Privacy Policy

TavaTrack LLC ("TavaTrack," "we," "us," or "our") is a Wyoming limited liability company, operated from Massachusetts, that provides an AI receptionist service for trade contractors available at tavatrack.com (the "Service"). This Privacy Policy describes how we collect, use, share, and protect information when you use the Service, visit our website, or communicate with us.

This Privacy Policy is incorporated by reference into the TavaTrack Service Agreement at tavatrack.com/service-agreement. By using TavaTrack, you agree to the practices described here. If you do not agree, please discontinue use of the Service.

1. Information We Collect Account data, caller data we capture for you, and technical data.

1.1 Contractor Account Information

When you sign up for TavaTrack, we collect:

• Business name, trade type (e.g., HVAC, plumbing, electrical, or other home services), and service area;
• Owner name, email address, and mobile phone number;
• Business hours, services offered, and emergency contact information;
• Subscription plan, add-ons, and billing information (payment card data is collected and processed by Stripe, not stored by us); and
• Onboarding intake responses used to configure your AI receptionist.

1.2 Caller Data Captured on Your Behalf

When your AI receptionist answers a call on your behalf, we collect information about the callers who contact your business, including:

• Caller name and phone number;
• Property address or service location;
• Job type and urgency description;
• Call recordings and full call transcripts, and AI-generated call summaries;
• AI-scored lead-quality ratings; and
• Appointment details where booking is enabled.

This information is collected to provide the core function of the Service: capturing leads and delivering them to you by SMS and in your dashboard, and (where enabled) booking appointments. We process this caller information on your behalf — see Section 6.

1.3 Automatically Collected Data

When you interact with our website and platform, we automatically collect certain technical data:

• IP address and browser/device type;
• Pages visited and time spent on the platform;
• SMS delivery logs and notification records; and
• Workflow execution logs used for troubleshooting and security.

2. How We Use Your Information To run the Service, support you, and keep it secure.

We use the information we collect to:

• Provide, operate, and maintain the Service;
• Deliver SMS lead notifications and appointment alerts to you;
• Configure and operate your personalized AI receptionist;
• Process payments and manage your subscription;
• Provide customer support and respond to inquiries;
• Monitor, secure, and improve AI accuracy and call quality; and
• Comply with legal obligations and prevent fraud and abuse.

We do not sell your personal information or your callers' personal information, and we do not use it for third-party advertising. We never resell your leads to any other contractor or party.

3. Automated Call Handling, Recording & AI Calls are recorded; an AI handles them. Here's how that works.

3.1 Recording and Transcription

The Service records and transcribes inbound calls to your connected number in order to capture leads, generate summaries, and (where enabled) book appointments. Some states require the consent of all parties to record a call. As the business operating the line, you are responsible for ensuring that call recording in your jurisdiction, and your callers' jurisdictions, is lawful, including providing any required notice or obtaining any required consent. You authorize TavaTrack to record and transcribe calls to provide the Service.

3.2 AI Processing

The receptionist is powered by probabilistic AI. To provide the Service, call audio, transcripts, and caller details are processed by our AI sub-processors (see Section 5) to understand the caller, extract information, summarize and score the lead, and draft messages. AI outputs may be inaccurate or incomplete and should be reviewed. The AI is configured to disclose that it is an AI assistant when asked.

4. SMS Messaging What texts we send, and your STOP/HELP controls.

4.1 Notifications We Send to You

As part of the Service, TavaTrack sends automated SMS messages to contractors to deliver lead notifications, appointment alerts, and service status updates. By signing up and providing your mobile number, you consent to receive these transactional messages.

4.2 Messaging the Service Sends to Your Customers

If you enable features such as the Reviews add-on or appointment messaging, the Service also sends SMS messages to your customers on your behalf (for example, review-request texts after a completed job). You are solely responsible for having the necessary consent for that messaging and for compliance with applicable law, as described in the Service Agreement.

4.3 Frequency, Rates, Opt-Out, and Help

Message frequency varies based on your call volume; during busy periods you may receive multiple messages per day. Standard message and data rates may apply. You may opt out of TavaTrack notifications at any time by replying STOP to any message; reply HELP for help, or contact support@tavatrack.com. Opting out of SMS does not cancel your TavaTrack subscription.

4.4 No Third-Party Sharing of Mobile Numbers

We do not share, sell, rent, or trade your mobile phone number to any third party for their own marketing or promotional purposes. Your mobile number is used solely to deliver TavaTrack service notifications. Text-messaging originator opt-in data and consent are not shared with any third parties or affiliates for marketing or promotional purposes.

5. How We Share Your Information A short, named list of service providers — nobody else.

We share information only with the following service providers (sub-processors), solely to operate and deliver the Service:

• Retell AI — voice AI call handling and transcription;
• Twilio Inc. — phone-number provisioning, telephony, and SMS delivery;
• Anthropic PBC — AI processing (caller-data extraction, summaries, lead scoring);
• Supabase Inc. — secure cloud database storage;
• n8n GmbH — workflow automation and webhook processing;
• Stripe Inc. — payment processing and subscription management;
• Jobber — CRM and job/appointment scheduling, where you connect it (booking writes caller name, phone, address, and job details into your Jobber account); and
• Cal.com — appointment scheduling, where you connect it.

Each sub-processor is engaged under terms requiring it to use your information only to perform services on our behalf and to maintain appropriate confidentiality and data-protection obligations. We may also disclose information if required by law, court order, or to protect the rights, property, or safety of TavaTrack, our customers, or others, or in connection with a merger, acquisition, or sale of assets.

6. Our Role: Controller and Processor You're the controller of caller data; we process it for you.

With respect to the personal information of your callers and customers handled through the Service, you are the controller (the party that determines the purposes and means of processing) and TavaTrack acts as a processor (service provider) that processes that information on your behalf, in accordance with the Service Agreement and this Privacy Policy. You are responsible for the lawful basis for collecting and processing your callers' information, and for providing any required notices and obtaining any required consents. With respect to your own contractor account information, TavaTrack acts as a controller.

7. Caller Privacy & Data Requests How your customers' requests are handled.

Because we process caller information on your behalf, a caller (your customer) who wishes to access, correct, or delete information captured by your AI receptionist should contact you, the contractor, who is the controller of that data. Upon your reasonable request, TavaTrack will assist you in responding to a verified caller request to the extent the data is within our systems. You are responsible for fulfilling your obligations to your callers under applicable law.

8. Data Security Commercially reasonable safeguards — but no system is perfect.

We implement commercially reasonable, best-effort technical and organizational measures to protect information, including:

• Encrypted data transmission (TLS/HTTPS);
• Database row-level security and protection of service-role keys;
• Restricted access to production credentials; and
• Regular review of workflow and integration security.

No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

9. Security-Incident Notice If something happens to your data, we tell you promptly.

TavaTrack will notify you without undue delay after confirming a security breach that affects your data, and will provide the information reasonably available to us to help you assess and respond to the incident, to the extent permitted by law and consistent with any ongoing investigation.

10. Data Retention How long we keep things, and what survives deletion.

We retain your account information and call records for the duration of your subscription. After cancellation, your data is retained for up to 90 days, after which it may be permanently deleted, except where we are required or permitted to retain it longer (for example, billing and tax records, backup cycles, or to establish or defend legal claims). On your written request following termination, we will delete or return your data, subject to those exceptions. Request any data export in writing before your subscription ends. De-identified and aggregated data described in Section 11 is not subject to deletion.

11. De-Identified & Aggregate Data Anonymous, non-identifying data we may keep to improve the Service.

TavaTrack may create and use de-identified and aggregated data derived from use of the Service — data that does not identify you, your business, or any individual — for any lawful business purpose, including operating, analyzing, securing, and improving the Service. This data does not identify any person and is not sold.

12. Your Privacy Rights Access, correct, delete, and opt out — including under U.S. state laws.

Depending on your jurisdiction, you may have the right to:

• Know the categories and specific personal information we hold, and the sources and purposes;
• Access a copy of your personal information;
• Correct inaccurate or incomplete information;
• Request deletion of your personal information;
• Opt out of the "sale" or "sharing" of personal information; and
• Not receive discriminatory treatment for exercising these rights.

"Do Not Sell or Share" attestation. We do not "sell" or "share" personal information as those terms are defined under the California Consumer Privacy Act (CCPA/CPRA) and similar U.S. state privacy laws, and we have not done so in the preceding 12 months. We honor recognized opt-out preference signals, including Global Privacy Control (GPC), where required.

To exercise any of these rights, contact support@tavatrack.com. We will verify your identity, may use an authorized agent where permitted, and will respond within the time required by law (generally within 45 days). If we decline a request, you may appeal by replying to our response. Callers should direct requests about caller data to the contractor (see Section 7).

13. Cookies & Analytics What we use to run the site — not for ad targeting.

Our website uses a minimal set of cookies and similar technologies necessary to operate the site and to understand basic, aggregate usage (such as pages visited and time on site). We do not use cookies for cross-site behavioral advertising and we do not sell or share information collected through them. You can control cookies through your browser settings.

14. International Users & Data Location U.S.-focused, with some processing outside the U.S.

The Service is intended for trade businesses in the United States. Information is primarily processed in the United States; certain sub-processors (for example, n8n GmbH, based in the European Union) may process limited data outside the United States. By using the Service, you understand that your information may be processed in the United States and other countries, which may have different data-protection rules than your own. Where required, we rely on appropriate transfer mechanisms.

15. Children's Privacy For business use by adults.

The Service is intended for business use by adults. We do not knowingly collect personal information from individuals under 18. If we learn we have collected information from a minor, we will delete it promptly.

16. Changes to This Policy We update with notice.

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above and, for material changes, notify active subscribers by email and/or in-product notice at least 14 days before the change takes effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.

17. Contact Us How to reach us.

For SMS-specific inquiries, reply HELP to any TavaTrack message and we will respond within one business day.