Privacy Policy

Thermoi Technologies ("Thermoi," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website thermoi.com and use our AI phone assistant services ("Services").

1. Information We Collect

1.1 Information You Provide

We collect information you voluntarily provide when you:

• Create an account or register for our Services
• Schedule a demo or consultation
• Contact us via email, phone, or contact forms
• Subscribe to our newsletter or marketing communications
• Provide business information for service setup

This information may include your name, email address, phone number, business name, business address, and payment information.

1.2 Information Collected Automatically

When you access our website or Services, we automatically collect:

• Device information (browser type, operating system, device identifiers)
• Log data (IP address, access times, pages viewed, referring URL)
• Usage data (how you interact with our Services)
• Cookies and similar tracking technologies

1.3 Call Data

When a caller reaches our AI phone assistant on your business number, we record the call, transcribe it, and store the details the caller gave along with call metadata such as the number dialed, the time and the duration. We do this so we can hand you the call, and so you can check what was said.

Two different people are involved in that recording: you, our customer, and the person who called you. Section 1.4 is written for them.

1.4 If you called a business that uses Thermoi

This section is for you — the person who rang an HVAC company and spoke to Sara, our AI receptionist. You are not our customer, but we hold a recording of your voice, so you should know what we have and how to get rid of it.

Sara tells you she is an AI and that the call is recorded at the start of the call, before you are asked for anything. What we keep from that call is:

• An audio recording of the call, and a written transcript of it
• Your name and the phone number you asked to be reached on
• Your email address, if you gave one
• The service address where you need a technician
• What you said was wrong, in your own words, and the type and age of your system if you mentioned it
• The day and time window booked, if you booked one
• Any access instructions you gave — a gate code, a dog in the yard, where to park. We hold these because you told Sara so the technician could get to your property.

The transcript and the details above go to the HVAC business you called — they are the ones who decide what to do with them, and we hold them on their behalf so they can serve your job. The audio recording stays with us and our voice provider; the business does not receive it today. We do not sell any of it, and we do not use it to advertise to you.

You can ask us to delete your recording, your transcript and your details at any time, and you do not need to go through the contractor to do it. Email privacy@thermoi.com with the number you called from and roughly when you called, and we will remove them. You can also ask us what we hold about you.

2. How We Use Your Information

We use the collected information to:

• Provide, maintain, and improve our Services
• Process transactions and send related information
• Send promotional communications (with your consent)
• Respond to your comments, questions, and requests
• Monitor and analyze usage patterns and trends
• Detect, prevent, and address technical issues and fraud
• Comply with legal obligations
• Train and improve our AI systems

3. Information Sharing and Disclosure

We may share your information with:

• Service Providers: Third-party vendors who assist in providing our Services (payment processors, hosting providers, analytics services)
• Business Partners: Integration partners like calendar and CRM providers when you connect those services
• Legal Requirements: When required by law, subpoena, or other legal process
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you authorize us to share information

We do not sell your personal information to third parties for their marketing purposes.

4. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption, access controls, and regular security assessments. However, no method of transmission over the Internet is 100% secure.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

Call recordings and transcripts do not currently expire on a schedule. We keep them until someone asks us to delete them — either the business that received the call or the person who made it. Either can ask at privacy@thermoi.com. We would rather tell you that plainly than name a retention period we do not yet enforce.

6. Your Rights and Choices

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Object to or restrict certain processing activities
• Request data portability
• Withdraw consent where processing is based on consent
• Opt-out of marketing communications

To exercise these rights, please contact us at privacy@thermoi.com.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect usage information and improve our Services. You can control cookies through your browser settings. Some features of our Services may not function properly if cookies are disabled.

8. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

9. Children's Privacy

Our Services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child, we will take steps to delete such information promptly.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

11. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to delete personal information, and the right to opt-out of the sale of personal information. We do not sell personal information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of our Services after such changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us at: