DRAFT for review by Brooks and ideally a lawyer. Highlighted items are placeholders.
Effective date: October 30, 2026
Base Ledger IP LLC, a Virginia company ("BaseLedger," "we," "us"), runs an AI phone assistant that answers calls for HVAC, plumbing, and electrical shops ("shops"). This policy explains what we collect and how we use it.
Who this covers
- Shops that sign up for the service.
- Callers who phone a shop and reach the assistant.
What we collect
From callers
- Details the caller gives on the call, such as name, phone number, address, and the service they need.
- Call recordings.
- Call transcripts.
- Booking preferences, if the shop uses booking: two preferred days and morning or afternoon.
From shops
- Account details given at signup.
- Onboarding details from our web form: business hours, service areas, standard procedures, and an emergency contact.
- Billing details. Stripe handles shop billing. We do not store full card numbers.
How we use it
- To answer calls for the shop and pass caller details to the shop.
- To email booking requests to the shop.
- To run, fix, and improve the service.
- To bill shops through Stripe.
We do not send text messages (SMS).
Call recording
Calls are recorded and transcribed. The assistant's greeting tells callers the call is recorded. [CALL-RECORDING CONSENT WORDING: what the assistant says at the start of each call, and how callers can object.]
Who we share it with
- The shop the caller phoned.
- Stripe, for shop billing.
- Service providers that help run the assistant: ElevenLabs (voice AI and call handling) privacy; Twilio (phone numbers and calls) privacy; Stripe (billing) privacy; Netlify (website and data storage) privacy; Google (Google Workspace / Calendar services) privacy; Anthropic (AI language model) privacy.
- When required by law.
We do not sell personal information.
How long we keep it
We keep caller details, call recordings, and transcripts for 90 days, then delete them. Shop account data is kept while the account is open and deleted within 90 days after it closes, except billing records we must keep by law.
Your choices
Callers can ask the shop they called, or contact us, about their information. Shops can contact us to access or delete their account data. Contact: brooks@baseledgerip.com.
Changes
We may update this policy. We will post the new version here with a new effective date.
Contact
Base Ledger IP LLC, Virginia
brooks@baseledgerip.com