Privacy Policy

Last updated: May 2026

This Privacy Policy explains how Front AI Agent ("we," "us," or "our") collects, uses, and protects information when you visit frontaiagent.com or use our AI receptionist service. By using our services, you agree to this Policy.

1. Who We Are

Front AI Agent provides AI receptionist services to HVAC businesses across the United States and Canada. You can reach us at hello@frontaiagent.com.

2. Information We Collect

2.1 Information you provide directly

  • Name, email, phone number, and business details when you book a discovery call, start a free trial, or contact us
  • Business information you share during onboarding, including services, pricing, hours, service area, and FAQs used to configure your AI agent
  • Payment information (processed by our payment processor; we do not store full credit card numbers on our systems)

2.2 Information from your customers (collected through the AI receptionist)

  • Caller name, phone number, and the reason for their call
  • Appointment booking details
  • Call recordings and transcripts

2.3 Automatically collected information

  • Pages visited on frontaiagent.com and approximate location
  • Device type, browser, and referral source
  • Cookies and similar technologies (see Section 7)

3. How We Use Information

We use the information we collect to:

  • Provide, operate, and improve the AI receptionist service
  • Configure your AI agent based on your business inputs
  • Communicate with you about your account, billing, and service updates
  • Generate performance reports and monthly tuning recommendations
  • Respond to your enquiries and provide customer support
  • Comply with legal obligations and protect against fraud or abuse

We do not sell your personal information or your customers' personal information to anyone, ever.

4. Call Data: What Happens to Your Customers' Calls

When customers call the AI receptionist:

  • The call is processed by our voice AI infrastructure partners to generate the conversation
  • A transcript and summary are saved to your own Google Sheet, which you own and control
  • Call recordings are retained for 90 days to support quality monitoring and the monthly AI tuning session, then deleted unless you request longer retention in writing
  • You are responsible for complying with call recording disclosure laws in your state or province (most US states are one-party consent, but some require two-party; we recommend a brief disclosure in your AI greeting where required, and can configure this during onboarding)

5. Who We Share Information With

We share data only with trusted third-party providers needed to deliver the service:

  • Voice AI infrastructure (to generate AI conversations)
  • Telephony providers (to route calls)
  • Workflow automation tools (to sync data between systems)
  • Calendar and email platforms (when you connect them, such as Google Calendar)
  • Payment processors (to bill subscriptions)
  • Hosting and analytics services (to run our website)

All providers are required to handle your data in line with their own privacy commitments and applicable law. We do not share data for advertising, marketing, or any purpose unrelated to delivering your service.

We may also disclose information if required by law, court order, or to protect the rights, property, or safety of Front AI Agent, our clients, or the public.

6. Data Retention

  • Account information: retained while you are a client and for up to 12 months after your account closes
  • Call transcripts and lead data: stored in your own Google Sheet; you control retention and deletion
  • Call recordings on our systems: 90 days, then permanently deleted
  • Backups: securely held for up to 30 days after deletion
  • Billing records: retained for 7 years as required by US tax law

If you cancel, we provide a full export of your data within 48 hours on request.

7. Cookies and Analytics

frontaiagent.com uses essential cookies to keep the site functioning and analytics cookies (such as Google Analytics) to understand how visitors use the site. You can disable analytics cookies in your browser settings. We do not run advertising trackers or sell visitor data.

8. Your Privacy Rights

Depending on where you live, you may have the right to:

  • Access the personal information we hold about you
  • Correct inaccurate information
  • Request deletion of your information
  • Object to or restrict certain processing
  • Receive your information in a portable format
  • Opt out of the sale or sharing of your information (we do not sell or share for advertising in any case)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA). If you are in Canada, you have rights under PIPEDA. To exercise any of these rights, email hello@frontaiagent.com. We will respond within 30 days.

9. Children's Privacy

Our services are intended for HVAC business owners and are not directed at children under 13. We do not knowingly collect personal information from children.

10. International Data

Our services are operated for clients in the US and Canada. By using our services, you consent to processing of your information in the United States and other jurisdictions where our infrastructure providers operate.

11. Security

We use industry-standard security measures including encrypted data transmission, access controls, and reputable infrastructure providers. No system is 100% secure, but we take reasonable steps to protect your information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version here with a new "Last updated" date. Material changes will be communicated by email to active clients.

13. Contact

For privacy questions or to exercise your rights, email hello@frontaiagent.com.

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