Privacy Policy

CrewBooked.ai (referred to as "CrewBooked," "we," "us," or "our") operates crewbooked.ai and provides AI-powered lead capture, call answering, and follow-up services for HVAC contractors and other home services businesses. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the rights you have over your information.

By using our website, completing our qualification form, or calling our demo number, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use our services.

01What Information We Collect

We collect information in three ways: information you give us directly, information collected automatically through your use of our site, and information we receive when you interact with the CrewBooked phone or messaging system.

Information you provide directly

• Contact details such as your first name, business name, email address, and mobile phone number, submitted through our qualification form.
• Business qualification details such as the number of calls you miss per week and your average job value.
• Voice recordings and transcripts when you call our demo number at (912) 913-2338 or use a CrewBooked-provisioned phone line.
• Messages you send to a CrewBooked phone number by SMS.

Information collected automatically

• Device and browser data such as IP address, browser type, operating system, referring URL, and pages viewed.
• Usage analytics including page load times, click events, and session duration, gathered through privacy-respecting analytics tools.
• Cookies and similar technologies used to remember preferences and measure site performance. You can disable cookies in your browser at any time.

Information collected through the service

• Caller information for calls answered by Riley on your behalf, including caller phone number, the reason for the call, address provided, and any scheduling details.
• Conversation history across calls, SMS, and follow-ups handled by Riley, Scout, and Chase.
• Calendar and booking data when CrewBooked integrates with your scheduling tool to confirm appointments.

We do not knowingly collect information from anyone under 18 years old. If you believe we have collected information from a minor, contact us and we will delete it.

02How We Use Your Information

We use your information only for the purposes described below. We do not sell your personal information to third parties.

• To provide the service answering calls, capturing leads, sending SMS replies, booking appointments, and following up with your customers on your behalf.
• To review your qualification application determine whether CrewBooked is a fit for your business and prepare a personalized response within 24 hours.
• To communicate with you respond to inquiries, send transactional messages, share onboarding instructions, deliver service updates, and provide support.
• To send marketing messages only when you have opted in. You can unsubscribe at any time through the link in any marketing email or by replying STOP to any text.
• To improve the service analyze call recordings, transcripts, and conversation history to improve Riley, Scout, and Chase. Recordings used for training are de-identified and aggregated.
• To prevent fraud and protect security detect abuse, debug technical issues, and protect the integrity of the service.
• To comply with legal obligations respond to lawful requests, enforce our Terms of Service, and protect our rights or those of others.

03SMS Messaging and Consent

What messages you will receive

• Account and transactional messages confirming your qualification submission, scheduling a discovery call, sending onboarding links, and providing service status updates.
• Customer service replies answering questions you send to our text line.
• Marketing messages only when you have opted in separately. These may include occasional product updates, case studies, and offers.

Frequency, cost, and carriers

• Message frequency varies based on your interaction with us. Typical volume is fewer than ten messages per month.
• Message and data rates may apply, based on the plan you have with your wireless carrier. CrewBooked does not charge you for receiving SMS messages from us.
• Carriers are not liable for delayed or undelivered messages.
• Supported carriers include AT&T, T-Mobile, Verizon, U.S. Cellular, and most other U.S. wireless carriers.

How to opt out

Reply STOP to any message from CrewBooked to unsubscribe. You will receive one final confirmation message and no further texts will be sent unless you opt back in.

For help, reply HELP or contact us at hello@crewbooked.ai.

Use of mobile data

The mobile phone numbers you provide to us are used solely to deliver the messages described above. We do not share, sell, or rent mobile opt-in data or consent to any third party for marketing or promotional purposes. Information sharing with subprocessors is limited to what is required to deliver the message, as described in the next section.

04Third Party Tools We Use

We use carefully selected service providers to operate CrewBooked. These providers process information on our behalf and are bound by contractual obligations to protect it. They are not permitted to use your information for their own purposes.

• Telephony and SMS infrastructure Twilio and equivalent carriers to send and receive calls and text messages.
• AI voice and language models to power Riley, Scout, and Chase. Conversation data is processed under enterprise terms that prohibit reuse for model training without our explicit consent.
• Hosting and storage Amazon Web Services and Netlify to host our application and store data.
• Email delivery Postmark for transactional email and a separate provider for any marketing email you opt into.
• Analytics a privacy-respecting analytics provider to measure aggregate site usage. We do not use cross-site advertising trackers.
• Scheduling integrations Jobber, Housecall Pro, and similar field service platforms, only with your explicit authorization.
• Payment processing Stripe for billing. CrewBooked never sees or stores your full credit card number.

A current list of subprocessors is available on request by emailing hello@crewbooked.ai.

05Payment Processing

When you purchase the Revenue Leak Report ($47), payment is processed securely through Stripe, our third-party payment processor. CrewBooked does not store your credit card or payment information. Stripe collects and processes your payment data in accordance with their own Privacy Policy. By completing a purchase you agree to Stripe's terms of service. The information you provide during checkout, including name and email, is used to deliver your report and may be used to follow up regarding CrewBooked services.

06Data Retention

We retain personal information only for as long as needed to provide the service and meet our legal obligations.

• Qualification form submissions retained for up to 24 months unless you become a customer, in which case retention follows the customer record below.
• Customer account records retained for the duration of your subscription and for up to 36 months after cancellation, for tax, accounting, and dispute resolution purposes.
• Call recordings and transcripts retained for up to 18 months by default. You may request shorter retention in your service agreement.
• SMS conversation logs retained for up to 18 months.
• Analytics and server logs retained for up to 13 months in identifiable form, then aggregated or deleted.
• Marketing opt-in records retained for as long as you remain subscribed, plus 24 months after unsubscribe to honor the opt-out.

You may request earlier deletion at any time. See "Your Rights" below.

07Your Rights

Depending on where you live, you may have the following rights regarding your personal information.

• Right to access request a copy of the personal information we hold about you.
• Right to correct ask us to fix information that is inaccurate or incomplete.
• Right to delete ask us to delete personal information we hold about you, subject to legal retention requirements.
• Right to opt out opt out of marketing email and SMS at any time without affecting your account.
• Right to portability request a copy of your information in a portable format.
• Right to non-discrimination we will not penalize you for exercising any of the rights above.

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what categories of personal information are collected and the right to opt out of any sale of personal information. CrewBooked does not sell personal information.

To exercise any of these rights, email hello@crewbooked.ai. We will respond within 30 days. We may request reasonable verification of your identity before fulfilling requests.

08Contact Us

Questions about this Privacy Policy, our data practices, or your rights? We respond to every email personally.

Privacy Contact

CrewBooked Support

Email

hello@crewbooked.ai

Website

crewbooked.ai

Response Time

Within 24 hours, Monday to Friday.

We may update this Privacy Policy from time to time. When we make material changes, we will post the new policy here and update the "Last updated" date at the top of this page. For significant changes, we will notify you by email or text.