Privacy and call recording

We record the calls

Every call the desk answers is recorded, and the caller is told so in the first sentence, before they say anything. Florida law requires everyone on a call to know it is being recorded, so the notice is not optional and we do not switch it off on request. If a caller objects, the desk stops and hands the call to you.

What we keep, and for how long

The recording, a written transcript, and the booking it produced: the caller's name, phone number, service address and what they said was wrong with the air conditioning. Each recording is held for thirteen months from the day of the call and then an automatic purge deletes it. Thirteen months because a disputed invoice can arrive long after the visit, and the recording is how it gets settled.

Transcripts are meant to run on the same clock. Today the purge covers the audio only, so a transcript can outlive the recording it belongs to until we finish that job. We would rather write that here than let you find it out.

The demo on this site records as well. Press start, talk to the assistant in your browser, and that audio goes into the same store on the same thirteen months.

Ask us to delete one particular call and we will tell you when it goes, not that it has gone. Our records are append only by design, which is what stops anyone quietly editing a call log, and it means an erase is a separate job with its own credentials. That job is being built. Until it exists, the thirteen month purge is the deletion we can honestly promise you.

Who can hear it

You, and the people here who work on your desk. Three suppliers handle the call while it is happening, because it cannot happen without them: Twilio carries the phone line, Deepgram turns the speech into text and speaks the replies, and Google runs the model that holds the conversation. Cartesia speaks the replies instead on a desk set up that way, and, where a shop's configuration selects them, alternative speech providers named in that shop's agreement do the same. Cloudflare sits in front of this website and the dashboard, so a form you send us and a demo you run in your browser both pass through it before they reach us. They handle it to do that job for us and we name them here so you know who they are.

Past those three, nobody. We do not sell your customers' details, we do not share them with another shop, and we do not use one shop's calls to answer another shop's. Your customer's name, address and number go into your calendar or your field service software and stay there. Ask for a recording, a transcript, or all of them, and we send them to you.

The people who call you

Your customers are your customers. If one of them asks us what we hold on them, we will tell them and we will tell you. If they ask us to delete it, we pass that straight to you, and what we can do at our end today is the thirteen month purge above.

Text messages

When a caller agrees on a recorded call to receive a text, we keep their mobile number, the time of consent and the call it came from, and use them only for the messages described on our texting page. We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes. Message frequency varies by request. Message and data rates may apply. Reply STOP to opt out, HELP for help.

Twilio carries those messages, the same supplier that carries the calls. Nobody else sees the number. A STOP is blocked at Twilio as it arrives and written down at our end, so the next send is refused in both places.

This website

The forms on this site send what you type to us and nowhere else. No advertising pixel on any page, and the typefaces are served from this site rather than fetched from a font server. One exception, and it is ours: the dashboard login at app.ventlineai.com still loads its typeface from Google Fonts. One analytics script runs on this site, Cloudflare Web Analytics. It counts page views without cookies, local storage or fingerprinting, and it belongs to the same company that already carries every request to us. If you fill in the contact form, we hold your name, shop, phone and email so that we can call you back, and the box you tick there is what tells us we may call or text the number you gave.

VentLine AI, a Line AI Network brand, operated by Astrand Inc, Miami, Florida. Questions about any of this go to the contact page and a person answers them.