Security and Call Data for Your HVAC Shop
We explain how your receptionist handles recordings, caller information, and AI disclosure so you can decide what belongs on your phone line. Try the browser demo to hear the opening notice and see the call result.
A 14-day free trial on request, up to 100 minutesPrivacySecurity
Callers Hear the AI and Recording Notices First
Your receptionist opens each call by saying it is a virtual assistant and that the call is recorded. Those notices are part of the greeting and cannot be disabled.
Clear introduction
Callers hear that your business uses a virtual assistant before intake begins.
Recording notice
The opening greeting tells callers that their call is being recorded.
Required notices
Your greeting retains both disclosures when you change your business information.
More detail
The greeting identifies your receptionist as a virtual assistant and announces recording before collecting the caller's service details. You can hear that opening by placing a call in the browser demo.
For a no-heat call, intake then covers the service need and urgency under your shop's rules. For a tune-up request, the conversation can move toward an appointment. These different call paths share the same required opening notices. Read the call data policy for what we collect and how long we keep it.
Call Data Storage, Processing, and Retention
We use hosting and storage providers to keep call records and service providers to process them. Recordings follow your selected retention period; transcripts and summaries have a separate deletion schedule.
Call records
Your dashboard shows recordings, transcripts, and summaries from your business calls.
Service providers
Carriers, hosting, storage, and AI providers handle data needed for the service.
Retention choice
Choose 30 or 90 days for recordings before they are deleted.
More detail
Call data includes audio, recordings, transcripts, summaries, and caller numbers. Your business can review call records in the dashboard, and call alerts include the summary, urgency tag, transcript, and recording through email and app push notifications.
Hosting and storage providers hold data for the service. Telephone carriers and AI providers handle relevant call information as part of answering and processing calls. We keep transcripts and summaries while your account is open, then delete them within 30 days after closure or on request. Recording retention follows the 30-day or 90-day period your business chooses.
How AI Providers Handle Your Call Information
AI model providers process voice and text for the receptionist. Our AI model provider, OpenAI, does not use our API data to train its models by default, and we do not sell personal information.
Voice and text
AI providers process information used to answer and summarize your calls.
Training default
Our AI model provider, OpenAI, does not train on our API data by default.
Caller marketing
We do not use your callers' data for our own marketing.
More detail
AI processing is part of how your receptionist understands a cooling complaint, asks the next intake question, and produces a call summary. Voice and text model providers are among the service providers involved in delivering that work.
Our AI model provider, OpenAI, excludes model training from its default treatment of our API data. That describes training use; it does not mean a call bypasses the providers needed to process it. We never sell personal information or use callers' information for our own marketing. Your business decides which intake details it needs and why they are collected.
Choose Retention and Request Access or Deletion
Your business chooses the recording retention period and can request access, correction, or deletion by email. Callers can send a request to the business they called or contact us directly.
Recording settings
Keep recordings for your chosen period of 30 or 90 days.
Data requests
Email [email protected] to request access, correction, deletion, or an opt-out.
Caller requests
People who called your shop can contact your business or us.
More detail
Choose the recording period that fits how your shop reviews calls: 30 days or 90 days. Those recordings are deleted after the selected period. Transcripts and summaries stay while the account remains open and are deleted within 30 days after it closes or on request.
Send privacy requests to [email protected]. A caller can also ask the HVAC business directly, since that business decides the purpose of its intake. The privacy request details explain the information we collect. Review a sample call in the browser voice demo before adding your own business information.
Service Limits and Security Claims
We do not claim security certifications or HIPAA readiness, and healthcare use is not permitted. Your receptionist can make mistakes, so review call summaries and keep a backup way to be reached.
No certification claims
We do not claim completed security certifications or audits for this service.
No healthcare use
Do not use the receptionist to collect protected health information.
Review required
Check call summaries and maintain a backup way for people to reach you.
More detail
Our security information describes the service's data handling and controls without claiming certifications or completed audits. We do not offer healthcare use or claim HIPAA readiness. Keep protected health information out of the service.
For an HVAC shop, reviewing call summaries helps you check the address, reported problem, and requested next step before acting. The AI can make mistakes, and your business needs a backup way to be reached. Use the service terms to review your responsibilities, then request a free trial to test your shop's intake rules.