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)

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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  Many states require one-party or two-party consent for call recording — you are solely responsible for ensuring proper disclosures are made to your callers
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  We provide an optional call recording disclosure message that your AI receptionist can play at the start of each call — we strongly recommend enabling this feature

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.

Our data retention practices:

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  We retain your information for as long as your account is active or as needed to provide you the Service
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  We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements
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  Call recordings and transcripts are retained for 90 days by default — you may request deletion of specific recordings at any time
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  When you cancel your account we will delete or anonymize your personal information within 90 days unless we are required to retain it by law

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

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

We use cookies and similar tracking technologies:

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  We use cookies to track activity on our website and hold certain information
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  You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent
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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 AI
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  Email: support@contractorautopilot.ai
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  Website: ContractorAutopilot.ai