Privacy Policy

Last updated: May 14, 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 or contact us.

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 us, we may collect your phone number, call recording, and any information you provide during the call.
• SMS messages: If you submit your phone number through our website contact form and check the box opting in to 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 services
• 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.

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 do not sell, rent, or trade personal information. We may share information with:

Service Providers:

• Third-party vendors who assist in our operations (e.g., payment processing, appointment scheduling)
• SMS aggregators and providers solely for the purpose of delivering messages you've consented to receive
• All service providers are contractually obligated to maintain confidentiality and security

We may also share your information in the following limited circumstances:

• Our clients: If your call is handled by us 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. Cookies and Tracking Technologies

We use cookies and similar tracking technologies (such as pixels, web beacons, and analytics tools) to enhance user experience, analyze website traffic, and support marketing efforts.

These technologies may collect information such as your IP address, browser type, device information, pages visited, and interactions with our website or messages.

We use this information to:

• Improve website functionality and performance
• Understand user behavior and preferences
• Deliver relevant content and advertisements

You can control or disable cookies through your browser settings. Please note that disabling cookies may affect certain features of our website.

We may also use third-party services (such as analytics or advertising providers) that use cookies and similar technologies to collect and process information on our behalf.

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. We encourage you to review this page periodically.

12. Contact Us

If you have questions about this Privacy Policy, please contact us: