Privacy Policy

When you use the DuctSignal intake, we may collect your name, email address and/or phone number, inquiry text, service need, service area, preferred contact method, appointment or timing preference, consent, and the source of the request. The lead record also includes created and updated timestamps.

The DuctSignal AI assistant may process the conversation input you provide to generate an intake response. The intake record is the source of truth for the submitted lead details; this policy does not claim that every chat message is stored as a separate record.

We use inquiry information to organize a service request, help the HVAC team review what you shared, support requested human follow-up, and maintain an operational record of the intake.

DuctSignal is an intake and handoff tool. It does not diagnose equipment, provide a quote, or confirm or book an appointment through the intake conversation.

Submitted inquiries are stored in the app’s lead records. Those records may include a status, an assigned administrator, and internal notes used by authorized operators to manage review and follow-up.

We do not describe a specific database provider, storage location, or fixed deletion date in this policy. The information is handled for the operational purposes described here and subject to the access controls below.

A newly submitted lead may generate an alert email containing the submitted lead details for configured company notification recipients. If no notification recipient is configured, no alert is initiated. When an alert is attempted, delivery can fail, so an initiated notification is not a promise that an email reached its recipient.

Affirmative consent is required before a lead request can be submitted. Any requested follow-up is tied to the consent and the contact channel you provide.

Where follow-up is enabled, the message’s configured opt-out instructions are the operational way to stop future follow-up. The current default wording is “Reply STOP to opt out of further follow-up messages.” After a valid opt-out request, applicable future follow-up should stop. An opt-out does not by itself promise automatic deletion or suppression across every communication channel.

Lead-list, status, assignment, export, and internal-note operations are restricted to authenticated Better Auth administrators through the admin dashboard and API. The public intake can submit a request, but it cannot access the lead list or operator tools.

This policy does not make claims about encryption, penetration testing, SOC or ISO certification, or absolute confidentiality.

We retain inquiry information for as long as reasonably needed for intake, requested follow-up, business operations, dispute handling, or legal obligations. The current product does not publish an automatic deletion schedule.