Legal

Privacy Policy

Last updated: June 2026

1. Information We Collect

We collect information you provide directly to us when you:

  • Fill out a form on our website
  • Book an audit or consultation
  • Contact us via phone, email, or text
  • Subscribe to communications

This information may include your name, company name, email address, phone number, city, and details about your HVAC business.

We also collect information from callers and customers who contact an HVAC business that uses Airvvy, even if those callers never visit our website. When you call a phone number serviced by Airvvy, our AI receptionist answers, and we collect:

  • Audio recordings of the inbound call and written transcripts of what was said
  • The caller's name, phone number, service address, and the nature of the HVAC issue or request
  • Appointment details, scheduling preferences, and any notes the caller provides during the conversation
  • Content of SMS and chat messages exchanged with the AI

Callers are informed at the start of each call that the call is being handled by an AI assistant and may be recorded.

2. How We Use Your Information

We use the information we collect to:

  • Provide and improve our services
  • Schedule and conduct audits and consultations
  • Communicate with you about our services
  • Send you relevant information and updates
  • Respond to your inquiries and requests
  • Analyze and improve our website and marketing efforts

3. Call Recording, AI Processing, and Storage

Airvvy is an AI receptionist service. To answer calls, triage requests, and book jobs, we record, transcribe, and process the content of calls, texts, and chats. Specifically:

  • Recording and transcription: Inbound phone calls are recorded as audio and converted into written transcripts.
  • AI processing: Call audio, transcripts, and message content are processed by artificial intelligence, including Google Gemini, to understand the request, triage the issue, qualify the lead, and book or route the appointment.
  • Storage: Recordings, transcripts, message content, and the structured information extracted from them are stored securely using Google Cloud Storage and Firestore so the HVAC business can review calls and bookings.

We use this content to provide the Service, improve accuracy, and maintain records of bookings and customer requests. We do not sell call recordings, transcripts, or caller information.

4. Processing on Behalf of HVAC Businesses

When Airvvy answers calls and handles intake for an HVAC business, we process the personal data of that business's callers and customers on the business's behalf. In that role, the HVAC business directs how the data is used, and Airvvy acts as a service provider processing the data to deliver the Service. The HVAC business is responsible for providing any notices to, and obtaining any consents from, its own customers that applicable law requires. Callers and customers with questions about how a specific HVAC business handles their data should contact that business directly; they may also contact us using the details below.

5. Information Sharing and Sub-Processors

We do not sell, trade, or rent your personal information to third parties. We may share your information with:

  • Service providers who assist in operating our website and services
  • Professional advisors such as lawyers and accountants when necessary
  • Law enforcement or government agencies when required by law

To deliver the Service, we rely on the following sub-processors, each of which processes data only as needed to perform its function:

  • Google Cloud and Google Gemini: AI processing, call recording storage, transcription, and database hosting.
  • Twilio: telephony and SMS messaging.
  • Stripe: payment processing for subscriptions.
  • Resend: transactional and notification email delivery.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Your data is stored securely on cloud infrastructure with industry-standard encryption.

7. Your Rights

You have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your personal information
  • Opt out of marketing communications

8. Cookies and Tracking

We use cookies and similar tracking technologies to analyze website traffic and improve your experience. You can control cookie preferences through your browser settings.

9. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

10. Contact Us

If you have any questions about this privacy policy or our data practices, please contact us:

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