Privacy Policy

SmartTools for Biz ("we," "us," or "our") operates the website smartoolsforbiz.com and provides AI voice agent services for HVAC and home service businesses. This Privacy Policy explains what information we collect, how we use it, and your rights regarding your data.

By using our website or services, you agree to the practices described in this policy.

1. Information We Collect

Information you provide directly:

• Full name
• Business name
• Email address
• Phone number
• Industry and business type
• Message content submitted via our contact form

Information collected automatically:

• Browser type and version
• Pages visited and time spent on site
• Referring URL
• Device type (desktop/mobile)
• General geographic location (country/region level)

Information collected through our services:

• Call recordings and transcripts generated by your AI voice agent
• Appointment and booking data passed through calendar integrations
• CRM data synced through third-party integrations (Jobber, ServiceTitan, HouseCall Pro, Google Calendar, Salesforce, Zapier)

2. How We Use Your Information

We use the information we collect to:

• Respond to your inquiries and deliver our services
• Set up, configure, and maintain your AI voice agent
• Send service-related communications (onboarding, updates, support)
• Improve the performance and accuracy of our AI systems
• Process payments and manage your account
• Comply with legal obligations

We do not sell your personal information to third parties. We do not use your data for advertising purposes.

3. Call Recording Disclosure

Our AI voice agent service involves the recording and transcription of telephone calls. By using our service, you acknowledge and agree that:

• All calls handled by your AI voice agent may be recorded
• You are responsible for notifying your own customers that calls may be recorded, in compliance with applicable federal and state/provincial laws
• In US states requiring two-party consent (including California, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Oregon, Pennsylvania, and Washington), your AI agent must include a recording disclosure at the start of each call
• We configure this disclosure by default and recommend keeping it enabled

Call recordings and transcripts are stored securely and used solely to operate and improve your service. They are not shared with third parties except as required to deliver the service (e.g., your connected CRM or calendar).

4. Third-Party Services

To deliver our services we work with the following categories of third-party providers:

• Voice AI infrastructure — for real-time call processing and natural language understanding
• Workflow automation — for connecting your agent to calendars, CRMs, and business tools
• Cloud hosting — for secure data storage and processing
• Payment processing — for handling subscription billing
• Communication tools — for delivering call summaries and notifications

Each third-party provider operates under its own privacy policy and data protection practices. We select providers who meet appropriate security standards.

5. Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations:

• Contact form submissions — retained for 24 months or until you request deletion
• Call recordings and transcripts — retained for 90 days by default unless you request a different retention period
• Account information — retained for the duration of your subscription plus 12 months after cancellation
• Payment records — retained as required by applicable tax and accounting laws

6. Your Rights

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

All users:

• Request access to the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Withdraw consent where processing is based on consent

California residents (CCPA):

• Right to know what personal information is collected and how it is used
• Right to delete personal information
• Right to opt out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

Canadian residents (PIPEDA):

• Right to access your personal information
• Right to challenge the accuracy of your information
• Right to withdraw consent for collection or use of your data
• Right to file a complaint with the Office of the Privacy Commissioner of Canada

To exercise any of these rights, contact us at martin@smartoolsforbiz.com. We will respond within 30 days.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encrypted data transmission (HTTPS), access controls, and secure third-party infrastructure.

No method of transmission over the internet is 100% secure. While we take reasonable steps to protect your data, we cannot guarantee absolute security.

8. Cookies

Our website uses cookies and similar technologies for basic functionality and site performance. We do not use tracking cookies for advertising or behavioral profiling.

Types of cookies we use:

• Essential cookies — required for the site to function (session management, form submissions)
• Performance cookies — anonymous data on how visitors use the site, used to improve user experience

You can control cookie settings through your browser. Disabling essential cookies may affect site functionality.

9. Children's Privacy

Our services are intended for business owners and professionals. We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has submitted information through our site, contact us at martin@smartoolsforbiz.com and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our website or services after changes constitutes acceptance of the updated policy.

11. Contact Us

For any questions, concerns, or requests related to this Privacy Policy or your personal data:

SmartTools for Biz
Email: martin@smartoolsforbiz.com
Website: smartoolsforbiz.com