Privacy Policy
Last updated: April 9, 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, contact us, or interact with our AI receptionist service.
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.
2. Information We Collect
We collect information in the following ways:
- Contact forms: When you fill out a form on our website, we collect your name, phone number, email address, and any message you provide.
- Phone calls: When you call our AI receptionist demo line or when callers interact with our service on behalf of our clients, we collect caller phone numbers, call recordings, transcripts, and appointment information you provide during the call.
- SMS messages: If you provide your phone number and consent to receive text messages, we collect your phone number and message history for the purpose of appointment confirmations, follow-ups, and service notifications.
- Website usage: We may collect standard web 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:
- Respond to inquiries and provide customer support
- Schedule and confirm appointments on behalf of our clients
- Send service-related SMS notifications and reminders (only with your consent)
- Improve the performance and accuracy of our AI receptionist service
- 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 or from one of our clients using our platform:
- 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.
Your phone number and SMS consent will not be shared with third parties or used for any purpose other than the service you opted into.
5. Data Sharing
We may share your information only in the following limited circumstances:
- Service providers: We use trusted third-party platforms (such as GoHighLevel) to operate our CRM, scheduling, and communication systems. These providers are bound by data protection agreements.
- Our clients: If you interact with our AI receptionist on behalf of one of our HVAC business clients, your call and appointment information is shared with that client as part of the service.
- Legal requirements: We may disclose information if required by law or to protect the rights and safety of our company or others.
6. Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations. Call recordings and transcripts are typically retained for 90 days unless a client requests longer retention for their records. You may request deletion of your data at any time by contacting us.
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
- Opt out of SMS communications at any time by replying STOP
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. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
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. 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. We encourage you to review this page periodically.
11. Contact Us
If you have questions about this Privacy Policy, please contact us: