Privacy Policy

1. Who we are

VentroFlow is operated by [LEGAL ENTITY NAME], [ADDRESS] (“VentroFlow,” “we,” “us,” or “our”). We provide a done-for-you AI phone receptionist for HVAC and other home service businesses (our “Clients”). Questions about this policy: hello@ventroflow.com.

This policy covers our website at ventroflow.com and our AI receptionist service (the “Service”). It applies to three groups of people: visitors who contact us through our website, our Clients, and people who call a Client’s business and reach our AI receptionist (“callers”).

2. Information we collect

From our website form

When you ask us to contact you, we collect your name, business name, phone number, email, state, the number of trucks or technicians you run, the plan you’re interested in, and any message you write.

From our Clients

To set up and run the Service, we collect business details such as services, service area, hours, booking rules, on-call contacts, and calendar access, plus billing details. Card payments are handled by Stripe; we don’t see or store full card numbers.

From callers, on behalf of our Clients

When someone calls a Client and reaches our AI receptionist, we collect:

• Call audio recordings and written transcripts
• The caller’s name, phone number, and address
• Service details, such as the problem, equipment, and preferred appointment time
• Text messages sent to or from the caller, such as missed-call text-backs

We handle caller information for the Client whose business was called, and use it only to provide that Client’s Service.

Automatically

Our website host keeps standard technical logs, such as IP address, browser type, pages visited, and time of visit, to keep the site running and secure. We don’t use advertising or tracking cookies.

3. How we use information

• To provide the Service: answering calls, triaging emergencies, and alerting on-call technicians.
• To book appointments on our Clients’ calendars.
• To send call summaries and alerts to our Clients.
• To contact people who asked us to, including by demo calls, texts, and email, and to answer questions.
• To bill our Clients and manage their accounts.
• To keep the Service secure, fix problems, and improve call quality for our Clients.
• To meet legal obligations and enforce our Terms of Service.

4. Service providers we use

We share information only with companies that help us run our business, and only as needed for them to do that work:

• Netlify: hosts our website and receives website form submissions.
• Google Workspace: our business email.
• Stripe: processes subscription payments.
• [PROVIDER]: our voice and CRM provider, which handles calls, texts, recordings, transcripts, and contact records.

We also share a caller’s information with the Client whose business they called. We may disclose information if the law requires it, to protect people’s safety or rights, or as part of a merger or sale of our business, in which case this policy continues to apply.

5. Call recording and AI disclosure

Calls answered by the Service are recorded. Every call opens by telling the caller they’re speaking with an AI assistant and that the call may be recorded. Our Clients can’t turn this disclosure off.

6. Call recordings and transcripts

Call recordings and transcripts are stored by [PROVIDER] and kept for [RETENTION PERIOD], then deleted. We use them only to deliver and improve the Client’s Service, for example to write call summaries, check booking details, and fix mistakes. We don’t sell them or use them for advertising.

7. Phone calls, texts, and consent

We make automated calls and send automated text messages only to people who have given consent, such as by checking the consent box on our website form. Consent is not a condition of purchase. Message frequency varies, and message and data rates may apply.

Reply STOP to any text to opt out, or HELP for help. You can also email hello@ventroflow.com.

We never sell or share phone numbers or SMS consent with third parties for marketing purposes. No mobile information is shared with third parties or affiliates for marketing or promotional purposes. Text-messaging opt-in data and consent are not shared with any third party, except the service providers that deliver our messages.

8. Selling data, security, and children

• We do not sell personal data, and we don’t share it for cross-context behavioral advertising.
• Security: we use reasonable administrative, technical, and physical safeguards to protect information. No system is perfectly secure, so we can’t guarantee absolute security.
• Children: our website and Service are for businesses and are not directed at children under 13. We don’t knowingly collect information from children under 13. If you believe we have, contact us and we’ll delete it.

9. Your rights and choices

You can ask us to:

• Access the personal information we hold about you.
• Correct information that’s wrong.
• Delete your information, unless we need to keep it for legal or billing reasons.

How to ask: email hello@ventroflow.com with the subject “Privacy request” and tell us what you’d like. We may need to confirm your identity first, and we’ll respond within the time required by applicable law. We won’t treat you differently for making a request. If your request is about a call you made to one of our Clients, we’ll work with that business to handle it. Depending on where you live, you may have additional privacy rights under state law.

Opting out:

• Texts: reply STOP to any message.
• Calls: tell us during a call, or email hello@ventroflow.com, and we’ll stop calling.
• Emails: use the unsubscribe link in any marketing email, or email hello@ventroflow.com.

10. Changes and effective date

We may update this policy from time to time. We’ll post the new version here and change the date below, and we’ll email Clients about material changes.

Effective date: [DATE]

11. Contact us

[LEGAL ENTITY NAME]
[ADDRESS]
hello@ventroflow.com