Privacy Policy

AskWoody Pro is a workflow tool for HVAC contractors, provided by AI Innovation Solutions LLC ("we", "us"). This policy explains what personal information we collect from contractors who sign up for AskWoody Pro and from customers those contractors serve using our product.

When you sign up as a contractor, we collect:

• Account credentials — email, password, and optional Google sign-in identity
• Business profile — company name, business address, phone, license number, logo
• Payment processing information — routed directly to Stripe (we never see full card or bank details)
• Documents you create in the product — bids, service orders, invoices, and their contents

When you use AskWoody Pro to create a bid, invoice, or job for a customer, you enter information about that customer:

• Customer name, service address, phone number, and email
• Equipment information, work performed, and refrigerant handling records
• Payment records for invoices paid through the product

As the contractor, you are the data controller for your customer information. We store it on your behalf to make your product work. We do not use customer information for marketing, do not sell it to third parties, and do not share it with other contractors.

We use the information described above to:

• Operate the product — save your work, generate PDFs, send emails and SMS on your behalf
• Process subscription payments and pass-through customer payments via Stripe
• Respond to support requests you send us
• Improve product quality — aggregate, non-identifying usage metrics only

We do not serve ads, use ad-network trackers, or profile users for marketing.

To deliver the product we rely on a small set of vetted vendors:

• Google Firebase — authentication, database, file storage, and hosting
• Google Cloud Run — backend server hosting
• Google Cloud AI — voice transcription and structured field extraction
• Stripe — subscription billing and customer payment processing
• Postmark — transactional email delivery
• Twilio — transactional SMS delivery
• OpenAI — supplementary AI models for the same purposes as above

Each vendor processes only the data required to perform their specific function, under their own published privacy terms. We do not sell data to any third party.

Data is transmitted over HTTPS. At rest, data is stored in Google Cloud (Firestore and Cloud Storage) with encryption enabled. Access is restricted to authorized members of AI Innovation Solutions LLC and to the vendors listed above under their contractual terms.

While your contractor account is active, we retain your business data indefinitely so you can look back at prior work. When you close your account, we delete personal information within 30 days, except for records we are required to retain for tax or legal reasons (typically 7 years for payment and invoice records).

You may request a copy of your data, correction of inaccurate data, or deletion of your account and personal information by emailing woody@askwoodyhvac.ai. Customers of AskWoody Pro contractors should contact the contractor directly first, since the contractor is the party who added their information; we will assist contractors with fulfilling these requests.

AskWoody Pro is not directed to children under 16 and we do not knowingly collect information from them. If you believe we have inadvertently done so, contact us and we will delete it.

We will update this page when our practices change and revise the "Last updated" date above. Material changes will be communicated to contractor account holders by email.

Questions about this policy? woody@askwoodyhvac.ai. See our SMS Terms & Consent for messaging-specific details, or our Terms of Service for the overall product agreement.