Privacy Policy

1. Who this applies to

OfficeAssist is software that service businesses (for example HVAC, plumbing, and electrical companies) subscribe to in order to run their office and field work. There are three groups of people whose information we handle:

• Visitors to this website who submit a demo request or SMS opt-in form.
• Business users — owners, administrators, and technicians whose accounts are created by their employer.
• The business's customers and prospects, whose information is entered by, or collected on behalf of, that business when it uses OfficeAssist.

For a business's own customer and job data, the business decides what to collect and why; we process that data on the business's behalf to provide the service. Questions about how a particular business uses your information are best directed to that business.

2. Information we collect

• Account information — name, work email address, role, and password (stored as a one-way hash) for business users. Accounts are created by the business's administrator; the apps do not offer public sign-up.
• Business data the business enters — customer names, addresses, phone numbers and email addresses, job and appointment details, equipment records, estimates, invoices and payment status, notes, technician schedules and time records, and message history (texts, web chat, call summaries, and voicemail transcripts).
• Photos you choose to capture or attach — job-site and equipment photos taken with the camera or selected from the photo library. The app only accesses the camera or photo library when you ask it to.
• Voice recordings you choose to make — voice notes and estimate dictation recorded while you hold the record control. The app does not listen in the background.
• Website forms — name, email address, mobile phone number, and message you submit through this website, including SMS opt-in consent.
• Call and message records — when a business uses our phone and text features, we record call metadata, transcripts, summaries, and message content needed to run the service.
• Messages from connected channels — when a business connects its Facebook Page, Google Business Profile, or a business email inbox, we receive the messages, reviews, or emails sent to that business, along with the sender's name and the identifier those services provide (for example a Facebook Page-scoped ID), so the business can read and reply in OfficeAssist. We only receive messages sent to the business, never your other conversations.
• Call recordings — if a business turns on call recording for calls its staff place through the business phone number, both parties hear a recording notice before recording starts. Recordings are kept for the period the business sets (90 days by default) and then deleted.
• Technician location (opt-in, mobile app) — a technician can choose to share their location so a customer can get an estimated arrival time. The app reads location only while it is open and only while the technician is on the way to that customer, never in the background. We keep only the most recent point, delete it when the technician arrives (or after two hours), and keep no location history. Customers see an arrival time in minutes, not a map.
• Ad click identifiers — if a business turns on Google Ads conversion reporting, when someone arrives from that business's Google ad we store the click identifier Google adds to the link (and campaign tags such as utm_source), so the business can learn that the ad led to a booking. We do not send names, phone numbers, or email addresses to Google for this.
• Technical and security data — server logs such as IP address, device type, and request timestamps, used to keep the service secure and working.
• Device-local cache (mobile app) — so technicians can keep working without a signal, the app stores a copy of recent schedule, customer, and job data, queued updates, and queued photos in encrypted-at-rest app storage on your device. Your sign-in token is kept in the platform's secure storage (iOS Keychain / Android Keystore). You can remove this data by signing out or deleting the app.

Apart from the opt-in technician arrival-time sharing described above, we do not collect device location. We do not collect your contacts or device advertising identifiers. To show jobs on a map, a business's customer service addresses may be converted to map coordinates by a geocoding provider.

3. How we use information

• To provide and operate the OfficeAssist service: scheduling, dispatch, job and estimate management, invoicing, messaging, and reporting.
• To authenticate users and keep accounts and data secure.
• To respond to inquiries, schedule demonstrations, and provide support.
• To send transactional communications — such as appointment confirmations, technician arrival updates, and support replies — for which consent has been given.
• To maintain, troubleshoot, and improve the service.
• To comply with legal obligations and enforce our terms.

We do not use your information for advertising, and we do not track you across other companies' apps or websites. The only exception is optional: a business may have us tell its own Google Ads account that an ad click led to a booking or payment, using only the ad click identifier described above.

4. AI processing

OfficeAssist includes AI features — for example summarizing calls, drafting replies, generating job briefs, suggesting estimate line items, transcribing voice notes, and analyzing photos. When a user invokes one of these features, the relevant content (such as a message, transcript, voice recording, or photo) is sent to our AI provider, OpenAI, to produce the result. We send only the information needed for the requested feature. Under our provider terms, content submitted through the API is not used to train OpenAI's models. AI output is a suggestion for the business's staff to review; AI does not set prices for customers.

5. SMS, calls, and payments

• SMS and voice: text messaging and phone features are delivered through our telecommunications provider, Telnyx. We only text people who have consented or who initiated contact. SMS consent is not shared with third parties or affiliates for marketing purposes. Message frequency varies; message and data rates may apply. Reply STOP to opt out or HELP for help.
• Payments: when a business collects payment from its customers, payment pages are hosted by Stripe. Card and bank details are entered on Stripe's pages (or tapped on a Stripe card reader) and are never stored by OfficeAssist or visible in the mobile app; we receive payment status and amounts.
• Facebook Messenger, Google reviews, and email: when a business connects these channels, messages are received from and replies are sent through Meta (Facebook), Google, and our inbound email provider. Replies are only sent when the business's staff choose to send them. Information received from these services is used only to show the business its own conversations and reviews, and is not used for advertising or sold.

6. Sharing

We do not sell your personal information and we do not share it for third-party advertising.

We share information only with:

• The business that uses OfficeAssist to serve you (which owns its customer data).
• Service providers that process data on our behalf under confidentiality obligations — cloud hosting and database providers, OpenAI (AI features), Telnyx (SMS and voice), Stripe (payments), email delivery providers, Google Firebase (mobile push notifications), and a geocoding provider (map coordinates for service addresses). Businesses may also connect optional integrations that they control, such as Meta (Facebook Messenger), Google (Business Profile reviews, Calendar, and Ads conversion reporting), accounting software (QuickBooks or Xero), consumer financing (Wisetack), and automation tools such as Zapier through webhooks.
• Authorities or other parties when required by law, to protect rights and safety, or in connection with a merger or sale of the business.

7. Retention

We keep information for as long as the business's account is active and as needed to provide the service, meet legal, tax, and accounting obligations, resolve disputes, and enforce agreements. Businesses can delete records they control. After an account is closed, we delete or de-identify its data within a reasonable period unless we are required to retain it. Content cached on a device is removed when you sign out or delete the app.

8. Your choices, access, and account deletion

• Business users can update their profile in the app or on the web. Because accounts are administered by your employer, account and data deletion requests are handled by emailing support@officeassist-ai.com; we will verify the request with the account's administrator and process it.
• Customers of a business can ask that business — or us at the same address — to access, correct, or delete their information, subject to applicable law.
• Text messages: reply STOP at any time to opt out; reply HELP for help.
• Device permissions: you can revoke camera, photo library, microphone, or location access at any time in your device settings; the related features will then be unavailable. Technicians can also turn location sharing off in their profile.
• Data received through Facebook, Messenger, or other connected channels: see how to delete your data.
• Depending on where you live, you may have additional rights (for example to know, correct, delete, or port your data). Contact us to exercise them.

9. Security

We use industry-standard safeguards, including encryption in transit (TLS), encrypted storage of sensitive secrets, role-based access so users only see their own business's data, and secure on-device storage for sign-in tokens. No system is perfectly secure, but we work to protect your information and will notify affected parties as required by law if a breach occurs.

10. Children

OfficeAssist is a business tool and is not directed to children under 13 (or under 16 where applicable). We do not knowingly collect information from children.

11. Changes to this policy

We may update this policy from time to time. We will post the updated version here and change the "Last updated" date; material changes will be communicated to businesses through the service or by email.

12. Contact us

Office Assist LLC
Email: support@officeassist-ai.com
Phone: (985) 333-0234