Privacy Policy

1. Introduction

ChairLink LLC operates a missed-call lead capture service under the Utility Inbox brand ("we," "us," or "our") for local service businesses ("Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our Service. Please read it carefully. By accessing or using the Service you agree to the terms of this Policy.

2. Information We Collect

2a. Information You Provide

• Business name, owner name, business phone number, and email address
• Notification contact preferences (phone and/or email)
• Billing and payment information processed via Stripe
• Service descriptions, FAQ content, and urgency rules you configure

2b. Information Collected Automatically

• Call data: Phone numbers of callers who reach your Utility Inbox line, call duration, call status, and call recordings
• Transcripts: Text transcriptions of calls handled by our automated answering service
• Lead information: Caller name, phone number, service requested, address, and urgency level as collected by our system during a call
• Usage data: Log files, IP addresses, browser type, pages visited, and timestamps

2c. Information from Callers

When a person calls a phone number managed by our Service, our automated system may answer, record the conversation, and extract lead information. Callers are informed that the call may be recorded. This recorded and extracted information is transmitted to the subscribing business.

3. How We Use Your Information

• To provide, operate, and maintain the Service
• To send lead notifications via SMS and/or email on your behalf
• To process payments and manage your subscription
• To send onboarding, setup, and transactional communications
• To detect, prevent, and address technical issues or abuse
• To comply with legal obligations
• To improve and develop our Service based on usage patterns

We do not sell, rent, or trade your personal information or caller data to third parties for marketing purposes.

4. Call Recording and Transcription

Our Service records and transcribes phone calls for the purpose of capturing lead information on behalf of subscribing businesses. You acknowledge and agree that:

• Calls to phone numbers managed by the Service may be recorded
• It is your responsibility to ensure callers are notified of recording in accordance with applicable state and federal laws (including all-party consent states)
• We provide a reasonable disclosure at the start of calls, but we make no warranty that this satisfies the requirements of every jurisdiction
• Recordings and transcripts are stored securely and accessible only to you (the subscribing business) and Utility Inbox personnel for support purposes

5. SMS Communications

By providing a mobile phone number and enrolling in SMS notifications, you consent to receive automated text messages from Utility Inbox related to lead alerts, account updates, and onboarding. Message and data rates may apply. You can opt out at any time by replying STOP to any message or by updating your notification preferences. We do not use your phone number for marketing SMS without your explicit consent.

6. Third-Party Service Providers

We use the following third-party providers to deliver the Service. Each operates under its own privacy policy:

• Telnyx — Telephony, phone number provisioning, and SMS delivery (telnyx.com/privacy)
• Vapi — AI-powered voice response and call handling (vapi.ai/privacy)
• Stripe — Payment processing and subscription management (stripe.com/privacy)
• Mailgun — Transactional email delivery (mailgun.com/privacy)
• Supabase — Secure database hosting and authentication (supabase.com/privacy)
• Vercel — Application hosting and content delivery (vercel.com/legal/privacy-policy)

These providers access data only as necessary to perform services on our behalf and are contractually obligated to protect it.

7. Data Retention

We retain your account data for as long as your subscription is active and for a reasonable period thereafter to comply with legal obligations. Call recordings and transcripts are retained for a default period of 90 days unless you request earlier deletion or a longer retention period is required by law. Lead and call log data is retained for the duration of your account. You may request deletion of your data at any time (see Section 9).

8. Data Security

We implement industry-standard technical and organizational measures to protect your data, including encrypted data transmission (TLS), encrypted data storage, access controls, and regular security reviews. However, no method of transmission over the Internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

9. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data, subject to legal obligations
• Portability: Request your data in a machine-readable format
• Opt-out of SMS: Reply STOP to any text message or contact us directly
• California residents (CCPA): You have the right to know what personal information is collected, to opt out of its sale (we do not sell personal information), and to non-discrimination for exercising your rights

To exercise any of these rights, contact us at support@chairpal.com.

10. Cookies

Our Service uses essential cookies and session tokens necessary for authentication and secure access to your account. We do not use third-party advertising or tracking cookies. You may disable cookies in your browser settings, but doing so may prevent you from accessing your account.

11. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately at support@chairpal.com and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a prominent notice in your account dashboard at least 14 days before the change takes effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please contact us: