Privacy Policy

Effective 2026-08-28 · Last updated 2026-09-04

1. Who we are

Booked Board (“we,” “us,” “our”) is a marketing agency serving residential HVAC contractors. This policy explains what data we handle, why, who we share it with, and how long we keep it — both for our contractor clients and for the homeowners who contact those clients.

Questions about this policy or your data: contact@bookedboard.com.

2. The two kinds of people in this policy

We handle data about two distinct groups, and we treat them differently:

• Our clients — the HVAC contractors who hire us, and their staff.
• Homeowners — the customers who call, text, or submit a form to one of our clients. We handle a homeowner’s information only on behalf of the contractor they contacted, and only to run that contractor’s marketing (call tracking, missed-call follow-up, reporting).

3. What data we collect

Client and prospect data

• Business contact details (name, business name, email, phone, service area).
• Account and configuration data needed to run the service (tracked phone numbers, listing access, billing details).

Homeowner data (handled on our clients’ behalf)

• Call metadata for calls to a client’s tracked numbers — time, duration, source, and the caller’s phone number.
• The caller’s phone number specifically, used to send a one-time follow-up text when a call is missed.
• Call recordings and transcripts. Calls to a client’s tracked numbers are recorded. An announcement plays before the call connects, telling the caller that the call is recorded by that business and its service providers. The recording and its transcript are held by our call-tracking processor. We read the transcript to classify what the call was about (section 7); we do not store the recording or the transcript in our own systems — only the classification derived from it. A client may instruct us to switch recording off for any of their numbers, and where they do, no recording or transcript is made for that number.
• Information a homeowner provides directly — form submissions, email, and text replies.

We do not collect payment-card numbers, government identifiers, or health information from homeowners. The site does not ship analytics or advertising trackers at launch (see section 12).

4. Where the data comes from

• Directly from you (a client signing up, or a homeowner submitting a form or replying to a message).
• From a homeowner’s phone call to a client’s tracked number, captured by our call-tracking processor.
• From the service platforms a client already uses (their listing, their ad accounts) once they grant access.

5. How we use it

• To deliver the service — run call tracking, send missed-call follow-ups, manage listings and reviews, and produce monthly reports.
• To bill clients and support their accounts.
• To measure results in booked-jobs terms for the monthly report.
• To contact prospective clients. Where a contractor asks us for a market report, or where we identify a contractor as a potential fit for the service, we use their business contact details to prepare that report and to send business-to-business email about what we do. This applies to businesses, never to homeowners: homeowner information is not used to market anything to the homeowner, and does not leave the purpose the contractor they called collected it for. Section 9 explains how to stop receiving those emails.

We never sell personal information, and we do not share homeowner data with anyone other than the processors below and the contractor the homeowner contacted.

6. Third-party processors

We use the following vendors to deliver the service. Each processes data only as needed to perform its function, under its own privacy policy:

• Supabase — the database that stores every client, call, estimate, and report record in the service. Privacy policy.
• Twilio — SMS delivery + durable opt-out (STOP) enforcement. Privacy policy.
• WhatConverts — call tracking + call metadata. Privacy policy.
• Instantly — follow-up email delivery. Privacy policy.
• NiceJob — review requests + review capture. Privacy policy.
• DataForSEO — search-ranking + keyword data. Privacy policy.
• Google (Business Profile, Local Services Ads, Ads, PageSpeed) — listing management, local and paid-search advertising, site performance. Privacy policy.
• Netlify — hosting for this website. Privacy policy.
• Resend — transactional email delivery. Privacy policy.
• Anthropic — the AI service behind the automated drafting and analysis described in section 7. Privacy policy.

Your CRM (Growth tier only). For Growth clients we read job and dispatch records from the CRM the contractor already uses — Jobber, Housecall Pro, or ServiceTitan. Which one applies to your account is named in your order form, and that vendor’s own privacy policy governs the data held there. We read from it to attribute booked jobs; we do not write customer records into it.

Data we receive from Google. When a client grants us access to their Google accounts, we access their Google user data through Google’s APIs — their Business Profile listing and its insights, their Local Services Ads leads and performance, and their advertising campaign performance. We access it only to deliver and report on the marketing service described in this policy; we store only what that reporting and monitoring requires; and we share it only with the processors listed above. We do not sell it, do not use it for advertising, and do not use it to train models. Booked Board’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. A client can revoke our access at any time from the security settings of their Google account.

7. Automated processing and AI

Parts of this service are automated, and some of that automation uses AI. We would rather say so plainly than bury it.

• What AI is used for. Drafting review replies, drafting listing posts and campaign copy, summarizing call transcripts to flag which calls were genuine service requests, and generating the written analysis in monthly reports and prospect market reports.
• A human approves anything published. No AI-drafted content — no review reply, no listing post, no campaign — is published to a public profile without an operator reviewing and approving it first. AI drafts; a person decides.
• No automated decisions about people. Nothing in this service uses AI to make a decision that produces a legal or similarly significant effect about a homeowner. It does not price work, approve or deny anyone, or score individuals.
• Your data is not used to train models. We do not permit our AI provider to train models on client or homeowner data, and we do not train models of our own on it.
• AI output can be wrong. Automated summaries and estimates are indicative, not authoritative. Where a figure in a report is an AI-derived estimate rather than a measured value, the report says so.

8. Text-message (SMS) communications

This section governs the one automated text a homeowner may receive.

• What triggers a message. A single follow-up text is sent only when a homeowner calls a client’s tracked number and the call is missed. There is no marketing list and no recurring campaign.
• Consent basis. The homeowner initiated contact by calling the business; the follow-up text is a direct response to that inbound call.
• Sender and frequency. Messages are sent from a standard 10-digit local number, at most one message per missed call.
• Opt out any time. Reply STOP to stop all messages; reply HELP for help. Message and data rates may apply, depending on the homeowner’s carrier and plan.
• Durable opt-out. A STOP request is enforced at the carrier/messaging layer and persists — it is honored even after the underlying record is deleted under our retention schedule (section 10).
• We never sell or share mobile numbers. Mobile information collected for this message program — the homeowner’s phone number and their consent to be texted — is never sold, rented, or shared with third parties or lead generators for marketing or promotional purposes. It is shared only with the messaging provider that delivers the message on our behalf (section 6) and with the contractor whose call was missed. No mobile opt-in or consent data is shared with any other party for any purpose.

9. Email communications

• Who hears from us. Clients receive the service email their account requires — approval bundles, reports, invoices, and alerts. Contractors who asked us for a market report, or whom we identified as a potential fit, may receive business-to-business email about our services. Homeowners receive no marketing email from us at all.
• Opt out any time. Every commercial email we send carries an unsubscribe link and our postal address. You can also opt out by replying to any message, or by emailing contact@bookedboard.com. We act on the request promptly, and in every case within the ten business days the CAN-SPAM Act allows.
• Opting out is permanent. An email opt-out is recorded and checked before anything is sent. That record is deliberately exempt from the deletion schedule in section 10 — we keep it indefinitely, precisely so that no later process can contact you again having forgotten that you asked us not to.
• Service email is separate. A client who opts out of marketing email still receives the operational email their account depends on. Ending those means ending the engagement.

10. How long we keep it

• Homeowner phone numbers used for missed-call follow-up are deleted once the call is more than 24 months old. Deletion runs as a monthly sweep, so a number is removed on the first monthly run after it passes 24 months — within 24 months plus one deletion cycle, and never longer.
• Other homeowner contact details age out together with the records they belong to under our standard retention schedule.
• Client account and billing records are kept for as long as the account is active, and afterward as required for tax and legal purposes.
• Two categories are kept indefinitely, deliberately. Email opt-out records, and records confirming that call-recording disclosure was in place, are exempt from every window above. Deleting an opt-out would re-expose someone who asked not to be contacted; deleting a disclosure record would erase the evidence that a caller was told the call was recorded. Both are kept because deleting them would harm the person the record exists to protect.
• Text opt-outs work differently, and are no less durable. Our own record of a STOP request ages out under the 24-month schedule above. The opt-out itself does not: it is enforced at the carrier and messaging layer, which has no expiry, so the suppression outlives the record we hold (section 8).

11. Your rights

You may request access to, correction of, or deletion of your personal information by emailing contact@bookedboard.com. For homeowner data, we will route the request to the contractor on whose behalf we hold it, and act on their instruction. We respond within the time required by applicable law.

12. Cookies, tracking, and Do Not Track

This website does not ship advertising or analytics trackers at launch, and sets no non-essential cookies. We do not track you across other websites, and we do not permit third parties to collect personally identifiable information about your activity across other sites through this one.

Do Not Track. Some browsers can send a “Do Not Track” signal. Because this site performs no behavioral tracking, there is nothing for the signal to switch off, and it changes nothing about how we treat you. If we ever add a tracker, this section and a consent notice will be updated before it ships, and we will state at that point how the signal is honored.

13. Changes to this policy

We may update this policy. Material changes are reflected in the “last updated” date above, and, where required, communicated directly.

14. Governing law and contact

This policy is governed by the laws of the Commonwealth of Pennsylvania, without regard to its conflict-of-laws rules. Questions or requests: contact@bookedboard.com.