Privacy Policy

1. Introduction

Digital AI Foreman ("we," "us," or "our") operates an AI-powered automation platform designed for contractors and home service businesses, including HVAC, plumbing, roofing, electrical, and landscaping companies. Our platform is accessible at www.digitalaiforeman.com and is operated from Knoxville, Tennessee.

This Privacy Policy describes how we collect, use, disclose, and protect information in connection with our platform and services, which include AI receptionist, missed call recovery, lead qualification, review automation, scheduling automation, and integrations with third-party business tools.

Digital AI Foreman is a business-to-business (B2B) software-as-a-service (SaaS) product. Our clients are contractor businesses. When our clients use our platform, we may process data about their customers (homeowners, property managers, etc.) on their behalf. This policy covers both data we collect directly and data we process on behalf of our clients.

By using our platform, you agree to the practices described in this policy. If you are a client's customer and have questions about how your data is handled, we encourage you to contact the contractor business directly, as they are the data controller for your information.

2. Information We Collect

2.1 Client Business Information

When a contractor business signs up for Digital AI Foreman, we collect:

• Business name, address, phone number, and email address
• Contact information for business owners and authorized users
• Billing and payment information (processed securely via Stripe)
• Business type, trade category, and service area
• Account credentials and authentication data

2.2 Customer Data Processed on Behalf of Clients

When our clients use our platform to manage their business communications and operations, we may process the following data about their customers:

• Names, phone numbers, and email addresses
• Physical addresses (service locations)
• Call recordings, voicemails, and call transcripts
• SMS/text message content
• Appointment and scheduling details
• Lead and inquiry information
• Review and rating data from platforms such as Google Business Profile
• Invoice and job information synced from field service platforms

2.3 Usage and Technical Data

We automatically collect certain technical information when users interact with our platform:

• IP addresses and browser/device information
• Pages visited and features used within the dashboard
• Date and time of access
• Platform performance and error data

3. How We Use Information

We use the information we collect for the following purposes:

• Service delivery: To provide our AI receptionist, missed call recovery, lead qualification, review automation, and scheduling automation services to our clients.
• AI processing: To transcribe calls, generate AI responses, qualify leads, and automate communications using artificial intelligence and natural language processing.
• Integration sync: To synchronize data between our platform and third-party services that our clients have enabled, such as field service management tools, accounting software, and calendar systems.
• Billing and account management: To process payments, manage subscriptions, and communicate with clients about their accounts.
• Platform improvement: To analyze usage patterns, diagnose technical issues, and improve the reliability and performance of our platform.
• Compliance and legal obligations: To comply with applicable laws, regulations, and legal processes.

4. Data Processing on Behalf of Clients

Digital AI Foreman operates as a data processor when handling customer data on behalf of our contractor clients. The contractor business is the data controller for their customer data and determines the purposes and means of processing.

This means:

• Our clients are responsible for obtaining any necessary consents or providing required notices to their customers regarding data collection and processing.
• We process customer data solely according to our clients' instructions and for the purpose of delivering our services.
• We do not use customer data processed on behalf of clients for our own independent marketing or profiling purposes.
• Our clients may instruct us to delete, export, or modify customer data at any time.

If you are a homeowner or end customer of a contractor who uses Digital AI Foreman, please direct any data-related requests to the contractor business directly. We will cooperate with our clients to fulfill any such requests in a timely manner.

5. Third-Party Services & Data Sharing

We integrate with a number of third-party services to deliver our platform functionality. Data is only shared with third-party services that a client has actively enabled and connected to their account. We do not sell, rent, or trade personal data to any third party.

The following third-party services may receive or process data as part of our platform operations:

Service	Purpose	Data Shared
Twilio	Phone calls and SMS messaging	Phone numbers, call metadata, SMS content
Vapi	AI voice assistant	Call audio, caller information
OpenAI	AI language processing	Text content for AI analysis and response generation
Deepgram	Speech-to-text transcription	Call audio for transcription
ElevenLabs	AI voice synthesis	Text content for voice generation
Stripe	Payment processing	Billing information, payment details
Calendly	Appointment scheduling	Contact names, scheduling details
QuickBooks	Invoicing and accounting	Customer names, invoice data, payment records
Google Business Profile	Review monitoring and management	Business listing data, review content
Jobber / ServiceTitan / Housecall Pro	Field service management	Job details, customer records, scheduling data

Each of these services maintains its own privacy policy governing how it processes data. We encourage our clients to review the privacy policies of any third-party services they connect to our platform.

We may also disclose information if required by law, subpoena, or other legal process, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

6. Data Storage & Security

We take the security of your data seriously and implement appropriate technical and organizational measures to protect it.

• Hosting: Our platform is hosted on Railway, a cloud infrastructure provider, with servers located in the United States.
• Encryption in transit: All data transmitted between your browser and our servers is encrypted using TLS/HTTPS.
• OAuth token storage: Third-party integration tokens (such as those for QuickBooks and Google Business Profile) are stored server-side with appropriate access controls. Tokens are refreshed automatically and are not exposed to client-side code.
• Access controls: Dashboard access is protected by authentication. Administrative access to infrastructure and data stores is restricted to authorized personnel.
• Data storage: Application data is stored using server-side storage mechanisms with access limited to the authenticated client account.

While we implement commercially reasonable security measures, no system is completely secure. We cannot guarantee the absolute security of your data and encourage clients to use strong, unique passwords and to protect their account credentials.

7. Data Retention

We retain data for as long as necessary to provide our services and fulfill the purposes described in this policy.

• Active accounts: Client business data and associated customer data are retained for the duration of the client's active subscription.
• Call recordings and transcripts: Retained for up to 12 months from the date of the call, unless the client requests earlier deletion or a longer retention period is required by law.
• Billing records: Retained for a minimum of 7 years to comply with tax and financial reporting obligations.
• Account termination: Upon account termination or cancellation, we will delete or anonymize client data and associated customer data within 90 days, unless retention is required by law. Clients may request an export of their data prior to account termination.
• Backup retention: Backup copies may persist for a limited period after deletion from active systems as part of our standard backup procedures.

8. Cookies & Tracking

We use minimal cookies and tracking technologies on our platform.

• Authentication cookie: When a client logs into the dashboard, we set a session cookie to maintain the authenticated session. This cookie is essential for the platform to function and cannot be disabled while using the dashboard.
• No third-party tracking: We do not use third-party advertising trackers, social media pixels, or behavioral analytics cookies on our platform.
• No cross-site tracking: We do not track users across other websites or sell cookie data to any third party.

9. Your Rights

For our clients (contractor businesses):

• Access: You may request a copy of the data we hold about your account and your customers at any time.
• Correction: You may request that we correct inaccurate data in your account.
• Deletion: You may request deletion of your account and all associated data, subject to our legal retention obligations.
• Data export: You may request an export of your data in a commonly used, machine-readable format.
• Withdrawal of consent: Where processing is based on consent, you may withdraw your consent at any time. This will not affect the lawfulness of processing carried out prior to withdrawal.

For end customers of our clients:

If you are a homeowner or customer of a contractor who uses Digital AI Foreman, please contact the contractor business directly to exercise your data rights. As a data processor, we will work with our clients to fulfill your requests promptly.

To submit a data request, contact us at hello@digitalaiforeman.com. We will respond to verified requests within 30 days.

10. Children's Privacy

Digital AI Foreman is a business-to-business platform designed for use by contractor businesses and their authorized personnel. Our services are not directed at children under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected data from a child under 16, we will take prompt steps to delete that information.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will:

• Update the "Effective Date" at the top of this page.
• Notify active clients via email or through the platform dashboard prior to the changes taking effect.

We encourage you to review this policy periodically. Continued use of our platform after changes are posted constitutes acceptance of the updated policy.

12. Contact Information

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

Digital AI Foreman
Knoxville, Tennessee
Email: hello@digitalaiforeman.com
Website: www.digitalaiforeman.com