESS TRANSFERS — If we are involved in a merger, acquisition, or sale of assets your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.
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  PROTECTION OF RIGHTS — We may disclose information when we believe disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

Our Service records and transcribes inbound phone calls handled by your AI receptionist. By using our Service:

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  You acknowledge and agree that calls will be recorded
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  You are responsible for complying with all applicable call recording laws in your jurisdiction and the jurisdictions of your customers
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  Several states (including California, Florida, Massachusetts, Pennsylvania, and Washington) require the consent of all parties to a recorded call — you are solely responsible for ensuring proper disclosures are made to your callers
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  Our AI receptionist does not currently play an automatic recording disclosure at the start of a call — the contractor is responsible for making any disclosure the law requires
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  Recorded audio is automatically deleted 90 days after the call; the written transcript is kept

Our Service sends SMS and text messages to your customers on your behalf as part of the AI receptionist features you subscribe to:

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  CONSENT AND OPT-IN — Before any SMS message is sent, our AI receptionist obtains express verbal consent from the customer during the phone call. The AI reads a disclosure script and messages are sent only after the customer verbally confirms. No SMS is sent without prior consent.
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  OPT-OUT AND STOP PROCESSING — Every outbound SMS includes opt-out language. Customers can reply STOP at any time to immediately unsubscribe. Our system processes STOP, CANCEL, END, QUIT, and UNSUBSCRIBE keywords automatically and instantly. Customers may reply HELP for support contact information.
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  MESSAGE TYPES AND FREQUENCY — Appointment confirmations and reminders, scheduling updates, quote and estimate follow-ups, customer inquiry responses. Typically 1-5 messages per interaction. Message and data rates may apply.
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  CARRIER DISCLAIMER — Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.
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  DATA COLLECTION — We collect phone numbers, message content, and delivery status for providing our Service and ensuring compliance. We do not sell or share phone numbers or message data with third parties for marketing purposes.
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  COMPLIANCE — You agree to comply with all applicable SMS and messaging laws including the Telephone Consumer Protection Act (TCPA) and the CAN-SPAM Act.

We keep your information only as long as there is a reason to keep it. Routine data lifecycle deletion is carried out automatically on the schedules below, and you may also request deletion at any time as described in this section:

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  While your account is active we retain your information as needed to provide the Service
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  OPERATING DATA — after cancellation, termination, or a trial that ends without a subscription, contacts, jobs, quotes, appointments, call transcripts and summaries, messages, photos, documents, and website content are retained for 12 months and then permanently deleted
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  CALL RECORDINGS — the audio of a recorded call is deleted 90 days after the call by an automatic daily job, whether or not your account is active. The transcript and summary are kept under the operating-data schedule above, so you keep the record of what was said
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  FINANCIAL RECORDS — invoices, payments, and expense records are retained for 7 years to meet tax record-keeping requirements, and are then permanently deleted
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  We do not delete your data at the moment you cancel: contracting is seasonal, and a business that returns within 12 months should find its records intact
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  You may request deletion of specific call recordings, or of your data as a whole, at any time by emailing support@contractorautopilot.ai. We will honor the request except where we are required by law to retain a record
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  We will retain and use information as necessary to comply with legal obligations, resolve disputes, and enforce our agreements
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  Deleted data may persist in encrypted backups for a short period before those backups age out. We may keep anonymized, aggregated statistics that cannot identify you or your customers

We implement industry-standard security measures to protect your information:

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  Encrypted data transmission (SSL/TLS)
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  Encrypted storage of sensitive credentials
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  Secure secrets vault for API keys and tokens
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  Access controls and authentication requirements
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  Regular security monitoring

No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information we cannot guarantee absolute security.

Depending on your location you may have the following rights regarding your personal information:

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  Access — Request a copy of the information we hold about you
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  Correction — Request correction of inaccurate information
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  Deletion — Request deletion of your information
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  Portability — Request a copy of your data in a portable format
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  Opt-out — Opt out of marketing communications at any time by clicking unsubscribe or contacting us
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  Restriction — Request that we restrict processing of your information
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  Appeal — Where your state's law provides it, appeal a decision we make about one of these requests

To exercise any of these rights please contact us at the information provided in the Contact Us section.

If you are a resident of a state with a comprehensive privacy law — including California (CCPA/CPRA), Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Texas (TDPSA), Utah, Oregon, Montana, and others as those laws take effect — you have additional rights. This section describes our practices in the terms those laws use.

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  CATEGORIES COLLECTED IN THE PRECEDING 12 MONTHS — Identifiers (name, business name, postal address, email address, phone number, IP address); commercial information (subscription, transaction, and payment records); internet or network activity (pages visited, referring URLs, cookie and device data); audio and electronic information (call recordings, transcripts, text and chat messages); geolocation data (where you enable time tracking or GPS features for your team); and professional or employment-related information (trade, service area, business hours, team members).
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  SOURCES — Directly from you, automatically from your use of the Service, from your customers when they contact your business, and from the third-party services you connect (such as booking, payment, messaging, and CRM platforms).
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  BUSINESS PURPOSES — Providing and securing the Service, processing payments, communicating with you and, on your behalf, with your customers, preventing fraud and abuse, and complying with legal obligations.
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  DISCLOSURES — We disclose personal information to service providers and subprocessors who perform these functions for us, and when required by law. We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not knowingly sell or share the personal information of consumers under 16 years of age.
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  SENSITIVE INFORMATION — We do not use or disclose sensitive personal information for purposes beyond those permitted without a right to limit under applicable law.
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  YOUR RIGHTS — To know or access, to correct, to delete, to obtain a portable copy, to opt out of sale, sharing, or targeted advertising, to opt out of profiling with legal or similarly significant effects, and to be free from discrimination for exercising any of these rights.
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  HOW TO SUBMIT A REQUEST — Email support@contractorautopilot.ai with the subject line "Privacy Request." We will verify your identity using information already associated with your account and respond within 45 days, extendable by an additional 45 days where permitted, and we will tell you if we need more time.
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  AUTHORIZED AGENTS — You may use an authorized agent to submit a request; we may ask the agent for proof of authority and ask you to verify your identity directly.
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  APPEALS — If we decline your request, you may appeal by replying to our decision with the word "Appeal." We will respond to the appeal in writing within the time your state's law requires, and will tell you how to contact your state Attorney General if you disagree with the outcome.
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  END-CUSTOMER REQUESTS — If you are a homeowner or customer of a contractor who uses our Service, the contractor controls that information. Please direct your request to that business; if you contact us we will refer your request to them and assist as their service provider.

We use cookies and similar tracking technologies:

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  We use cookies and similar technologies to operate the site, remember your preferences, and measure how the site is used
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  We use third-party analytics and advertising technologies, which may set cookies or similar identifiers in your browser
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  GLOBAL PRIVACY CONTROL — Our website recognizes and honors the Global Privacy Control (GPC) signal. When your browser or extension sends a GPC signal we treat it as a valid request to opt out of the sale or sharing of personal information and of targeted advertising, as those terms are defined under California, Colorado, Connecticut, and similar state privacy laws
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  We do not sell personal information for money. Some analytics and advertising cookies may qualify as a “sale” or “share” under state law, which is why the GPC signal is honored
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  You can also instruct your browser to refuse all cookies or to indicate when a cookie is being sent, and you may opt out by emailing support@contractorautopilot.ai
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  If you do not accept cookies some portions of our Service may not function properly

Our Service is not directed to individuals under the age of 18:

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  We do not knowingly collect personal information from children under 18
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  If we become aware that we have collected personal information from a child under 18 we will take steps to delete that information

We may update this Privacy Policy from time to time:

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  We will notify you of any changes by posting the new policy on this page and updating the "Last Updated" date
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  We will provide additional notice for material changes such as an email notification
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  Your continued use of the Service after changes become effective constitutes your acceptance of the revised policy

For questions about this Privacy Policy:

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  Contractor Autopilot, LLC
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  Email: support@contractorautopilot.ai
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  Website: ContractorAutopilot.ai