Privacy Policy
Seely AI Solutions LLC
Fort Wayne, Indiana
Effective Date: June 9, 2026
Last Updated: June 9, 2026
1. Introduction
Seely AI Solutions LLC ("Seely AI," "we," "us," or "our") provides AI-powered after-hours call answering and appointment-request capture for HVAC, plumbing, and related home-service businesses.
This Privacy Policy explains how information is collected, used, processed, delivered, stored, and deleted when callers interact with our AI call-handling service.
Our goal is data minimization. The service is designed to collect the information needed to help the business respond to the caller, deliver that information to the business, and avoid unnecessary storage on Seely AI-controlled servers.
Important distinction:
- Seely AI's server is designed to minimize local storage of caller data.
- Third-party vendors process call, speech, AI, email, and delivery data as part of providing the service.
- Google Sheets and owner notification emails are intentional delivery destinations and may retain caller-provided information after Seely AI delivers it.
- Business customers are responsible for managing records in their own Google Sheets, email inboxes, CRMs, exports, and other systems.
We do not sell caller information.
We do not use caller information for advertising or data-broker purposes.
2. Who This Policy Applies To
This policy applies to:
- business customers who use Seely AI Solutions
- callers who interact with the AI phone assistant used by a Seely AI customer
- information processed through our call-answering, appointment-request, urgent-call notification, and delivery workflow
This policy does not replace the privacy obligations of the HVAC, plumbing, or home-service business that receives caller information.
Once caller information is delivered to the business, that business may control copies of the information in its Google Sheet, email inbox, CRM, phone system, exports, or other records.
3. Information We May Collect During A Call
When a caller chooses to continue with the AI assistant, the service may collect information the caller provides during the call, including:
- caller name
- callback phone number
- email address, if provided
- service address
- issue or service description
- whether the issue appears to be an appointment request or urgent request
- preferred appointment day or time window
- access notes, such as gate codes, parking instructions, entry instructions, or location details
- urgency or emergency details, if provided
- basic call metadata such as call time, call duration, called number, caller number, call status, and call identifiers
- live transcript text generated from the call for the purpose of responding and extracting structured details
We do not intentionally collect:
- credit card numbers
- Social Security numbers
- bank account numbers
- government ID numbers
- protected health information
- information unrelated to handling the service request
Callers should not provide sensitive information that is not needed for the business to respond to the call.
4. AI Disclosure And Caller Choice
The call flow is designed to tell callers they are speaking with an AI assistant before the AI conversation proceeds.
The caller is asked to press 1 to continue.
If the caller does not press 1, the call ends and the AI conversation does not proceed.
This consent step is intended to provide transparency and caller choice before the assistant collects appointment-request or urgent-call information.
Business customers remain responsible for understanding laws that apply to their own business and service area.
5. How The Service Works
When callers contact a business after hours, Seely AI's AI-assisted system helps answer the call, collect relevant information, and deliver that information to the business.
To operate the service, trusted service providers may process call, audio, text, email, and delivery data. Vendor-specific details are described later in this policy.
Caller-provided information is delivered to the business through supported delivery destinations. Google Sheets is currently the primary structured delivery destination, and owner notification email is also used. Other delivery destinations or integrations may be supported later or by separate agreement.
Seely AI's server is designed to avoid unnecessary local storage of caller data after delivery.
6. How We Use Information
We use caller information to:
- operate the AI assistant during the live call
- understand what the caller is requesting
- distinguish appointment requests from urgent situations when possible
- collect enough information for the business to call back or take action
- write structured details to the configured delivery destination
- send owner/business notification emails
- troubleshoot service delivery and uptime using sanitized operational logs
- comply with legal, security, abuse-prevention, and operational obligations
We do not use caller information to:
- sell data
- rent data
- run advertising profiles
- send marketing emails to callers
- create long-term caller analytics databases
We do not currently use caller information to train Seely AI-owned AI models.
7. Seely AI Server Storage
Seely AI's server is designed to minimize local storage of caller data.
Our current server-side practices include:
- active application logs are intended to be sanitized
- raw transcripts are not intentionally written to active local files
- audio recordings are not intentionally written to local files
- appointment and urgent-call details are intended to be processed in memory and delivered to the business
- owner notification emails do not intentionally include full raw call transcripts
Operational logs may still include technical metadata needed for security, uptime, troubleshooting, and support, such as:
- basic timing information
- request paths
- status codes
- byte counts
- IP addresses in web server logs
- user agents
- call identifiers or masked identifiers
- delivery success/failure status
Seely AI does not currently store full call audio recordings, raw transcript files, or per-call analytics files on the production server by default.
8. Google Sheets And Other Delivery Destinations
Google Sheets is currently the primary structured delivery destination for call and lead information.
The service writes structured details to a Google Sheet configured for the business customer. Rows may include:
- call time
- caller name
- callback phone number
- service address
- issue description
- preferred appointment time or window
- caller email, if provided
- call identifier
Current Google Sheets writes do not intentionally include:
- full raw transcript
- audio recording
- raw conversational back-and-forth
Customer-controlled setup:
For Google Sheets delivery, the customer should own or control the destination Sheet. The customer grants Seely AI's Google service account the access needed to write rows, typically Editor access.
If a customer does not want to use Google Sheets, Seely AI can still deliver information by owner notification email. Other delivery destinations or integrations may be supported later or by separate agreement.
Retention:
Information written to Google Sheets remains in that Sheet until deleted by whoever controls the Sheet. The customer is responsible for access, retention, deletion, exports, and copies. If the customer copies or exports the data, Seely AI may not be able to delete those downstream copies. Other delivery destinations may have their own retention and access rules.
9. Owner Notification Emails And SendGrid
Seely AI uses Twilio SendGrid to send notification emails to the business owner or designated business contact after calls.
Notification emails may include structured information such as:
- appointment vs urgent classification
- caller name
- callback phone number
- service address
- issue description
- preferred appointment time or window
- caller email, if provided
- access notes, if captured
- short structured summary, if captured
- call time
- call identifier
Owner notification emails do not intentionally include the full raw call transcript.
Owner notification email subject lines do not intentionally include caller names.
SendGrid Open Tracking and Click Tracking are disabled for owner notification emails.
SendGrid may process email content and delivery metadata to deliver and troubleshoot emails. SendGrid may retain delivery/activity metadata such as recipient, sender, subject line, basic timing information, message ID, delivery status, bounce/spam events, SMTP responses, and related troubleshooting information.
Delivered emails may also remain in the business owner's email inbox or other email systems according to that owner's email retention practices.
Seely AI should not be understood as deleting email copies that have already been delivered to the business or retained by email providers.
10. Twilio
Seely AI uses Twilio for phone call routing and media streaming.
Twilio may process:
- caller phone number
- called Twilio number
- call identifiers
- call status
- basic timing information
- call duration
- webhook request information
- request/response troubleshooting metadata
- consent/Gather digit information
Seely AI does not currently use Twilio call recording features as part of the Service.
Twilio Media Streams are used to stream audio in real time so the AI call experience can function.
Twilio may retain call logs, metadata, and Request Inspector/debugging data according to Twilio's product behavior and retention practices.
11. Deepgram
Seely AI uses Deepgram for speech-to-text and text-to-speech.
Deepgram may process:
- live caller audio for speech-to-text
- assistant response text for text-to-speech
- generated assistant audio
- request metadata
- model/options/cost/usage metadata
Seely AI's production server does not intentionally store Deepgram audio or transcript files locally.
Deepgram may retain request, usage, or processing data according to Deepgram's policies, account settings, and service terms. Seely AI does not claim that Deepgram immediately deletes all request data.
12. OpenAI
Seely AI uses the OpenAI API to process conversation text so the assistant can respond during calls and help extract structured appointment or urgent-call details after calls.
OpenAI may process:
- caller transcript text
- conversation history
- system/assistant instructions
- caller-provided name, phone number, address, email, issue description, requested appointment window, and urgent-call details when those details are spoken during the call
- structured extraction prompts and outputs
Current production does not intentionally send live call audio directly to OpenAI.
OpenAI API inputs and outputs are not used for model training by default. Seely AI's current OpenAI API data-sharing settings are disabled.
OpenAI may retain API data temporarily for abuse/security monitoring unless stronger retention controls are approved and enabled.
Seely AI should not be understood as claiming that OpenAI stores nothing.
13. Other Vendors And Infrastructure
The service may also use supporting infrastructure for:
- server hosting
- domain routing
- TLS/HTTPS
- operational monitoring
- payment processing
- customer support
This policy focuses on the callbot data flow and its primary vendors.
14. Data Retention Summary
Seely AI server:
- designed to minimize local caller-data storage
- not intended to store active raw transcript files
- not intended to store local audio recording files
- may retain operational metadata needed for security, uptime, troubleshooting, and support
Twilio:
- may retain call metadata, phone-number metadata, webhook/debugging data, and Request Inspector data
Deepgram:
- processes live audio and assistant TTS data
- may retain request/usage metadata and other data according to its policies, account settings, and service terms
OpenAI:
- processes text, not live audio, in the current production flow
- API training/data sharing is disabled
- may retain API data temporarily for abuse/security monitoring unless stronger retention controls are approved
SendGrid:
- processes notification email content and metadata
- owner notification emails do not intentionally include full raw transcripts
- logs retain delivery/activity metadata according to SendGrid retention practices
Google Sheets:
- intentionally stores structured call/lead rows
- retention depends on who owns and controls the Sheet
Business/customer systems:
- delivered emails, copied rows, downloaded files, CRM entries, screenshots, exports, or other customer-controlled copies may remain outside Seely AI's direct control
15. Deletion Requests
Seely AI will respond to reasonable deletion requests consistent with applicable law and operational feasibility.
Because the system uses third-party vendors and customer-controlled destinations, deletion may require more than one step.
Depending on the request, deletion review may include:
- confirming whether Seely AI's production server currently retains any relevant local data
- deleting or requesting deletion of vendor-held records where practical and available
- reviewing SendGrid recipient-data erasure options where an email address is known
- reviewing Twilio call-log deletion options where a call record can be identified
- identifying Google Sheets rows that may need customer action
- asking the business customer to delete records in customer-owned Sheets, email inboxes, CRMs, or exports
Limits:
- Seely AI may not be able to delete records controlled by the business customer.
- Seely AI may not be able to delete delivered emails from the recipient's inbox.
- Seely AI may not be able to delete vendor metadata before the vendor's normal retention period if the vendor does not provide a deletion control.
- Seely AI may need enough information to identify the relevant call or record.
Deletion requests may be sent to:
16. Security Measures
Seely AI uses reasonable technical and organizational measures intended to protect the service, including:
- HTTPS/TLS for network communications
- SSH key-based server access
- limited production access
- production log minimization
- Google service-account credential file permission hardening
- SendGrid subject-line minimization
- exclusion of full raw call transcripts from owner notification emails
- SendGrid Open Tracking and Click Tracking disabled for owner notifications
- no intentional local audio recording storage
- no intentional active local transcript-file storage
No system is perfectly secure. Seely AI cannot guarantee absolute security.
17. Children's Privacy
The service is intended for calls to HVAC, plumbing, and related home-service businesses. It is not directed to children under 13.
If we learn that information from a child under 13 has been collected through the service, we will take reasonable steps to address it.
18. Changes To This Policy
We may update this Privacy Policy from time to time.
Material changes may be communicated to business customers by email, website notice, or another reasonable method.
The effective version will be the version posted publicly unless a separate written agreement says otherwise.
19. Contact
Seely AI Solutions LLC
429 E Dupont Rd #1200
Fort Wayne, IN 46825
Website: https://seelyaisolutions.com
Privacy: support@seelyaisolutions.com
Support: support@seelyaisolutions.com