Privacy Policy

TradeFlow OS Pro ("TradeFlow," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our website at tradesflowos.com and our voice AI platform (collectively, the "Service"). Please read this policy carefully. If you disagree with its terms, please discontinue use of the Service.

1. Information We Collect

Information you provide directly

• Account registration: name, business name, email address, phone number, trade type.
• Billing: payment details processed by our third-party payment processor (Stripe). We do not store raw card data.
• Communications: messages or support requests you send us.

Information collected automatically

• Call data: recordings, transcripts, and metadata (duration, caller ID, timestamp) from calls handled by our AI receptionist on your behalf.
• Usage data: pages visited, features used, timestamps, IP address, browser type, and device identifiers.
• Cookies & tracking: session cookies to keep you logged in and anonymous analytics to improve the Service. You can disable non-essential cookies in your browser settings.

Information from third parties

• Phone carriers (inbound call routing metadata).
• Retell AI and Twilio (call handling infrastructure).
• Stripe (payment processing status).

2. How We Use Your Information

• Provide, operate, and improve the Service.
• Answer calls and capture leads on your behalf.
• Send you SMS summaries and notifications about your leads.
• Process billing and prevent fraud.
• Send product updates, onboarding emails, and support responses (you may opt out of marketing at any time).
• Comply with legal obligations.

3. Call Recordings & Transcripts

Our Service records and transcribes inbound calls to your TradeFlow number. These recordings are stored securely and are accessible only to you (the contractor account holder) and TradeFlow staff for support and quality purposes. Callers are notified via an automated disclosure that their call may be recorded, as required by applicable law.

You are responsible for ensuring any call recording practices comply with laws applicable to your jurisdiction (e.g., two-party consent states in the US, PIPEDA in Canada, applicable Mexican federal privacy law).

4. SMS Communications

When a caller consents during a call or submits an intake form, TradeFlow may send automated SMS messages to that caller on your behalf (e.g., appointment confirmations, follow-up texts). All SMS sent through our platform comply with TCPA (US), CASL (Canada), and LFPDPPP (Mexico) opt-out requirements. Recipients may reply STOP at any time.

5. How We Share Your Information

We do not sell your personal data. We share information only in these circumstances:

• Service providers: Retell AI, Twilio, Stripe, Railway (hosting), and similar vendors who process data on our behalf under data processing agreements.
• Legal requirements: if required by court order, subpoena, or applicable law.
• Business transfers: in connection with a merger, acquisition, or sale of assets, with advance notice to you.
• With your consent for any other purpose.

6. Data Retention

We retain your account data for as long as your account is active or as needed to provide the Service. Call recordings and transcripts are retained for 12 months by default; you may request deletion at any time. Billing records are retained as required by law.

7. Security

We use industry-standard safeguards including TLS encryption in transit, encrypted storage at rest, and role-based access controls. No method of transmission over the Internet is 100% secure; we cannot guarantee absolute security but commit to promptly notifying affected users of any breach.

8. Your Rights

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

• Access, correct, or delete personal data we hold about you.
• Object to or restrict certain processing.
• Data portability (receive your data in a machine-readable format).
• Withdraw consent where processing is based on consent.

To exercise any of these rights, email us at support@tradesflowos.com. We will respond within 30 days.

9. International Users

TradeFlow serves contractors in the United States, Canada, and Mexico. By using the Service, you consent to your data being processed in the country where our servers are located. We rely on appropriate safeguards (standard contractual clauses or equivalent mechanisms) for cross-border transfers.

10. Children's Privacy

The Service is not directed to individuals under 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected such data, please contact us and we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the revised policy on this page with an updated "Last updated" date and, for material changes, notify you by email. Continued use of the Service after changes constitutes acceptance.

12. Contact Us

Questions or concerns? Reach out at:

• Email: support@tradesflowos.com
• Website: tradesflowos.com