Privacy Policy

Last updated: June 22, 2026  |  SMART CASCADIA LLC

SMART CASCADIA LLC ("Smart Cascadia," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect information when you visit our website, use our AI Receptionist services, or install our application through the GoHighLevel App Marketplace.

1. Who We Are

SMART CASCADIA LLC is a US-based company that provides AI-powered phone receptionist services for HVAC businesses. We are registered in the state of Wyoming. Our products are available directly and through the GoHighLevel (GHL) App Marketplace.

2. Information We Collect

We collect information through the following means:

2a. GHL Marketplace Setup Form (Business Clients)

When you install our HVAC AI Receptionist and complete the onboarding setup form, we collect the following business information you provide:

• Business name, contact name, and contact email address
• Business phone number, address, and website
• Business hours and timezone
• Services offered, service area, and appointment types
• Emergency service availability and after-hours messaging
• HVAC brands serviced and financing information (if provided)
• Your GoHighLevel Location ID and authorization credentials (OAuth token for marketplace installs, or Private Integration Token for direct setups — used solely to write configuration data into your sub-account)
• A record that your sub-account has been configured (stored in our deduplication system to prevent duplicate processing)

2b. Website Contact & Inquiry Forms

When you contact us through our website, we collect your name, email address, phone number, and the message you submit.

2c. Phone Calls to Our Demo Line

When you call our AI demo line at (541) 299-3258, the call may be recorded for quality and service improvement purposes. Your phone number and call information are processed through GoHighLevel's platform.

2d. End-User Call Data (on behalf of our clients)

If you are a caller to one of our HVAC business clients whose AI Receptionist is powered by Smart Cascadia, your call may be recorded and your information (name, phone number, address, appointment details) collected and stored within that client's GoHighLevel account. Smart Cascadia acts as a service provider; the HVAC business is the data controller for their callers' data.

2e. Website Usage Data

We may collect standard analytics data such as pages visited, time on site, and referring URLs through third-party tools.

3. How We Use Your Information

We use the information we collect to:

• Configure your GoHighLevel sub-account with your business details during setup
• Populate your AI agent's knowledge base with business-specific FAQs and information
• Set your account timezone and calendar settings automatically
• Send you a setup confirmation email and support follow-up
• Respond to support inquiries and provide customer service
• Prevent duplicate processing of the same sub-account
• Comply with legal obligations

We do not sell, rent, or share your personal information with third parties for marketing purposes. We do not purchase, sell, or broker leads.

4. SMS Messaging and Text Communications

If you provide your phone number and consent to receive SMS messages from SMART CASCADIA LLC:

• You may receive appointment confirmations, reminders, follow-up messages, and service notifications.
• Message frequency will vary based on your interactions and appointment activity.
• Message and data rates may apply depending on your mobile carrier plan.
• You may opt out at any time by replying STOP to any text message. You will receive a confirmation and no further messages will be sent.
• For help, reply HELP or contact us at tim@smartcascadia.com.

Mobile information and SMS consent will not be shared with third parties or affiliates for marketing or promotional purposes. Information shared with subcontractors in direct support of your service request (such as message delivery providers) is permitted only for the purpose of providing that service.

5. Data Sharing and Sub-Processors

We do not sell, rent, or trade personal information. We use the following third-party platforms to operate our services:

• GoHighLevel (GHL): Our AI Receptionist product is built on the GoHighLevel platform. Business configuration data is written to your GHL sub-account. GHL's own privacy policy governs data stored within their platform. See gohighlevel.com/privacy-policy.
• Make.com (Integromat): We use Make.com to automate our setup process. Your submitted form data passes through Make.com's servers during processing. Make.com is a GDPR-compliant platform. See make.com/en/privacy-notice.
• Google Workspace (Gmail): We use Gmail to send automated setup confirmation emails. Email addresses submitted through our setup form are used to send these transactional emails only.
• Vercel: Our website and setup forms are hosted on Vercel. See vercel.com/legal/privacy-policy.
• Stripe: Payment processing for direct subscription plans. See stripe.com/privacy. GHL Marketplace purchases are processed through GHL's payment infrastructure.

We may also share your information in the following circumstances:

• Legal requirements: We may disclose information if required by law or to protect the rights and safety of our company or others.
• Business transfers: In the event of a merger, acquisition, or asset sale, personal information may be transferred as part of that transaction.

6. Data Retention

We retain information as follows:

• Setup form submissions: A deduplication record (containing your GHL Location ID and basic business details) is retained in our processing system to prevent duplicate configurations. You may request deletion at any time.
• Your GHL authorization credentials: For marketplace installs, OAuth tokens are stored in our secure processing system and used for sub-account configuration. For direct/white-glove setups, your Private Integration Token (PIT) is not stored — used during setup and discarded. Make.com execution logs may retain a record within their default log retention window (accessible only to Smart Cascadia's authorized account).
• Business configuration data: Once written to your GHL sub-account, your business data lives within the GHL platform under your control. Smart Cascadia does not maintain a separate copy.
• Call recordings: Stored within GHL per GHL's retention policies. Typically 90 days unless you configure longer retention for your account.

7. Your Rights

You have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information from our systems
• Opt out of SMS communications at any time by replying STOP
• Revoke your GoHighLevel authorization (OAuth app connection or Private Integration Token) from your GHL account settings at any time

To exercise any of these rights, contact us at tim@smartcascadia.com.

8. Security

We take reasonable technical and organizational measures to protect your information from unauthorized access, loss, or misuse. All data transmitted through our setup form is sent via HTTPS. Your GoHighLevel authorization credentials are transmitted securely and never stored in plaintext. However, no method of transmission over the internet is 100% secure.

9. Children's Privacy

Our services are intended for business use and are not directed at children under the age of 13. We do not knowingly collect personal information from children.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance user experience and analyze website traffic. These technologies may collect standard information such as your IP address, browser type, pages visited, and time on site. You can control or disable cookies through your browser settings.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Material changes will be communicated via email (for active clients) or a notice on our website at least 30 days before taking effect.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us: