Privacy Policy
Seely AI Solutions LLC | Fort Wayne, Indiana | Effective Date: March 2026 | Last Updated: March 2026
1. Introduction
Seely AI Solutions LLC ("Company," "we," "us," "our") operates an AI-powered appointment booking service for HVAC, plumbing, and related home service businesses. This Privacy Policy explains how we collect, use, disclose, and safeguard information when your customers interact with our Service.
Our Commitment: We do not sell, rent, or share customer information with third parties for marketing purposes. Customer data is collected, delivered to your business system, and permanently deleted from our infrastructure. We are a pipeline — not a data warehouse.
2. What Information We Collect
When a customer calls and interacts with our AI bot, we may collect:
- Personal Information: Full name, phone number, email address (if provided), physical service address
- Appointment Details: Requested appointment date and time, problem description, service type (heating, cooling, plumbing, emergency)
- Access Information: Gate codes, parking instructions, or specific location details provided by the caller
- Call Transcript: A real-time text transcription of the conversation used solely for appointment data extraction (see Section 3)
- Technical Data: Call duration, call timestamp, call SID (for operational records only — no customer data)
We Do NOT Collect:
- Credit card numbers, Social Security numbers, or financial data
- Audio recordings of calls (audio is processed in real-time and never stored)
- Any data beyond what is necessary to book a service appointment
3. AI Disclosure & Consent
Our Service answers calls using an AI voice assistant. Before any information is collected, every caller hears a consent message that:
- Discloses that the call may be transcribed for scheduling purposes
- Discloses that they will be speaking with an AI scheduling assistant
- Requires the caller to press 1 to affirmatively consent and continue
If the caller does not press 1, the call ends and no data is collected.
What This Means:
- Callers provide explicit, affirmative consent (press 1) before any data is collected
- Callers may hang up at any time to decline — no data is collected if they do
- This satisfies both one-party and two-party consent requirements in all U.S. states, including Indiana, Ohio, Michigan, Illinois, and California
- This satisfies federal AI disclosure requirements
- Indiana is a one-party consent state; our press-1 mechanism exceeds this requirement
No Audio Recording: Our Service does not store audio files of calls. We use real-time speech-to-text transcription only. The audio stream is processed by Deepgram and discarded immediately. Only the resulting text transcript is held temporarily in memory for processing, and then permanently deleted after delivery.
4. How We Use Your Information
We use collected information solely for the following purposes:
- Service Delivery: Extract appointment details and write them to the business owner's designated Google Sheet
- Owner Notification: Send an email to the business owner with booking details
- Immediate Deletion: After both delivery confirmations are received (Sheet write + email send), all customer data is permanently purged from our server logs and memory
- Operational Logging: We log only technical metadata (call SID, timestamp, delivery status) — never customer names, addresses, phone numbers, or transcript content
We Do NOT Use Your Data For:
- Marketing emails or promotions
- Sharing with third-party advertisers
- Selling to data brokers
- Profiling or automated decision-making beyond booking the appointment
5. How We Share Your Information
Customer data is shared in the following limited ways only:
- With the Business Owner's Google Sheet: Appointment details are written directly to a Google Sheet owned and controlled by the business. This sheet lives in the business owner's Google account — we have write access only via a service account, and do not access or read the data after writing.
- With SendGrid (Email Delivery): Business owner notifications are transmitted via SendGrid. SendGrid transmits the email and does not retain customer data beyond transmission.
- With Twilio (Telephony): Calls are routed through Twilio's infrastructure. Twilio processes call metadata (caller number, call duration) per their own privacy policy. We do not instruct Twilio to store recordings.
- With Deepgram (Transcription): Audio is streamed to Deepgram in real-time for speech-to-text conversion. Deepgram processes audio transiently and does not retain audio or transcripts beyond the duration of the call per our API configuration.
- With OpenAI (Conversation AI): Conversation text is processed by OpenAI's API to generate responses. We use API access only; data is not used to train OpenAI models per their API data usage policy.
- With Google (Sheets API): Appointment data is written directly to the business owner's Google Sheet via Google's Sheets API using a service account. Google's API infrastructure logs only metadata (timestamp, sheet ID) — not the data written. Data written to the Sheet is in the business owner's Google account immediately and permanently.
6. Data Retention & Deletion
Our data handling is designed to be ephemeral by default:
- During the call: Audio is streamed and discarded in real-time. Only text transcript is held in active memory.
- After the call: Transcript and appointment details are delivered to the business owner's Google Sheet and email address.
- After delivery: All customer data is immediately purged from server memory. Server logs contain only technical metadata (call SID, timestamp, delivery status confirmed) — no names, addresses, phone numbers, or transcript content.
- Log rotation: Server logs are automatically rotated and deleted on a 7-day cycle. Since logs contain no customer data, this is a belt-and-suspenders measure.
- Result: Zero customer PII is retained on our servers after delivery is confirmed.
Appointment Data in the Business's Google Sheet: Once data is delivered to the business owner's Google Sheet, it lives there under their control. They are responsible for managing and deleting that data per their own privacy obligations.
Your Right to Deletion: If you wish to have your information removed from a business's records, please contact that business directly — they control their Google Sheet. For any data transiently held by our infrastructure during an active call, contact us at privacy@seelyaisolutions.com and we will confirm deletion status within 30 days.
7. State-Specific Privacy Rights
A. California Residents (CCPA/CPRA)
California residents have the right to:
- Know what personal information has been collected
- Delete personal information (subject to certain exceptions)
- Opt-Out of sale or sharing of data (we do not sell data)
- Correct inaccurate information
To exercise these rights: Contact privacy@seelyaisolutions.com with proof of identity. We will respond within 45 days. Given our ephemeral data model, most data will have already been deleted before any request is received.
B. Indiana Residents (INCDPA — Effective January 1, 2026)
Indiana residents have the right to access, correct, delete, and obtain a copy of personal data. We will respond to verified requests within 45 days. Given our no-retention architecture, we typically hold no data beyond the duration of the call.
C. Other U.S. States
Our ephemeral data model — collecting only what is necessary, delivering it immediately, and deleting it — is designed to exceed the requirements of all current and emerging U.S. state privacy laws.
8. Security Measures
We implement the following security practices:
- Encryption in Transit: All data transmitted between our server, Twilio, Deepgram, OpenAI, Google Sheets API, and SendGrid is encrypted via TLS 1.2+
- Server Hardening: SSH key authentication only (no password access); firewall restricts inbound access to ports 22, 80, and 443 only; all other ports closed
- Intrusion Prevention: Automated fail2ban monitoring blocks repeated failed access attempts
- Automatic Security Updates: Unattended security updates enabled on all servers
- Ephemeral Data Design: Our primary security measure is not storing data. Data that doesn't exist cannot be breached.
- No Audio Storage: We never write audio files to disk. There is no audio to steal or breach.
- No PII in Logs: Server logs are explicitly configured to exclude all customer-identifiable information.
No Guarantee: While we implement strong security measures, no system is 100% secure. We cannot guarantee absolute security against all threats.
9. Third-Party Services
We use the following third-party services. Review their privacy policies independently:
- Twilio (Telephony): twilio.com/legal/privacy
- Deepgram (Speech-to-Text): deepgram.com/privacy
- OpenAI (Conversation AI): openai.com/privacy
- SendGrid (Email Delivery): sendgrid.com/policies/privacy
- Google (Sheets API & Cloud): policies.google.com/privacy
We are not responsible for third-party privacy practices. When data flows to these providers as described above, it is subject to their terms.
10. Children's Privacy
Our Service is not intended for use by children under 13. We do not knowingly collect information from children. If we become aware that a child under 13 has provided personal information, we will delete it immediately.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated to business customers via email with 30 days' notice. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.
12. Contact Us
Seely AI Solutions LLC Fort Wayne, Indiana Email: privacy@seelyaisolutions.com Website: seelyaisolutions.com
Privacy Policy Version 3.0No audio recording. No data retention. CCPA Compliant | INCDPA Compliant | Multi-State Ready | Ephemeral Data Model