Privacy Policy
Effective Date: March 27, 2026 · Ascent AI Automations LLC · Washington State
Important — Call Recording Notice: The AI receptionist services provided through Ascent AI Automations record telephone calls. Washington State law (RCW 9.73.030) requires all parties to a conversation to consent to recording. Our clients are required to configure their AI receptionist to announce at the start of every call that the call may be recorded. By continuing a call after this announcement, callers consent to recording.
Ascent AI Automations LLC ("Ascent AI," "we," "our," or "us") respects the privacy of our clients and their customers. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.
1. Who This Policy Covers
This policy applies to two groups of people:
- Clients — HVAC companies and other businesses that contract directly with Ascent AI Automations for our services.
- End Users — Customers of our clients who interact with AI receptionists, chatbots, or booking systems that Ascent AI has built and operates on behalf of our clients.
2. Information We Collect
From Clients:
- Business name, contact name, email address, and phone number
- Billing information (processed by Stripe — we do not store full card numbers)
- Business configuration data (hours, services, dispatch rules, CRM credentials)
From End Users (callers and website visitors):
- Name, phone number, and service address provided during a call or chat
- Nature of service request (e.g., "furnace not heating," "AC installation quote")
- Call recordings and transcripts (when the client's AI receptionist is active)
- Appointment booking data (date, time, service type)
- IP address and basic browser data from website interactions
3. How We Use This Information
- To operate and deliver the AI receptionist, chatbot, and booking services
- To route calls, book appointments, and qualify leads on behalf of our clients
- To sync data into our clients' CRM systems (GoHighLevel)
- To send confirmation and follow-up SMS messages on behalf of our clients
- To improve the accuracy and performance of our AI systems
- To communicate with clients about their service, billing, and support
- To comply with legal obligations
We do not sell personal data to third parties. We do not use End User data for advertising purposes.
4. Third-Party Services
We use the following third-party services to deliver our product. Each has its own privacy practices:
- Retell AI — Powers voice AI calls and stores call recordings and transcripts. (retellai.com)
- GoHighLevel (GHL) — CRM platform where contact, opportunity, and conversation data is stored. (gohighlevel.com)
- n8n — Automation platform that routes data between services. Self-hosted on our VPS.
- Cal.com — Appointment booking. Stores booking and scheduling data. (cal.com)
- Stripe — Payment processing for client billing. We never see or store full card numbers. (stripe.com)
- Cloudflare — Website hosting and DNS. (cloudflare.com)
5. Data Retention
Call recordings and transcripts are retained for as long as the client's service agreement is active, plus 90 days after termination, unless the client requests earlier deletion or a longer retention period is required by law. CRM contact data belongs to the client and persists in their GHL account. Clients may request deletion of their data at any time by contacting us.
6. Security
We use industry-standard security practices including encrypted data transmission (TLS), access controls, and secure credential management. No system is 100% secure — we will notify affected parties promptly in the event of a data breach as required by applicable law.
7. Children's Privacy
Our services are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, please contact us and we will delete it.
8. Washington State Residents
Washington State residents may have additional rights under the Washington My Health MY Data Act and other applicable state laws. You may request access to, correction of, or deletion of personal data we hold about you by contacting us at the address below.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated version at this URL with a revised effective date. Continued use of our services after changes constitutes acceptance of the updated policy.
10. Contact Us
Questions about this Privacy Policy or requests regarding your data:
Ascent AI Automations LLC
Washington State
josh@ascentaiautomations.com
This document is provided for informational purposes. Ascent AI Automations LLC recommends consulting a licensed attorney to ensure this policy meets all applicable legal requirements for your specific business circumstances.