Who we are
Steady Guide AI LLC (“Steady Guide AI,” “we,” “us”) is a Connecticut limited liability company. We build and run AI phone receptionists, build websites with online booking, and manage local search listings, such as Google Business Profiles, for heating and cooling businesses. This policy explains what personal information we collect through our website, our services and our text messages, how we use it, and the choices you have.
Questions about this policy go to ben@steadyguideai.com.
The short version
- We collect what you send us, what our customers' callers say on calls we answer for them, what people enter when they book on websites we run for our customers, and basic technical data needed to run and protect our website.
- We use it to answer you, to run our services, and to keep things secure.
- We do not sell personal information, and we do not share it for advertising.
- We never share your mobile number or text-message consent with third parties or affiliates for their marketing.
- Our website uses no advertising cookies and no tracking pixels.
Information we collect
Information you give us
When you send a demo request (on our home page or our contact page) or email us: which of our services you're interested in, your name, your role, your shop's name, your email address, your mobile number if you give one, and whether you chose to receive text messages.
If you choose to fill them in, details about your shop so we can build a demo for it: your website, the town your shop is in and the towns you serve, the services you offer, team size, office hours, how after-hours calls and emergencies are handled today, how you schedule jobs, roughly how many calls you get, how you handle prices on the phone, and anything else you write in the message box. We may also read your shop's public website to set up the demo or to suggest changes to it.
Information collected automatically on our website
Our website is hosted on Cloudflare. To deliver pages and protect the site from attacks, Cloudflare processes technical data such as your IP address, browser type and the pages you request. Our demo request form uses Cloudflare Turnstile, a spam check that looks at signals from your browser and device to tell people from bots. Cloudflare handles that data under its own privacy policy and the Turnstile privacy terms.
When you submit the form, we store your IP address, browser information, and the date and time. If you opt in to texts, we also store the exact consent wording and its version, so we have a record of the consent you gave.
We do not use analytics, advertising or tracking cookies, tracking pixels or cross-site tracking. Cloudflare's security tools may keep small, strictly necessary items in your browser, such as a cookie or local storage, only to tell people from bots and keep the site safe. You can read more in Cloudflare's Turnstile Privacy Addendum.
Because we don't track you across sites or sell or share personal information for advertising, browser signals such as Global Privacy Control and Do Not Track don't change anything we do. We honor them anyway as a request not to sell or share your information.
Information about our customers
For businesses that sign up: business contact details, billing details, and the information needed to set up the receptionist, such as services, hours, service area, pricing rules and on-call contacts, for websites, the content and booking options the business wants on its site, and for local search, manager access to the business's Google Business Profile and the photos and details we keep up to date on its listings.
Information from calls we answer for our customers
When someone calls a business that uses Steady Guide AI, our receptionist answers on that business's behalf. We process the caller's phone number, the call audio, a recording and transcript where the business has recording turned on, and what the caller tells us, such as their name, address and the problem they're calling about. We handle this information for the business the caller was trying to reach, and that business decides how it's used.
Information from websites we run for our customers
When someone requests an appointment or sends a message on a website we built or run for a business, we process what they enter, such as their name, phone number, email, address, the problem they describe and the time they asked for, along with basic technical data needed to deliver and protect the site. We handle this information for that business so it can respond, and that business decides how it's used.
Reviews on listings we manage
When we manage a business's Google listing, we see the public reviews and questions people post there, including the name they post under, and we may reply on the business's behalf. Those replies are public, like the reviews themselves.
How we use information
- To reply to your request, schedule a demo, and set up a demo receptionist or sample website using the shop details you gave us. A demo is used only to show you how the service would work.
- To provide our services: answer calls, route emergencies, take messages, book appointments and send call summaries to the business, and deliver booking requests from websites we run to the business they were meant for.
- To send text messages you've agreed to receive (see below).
- To test, troubleshoot and improve each customer's receptionist.
- To bill customers and keep business records.
- To protect our website and services from fraud, spam and abuse.
- To meet legal obligations and enforce our agreements.
Text messages (SMS)
If you opt in to text messages from Steady Guide AI, we use your mobile number only to send the messages you asked for, such as replies about your demo request and, for customers, account and call alerts. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help.
We do not share, sell or rent your mobile phone number or your text-message opt-in data or consent to third parties or affiliates for marketing or promotional purposes. We may share this information with service providers that help us deliver our messages, such as our messaging provider, only to deliver the service. We do not share text-message opt-in data or consent for other purposes, except where disclosure is legally required.
Full details are in our SMS Terms.
How we share information
We share personal information only as described here:
- Service providers that run parts of our service for us under contract, limited to what they need: Cloudflare (website hosting, security, spam protection and storage of form submissions), Resend (email delivery; receives the lead details you submit to notify us of a new request), Google Workspace (email), Retell AI (the voice platform that runs calls, recordings and transcripts), Twilio (phone numbers, call connection and text messages), local search tools such as Localo (for the business listings we manage), domain registrars (to register a website domain in a customer's name), and providers of the AI models that let the receptionist understand and respond on calls.
- The business you called or booked with. Call details, recordings, transcripts and summaries go to the business whose line you called. Booking requests go to the business whose website you used.
- Legal and safety reasons, when required by law or to protect people, property or our rights.
- A business transfer, such as a merger or sale, with this policy continuing to apply.
We do not sell personal information, and we do not share it for cross-context behavioral advertising.
Call recordings
When recording is enabled, the receptionist gives a recording notice at the beginning of the call. The business must use a notice and consent process appropriate to the caller and the applicable law, and obtain consent where required. If you do not want to be recorded, say so before giving personal details; you can end the call and contact the business another way. Do not assume that asking automatically stops recording. The business controls its recording settings. Recordings and transcripts support call summaries, troubleshooting and agreed quality checks. Contact the business about a recording, or email us and we will pass your request along.
How long we keep information
Website form submissions are removed from our form database after 24 months from submission. If you checked the text-message box, we instead remove the optional shop details and message at 24 months and keep your name, company, email, phone, consent wording and version, submission time and IP address for up to four years from submission. A daily cleanup enforces those periods. Email correspondence and messaging-provider opt-out records are separate: we review those for deletion when no longer needed, while preserving the minimum opt-out information needed to avoid contacting you again. Customer call recordings, transcripts and booking requests follow the retention and return or deletion schedule agreed with that business and its providers. That schedule must be set before the service starts; legal retention requirements may apply.
Security
We use encryption in transit (HTTPS), restricted account access, spam protection and automatic deletion of website form records on the schedule above, and reputable providers to protect personal information. No system is perfectly secure, so we can't promise that information will never be accessed without permission. If we learn of a breach that affects your information, we will notify you as the law requires.
Your choices and rights
You can ask us to tell you what personal information we have about you, to correct it, to delete it, or to give you a copy. You can opt out of text messages at any time by replying STOP. Email ben@steadyguideai.com with your request. We'll confirm who you are before acting, and respond within 45 days.
Connecticut residents have rights under the Connecticut Data Privacy Act. We honor the requests above for everyone, whether or not that law applies to us. We won't treat you differently for using these rights.
If we deny a privacy request, you may appeal by replying to our decision or emailing us. We will explain the outcome and any further rights that apply.
If you called one of our customers, some requests are best handled by that business, since it controls its call records. We'll help direct your request.
Children
Our website and services are meant for businesses and adults. They are not directed to children under 13, and we do not knowingly collect personal information from them. If you believe a child has sent us personal information, email us and we'll delete it.
Changes to this policy
If we change this policy, we'll post the new version here and update the date at the top. If a change is significant, we'll give notice on this site or by email before it takes effect.
Contact
Steady Guide AI LLC
Groton, Connecticut
ben@steadyguideai.com