Privacy at BossHours HVAC

The rest of this page is written for a contractor's customers. This part is for the people who use the BossHours software: business owners, office staff and technicians. BossHours, LLC ("BossHours") is the company that runs it. For the customer and job information you put into BossHours, you are the business in charge of it and BossHours holds it on your behalf as your service provider.

What we collect about you: your name, email, phone number, role, sign-in details, and the business details you give us (company name, trade, service area, logo). We also keep a record of what you do in the app (for example who created or changed a job or invoice) so the business has an audit trail.

What you enter: customers, addresses, jobs, estimates, invoices, notes, photographs and documents, time entries, and messages. This belongs to your business. We use it only to run the service for you.

Voice commands: if you turn on voice commands in the app, the words you say to BossHours through Siri are sent to our AI provider, Anthropic, to work out what you asked for. Siri or the app's listening screen does the listening on your phone, so we do not get a recording. Your phone keeps its own separate voice sign-in until you turn this off or sign out. We keep the words and what happened for 90 days, and the owner of your business can read that list.

Ask: when you say or type a question on the Ask screen, the words of your question are sent to our AI provider, Anthropic, to work out what to look up. Your records are not sent with it: the answer is put together on our side from your own business's records, and only what your login can see. We do not save your question. The questions you tap from the list are not sent to Anthropic.

Talking instead of typing: when you tap Talk, your phone's own speech service (Apple or Google, or your browser's) turns your words into text in the box you are filling in. We do not keep a recording, and the microphone is only on while you are talking.

Payments: your BossHours, LLC subscription and any online card payments are handled by Stripe. We never see or store full card numbers.

Phone calls and text messages: if you turn on business phone, texting or the AI receptionist, calls and messages go through our phone providers (Telnyx and Quo; the AI receptionist runs on Telnyx). We keep call records, recordings of calls your AI assistant answers, their transcripts, voicemails and message text so you can see them in the app, behind your sign-in. Calls you answer yourself are not recorded. Your AI assistant tells every caller it is an AI and that the call is recorded before recording starts, and stops if they say no. You are responsible for telling callers when a call is recorded or handled by AI anywhere else the law requires it.

Text messages between a business and its customers are stored in our database and in encrypted backups so the business can use them in the app. BossHours, LLC has no screen for reading them and our staff do not read them. The few people who keep our systems running have technical access to the database and backups, only to keep those systems working. A text to a number we hold that we can't match to one business is not saved. If it says STOP, START or HELP, we answer it and keep only the phone number and the request.

Call recording and inquiry retention: call recordings and transcripts are kept for 12 months from the call and then deleted, unless your business asks us for a shorter period or a record is needed for a dispute or by law.Inquiries that never became a job (a quote request, a missed-call text thread) are kept for 12 months and then deleted. Records of work actually done follow the periods below.

AI features: when you use an AI feature (estimate drafting, reading a photo, the receptionist), the text or photo needed for that task is sent to our AI provider, Anthropic, to produce the result. We do not sell it and do not use it for advertising.

Location: the BossHours app does not track your phone in the background. It reads your phone's location only when you tap a button that says so, such as a clock-in stamp, an arrival stamp or a job site pin, and it reads it once each time. Your company can see that reading. Vehicle tracking is separate. It runs only if your business buys the optional GPS add-on, and then only from a tracker plugged into a vehicle your business owns or leases, never from a personal phone or vehicle. Before the vehicle's location is shown or recorded, each driver assigned to it must read and accept a notice in the app. Raw positions are kept for 90 days. Trip summaries are kept for 36 months, or 4 years in California, and your business can choose other periods for records in the app. Daily mileage totals, which hold no locations, are kept at least 7 years because they can support tax deductions. Timesheets are pay records and this schedule does not remove them. Outside working hours, and while a driver has Privacy Mode on, we do not show the vehicle's location to your business. The tracker itself keeps reporting to our own tracking server. We keep raw positions on that server for 90 days and then delete them. If a driver has not signed or has withdrawn, we switch the tracker off; that can take a few minutes, longer if the server cannot be reached, and what was stored in that time is deleted as soon as it can be. The only exception to all of this is a vehicle your business reports stolen or missing, which is time limited, logged and shown to the driver. We never sell location data. See the GPS Addendum in our Terms.

Who processes data for us (subprocessors): Supabase (database and file storage), Vercel (website hosting), Stripe (payments), Telnyx (phone, text and AI phone receptionist), Quo (phone and text), Anthropic (AI features), Stripe Financial Connections (optional bank link, only where you choose to connect a bank account), Cloudflare (email sending and storage of backups), and Traccar (vehicle tracker data, GPS add-on only). Each is allowed to use the data only to provide its service to us.

Unsubscribing: if you use an unsubscribe link, we keep your email address on a do-not-email list so we can keep honoring your choice.

Seasonal emails from a business you have hired: if a business that uses BossHours sends you a seasonal marketing email, its button is a tracked link. It tells us whether the button was tapped, and that business sees the totals, along with how many people it emailed booked afterward. We keep this for up to 24 months. Unsubscribing stops these emails; it does not stop notes about your own jobs, or your bills.

We do not sell your data or your customers' data, and we do not share it for anyone's advertising.

How long we keep it: while your account is open. Invoices, payments and tax records are kept for as long as the law requires. After you close your account we export your data to you on request within 30 days and delete it within 60 days, except what the law makes us keep. Copies in backups are removed within 35 days after that.

If something goes wrong: if information we hold about you is lost, stolen or seen by someone who should not have seen it, we will tell the people affected, and the businesses whose data it is, as the law requires, and say what happened and what to do about it.

Your choices: you can see, correct and export your information in the app, and you can ask us to delete your account and data at any time on our delete account page or from the app (More, then Account, then Delete my account). You can withdraw any consent you gave (for example to texts, or to location tracking) at any time by telling us or your business; texts stop when you reply STOP. If you are an employee, your employer decides what the business keeps about you, so ask them first; you can also write to us at support@getbosshours.com. We will not treat you worse for making a request.

How we protect the data: Security. Questions: Support.

When you ask us to quote for work we collect your name, your phone number, the address the work is at, your email address if you give us one, what you tell us about the job, and any photographs you send of the work. We need these to work out what the job is, to price it, to turn up at the right house and to tell you when we are on our way.

If you become a customer we also keep the jobs we have done for you, what was quoted, what was invoiced and what has been paid. These are business records and we are required to keep them.

We do not ask for and never hold your card details or your bank details. If you pay online you do that on the payment provider's own page, not ours.

When we email you an estimate, a bill or a reminder, the email holds a tiny image that tells us whether it was opened, and our email provider tells us whether it was delivered. We use this only to know the email reached you, so we can try another way if it did not. Blocking images in your email app stops the opened check.

Photographs you send of the work are kept on the job so the person coming out can see what they are coming to, and so there is a record of what the property looked like before we started.

Some photographs are read and then thrown away rather than stored - a photograph of a permit card or a business card is shrunk, read for the words on it, and not kept.

Receipts are different. The photograph of a receipt stays on the receipt, so you have it when you need it for your books or at tax time.

Your information is held in our own systems and is seen by the owner, the office and the person doing your job. Whoever is on the job is shown only what they need for the job in front of them.

A small number of companies process data on our behalf so that the app works: our web hosting and database providers, our email provider, and an AI provider that reads photographs and written descriptions to help draft an estimate. If you choose to pay an invoice online, you do that on a payment provider's own page and we never see the card.

Our own company bank account is connected to our bookkeeping through Stripe Financial Connections, so that our spending can be matched against our own receipts. Your information is not part of that, and the only account connected is ours.

We do not sell your information, and we do not share it for anybody else's advertising. We will hand it over if the law requires it, and not otherwise.

Inquiries that never became a job are kept for 12 months and then removed.

Records of work we have actually done - jobs, estimates, invoices and payments - are kept for as long as the tax and contractor licensing rules where we work require, which is several years. A licensed contractor cannot simply delete the record of work performed, and you would not want us to: if a job we did is ever questioned, that record is what protects both of us.

Records of text-message opt-in (the wording shown, and the date and time) are kept for 5 years after you opt out or your account closes, and are then deleted.

Some states, including California, Virginia, Colorado, Texas and Connecticut, give residents specific rights over their personal information. Where the law of your state gives you these rights, you can ask BossHours HVAC to tell you what we hold, to correct it, to delete it, and to give you a copy. You can also ask us not to sell it or share it for advertising. We do neither, so there is nothing to opt out of. California residents also have the right not to be treated worse for using these rights, and may ask what categories of information we collected and why, as set out on this page.

To make a request, use the contact details in the next section or email support@getbosshours.com. We may need to confirm who you are first. We aim to answer within 45 days, and will say so if we need more time. If we turn a request down you can ask us to explain, and in some states you can appeal to us and then to your state attorney general. Some records, such as invoices and tax records, we are required to keep.

Ask BossHours HVAC directly — demo-hvac-092ee6bb01@example.com, and say what you want removed. We will tell you what we hold, remove what we are free to remove, and tell you plainly if something has to be kept and why.

You can also ask us to stop emailing you at any time and we will stop.

We keep an automated record of changes to a customer's details and jobs: what changed, who changed it and when, so the business can look it up if you have a question. You can email support@getbosshours.com and ask for your personal information to be erased, including that change log, and BossHours will do it. Send it from the email the business has on file for you. We'll send a one-time link to that address for you to confirm. That removes your name and contact details, photos, texts, calls and emails, and the copies of your details in the business's history of changes. Copies we hold for apps the business has connected are blanked, and any we haven't sent yet are stopped. We can't take back what a connected app has already received. Records the law makes a business keep, such as invoices, quotes, signed agreements, the jobs done and the addresses they were done at, and the record of your agreement to texts, stay for as long as this page says, with your name removed, except that a signed agreement keeps the name it was signed in.

Access to the application requires a sign-in, and what each person can reach is limited by their role, enforced in the database rather than only in the screens. Information is encrypted in transit and at rest. Access to the systems that hold the data requires more than a password.

No system is perfect. If something ever goes wrong that affects your information, we will tell you rather than keep quiet about it.

If a business that uses BossHours chooses to connect its own Facebook Page or Instagram professional account, Meta gives BossHours an access token and the name and ID of that Page or account. We use it only to publish posts for that business, for example before and after photos of a finished job with a caption, as the business chooses: one tap, scheduled or automatic.

We do not read private messages, we do not collect friends lists or personal profile information, and we do not sell this information or use it for advertising. A business can disconnect BossHours at any time in its Facebook or Instagram settings, and we stop using the access when it does. To have information deleted, use /delete-account or email support@getbosshours.com.

This is a service for people arranging work on a property. It is not directed at children and we do not knowingly collect information about them.

If we change how the app handles your information, this page changes at the same time and the date at the top changes with it.

About your own information, the jobs we have done for you or anything else to do with the work: contact BossHours HVAC on demo-hvac-092ee6bb01@example.com.

This app is run for BossHours HVAC by BossHours, which stores the information described above on their behalf and does not use it for anything else. If you need to reach the people who run the software rather than the business you booked with, email support@getbosshours.com.

The software is run by BossHours, LLC, Cape Canaveral, Florida.

Text messages. If you give a mobile number and agree to texts, we use it only to send the messages you agreed to. Message frequency varies with account activity for account texts, and with the job for job texts. We send no marketing or promotional texts. Msg & data rates may apply. Your mobile information will not be sold or shared with third parties for promotional or marketing purposes. Text message opt-in data and consent are not shared with third parties or affiliates for marketing. We keep a record of each text opt-in (the wording shown, and the date and time) for 5 years after you opt out or the account closes, then we delete it. Reply STOP to any text to stop. More at /sms-opt-in.