Privacy Policy

Who this policy is about

• Businesses that use SiftWood (our customers) and the people on their teams who sign in.
• Callers: homeowners and other people who talk to or text SiftWood's assistant on behalf of one of those businesses.

For callers, SiftWood acts on behalf of the business you contacted or that asked us to contact you. That business decides what it does with your information in its own systems, under its own privacy policy.

Information we collect

Calls and texts. When you talk to or text SiftWood's assistant, we collect:

• your phone number, and the name, email address and property address you give us;
• the answers you give about your project (for example your electricity bill, roof and electrical panel);
• a recording and a written transcript of the call, and the text messages you send and receive;
• photos you text us, such as your electrical panel, meter, roof or utility bill;
• the meeting booked for you, and whether you asked to stop receiving texts.

Business accounts. The email address and password used to sign in, the business's name, office address, phone numbers, working hours, service area and settings.

Connected accounts. If a business connects HubSpot or Google Calendar, we receive the data described under "Connected accounts" below.

Website. Our hosting provider keeps standard server logs (such as IP address and browser type). We use cookies only to keep signed-in users signed in.

How we use it

• to hold the call or text conversation, answer your questions, check that your address is in the business's service area, and book a meeting with the business;
• to read the photos you text us so we can tell you whether they show what the business needs, and pass what they show on to the business;
• to send you the texts the conversation calls for, such as the photo list, reminders and meeting details;
• to show the business its leads, call outcomes, recordings and photos in its SiftWood dashboard and, if connected, in its HubSpot account;
• to keep the service secure, fix problems and improve how the assistant handles calls, texts and photos, including keeping de-identified examples to test those improvements.

We don't sell personal information and don't use it for advertising.

Automated processing

Calls are handled by an AI voice assistant, not a person. Photos you text us, and the text conversation, are read by Google's Gemini AI models to work out what each photo shows (for example the details on a utility bill or electrical panel) and to write replies. The business you contacted makes the final decisions about your project.

Connected accounts

HubSpot. When a business connects its HubSpot account, we read and update the contacts and deals needed to start calls from HubSpot and record what happened on a call. We store the connection tokens encrypted.

Google Calendar. When a business connects a sales rep's Google Calendar, SiftWood uses it only to book that rep's meetings:

• we read the rep's calendar events to find the times the rep is free, and the addresses of the rep's other visits, to fit meetings around the drive between them;
• we create the meeting events SiftWood books, and replace or delete those events when a meeting is moved or cancelled. Google sends the invitation, update or cancellation to the caller;
• we read the email address of the connected Google account, to show which calendar is connected.

We don't use Google Calendar data for anything else. We don't keep copies of the rep's other events; we read them when we need to find a meeting time. We keep only the encrypted connection tokens, the connected account's email address and the ID of each event SiftWood created. A business can disconnect Google Calendar at any time, which revokes our access, or remove access in its Google Account settings.

SiftWood's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, we don't use Google user data to serve ads, don't sell it, don't use it to train generalized AI or machine-learning models, and don't let people read it except with the user's consent, for security, to comply with the law, or as part of our internal operations when the data is aggregated and anonymized.

Google Maps

We send addresses to Google Maps Platform to check that they are real and within a business's service area, and to estimate drive times between visits. Google's terms let us keep drive times and distances for no more than 30 days, so we delete drive times and distances between stops after 30 days; we keep only totals of the driving time and distance our scheduling saved. We never store map coordinates (latitude and longitude). For a business's office we store Google's place ID, which Google allows. Google's use of this data is covered by the Google Privacy Policy.

Who we share it with

We share personal information only as needed to run SiftWood:

• The business you contacted, through its SiftWood dashboard, its connected HubSpot account and its calendar;
• Service providers that process data for us: Vapi (voice calls, recordings and transcripts, using the speech and AI model providers it works with), Twilio (phone calls, live call transcripts and text messages), Google (Gemini AI, Maps Platform and Calendar), Supabase (database and photo storage), Vercel (website and app hosting) and GitHub (code hosting, including de-identified test examples);
• Others when required: to comply with the law, protect rights and safety, or as part of a merger or sale of our business, under this policy.

How long we keep it

We keep lead information, transcripts, texts and photos for as long as the business uses SiftWood, unless the business or you ask us to delete it sooner. Drive times and distances between stops are deleted after 30 days; we keep only totals of the driving time and distance our scheduling saved. When a business disconnects HubSpot or Google Calendar, we delete that connection's tokens. De-identified examples (names, addresses, faces and account numbers removed or replaced) may be kept after that to test the service.

Your choices

• Reply STOP to any SiftWood text to stop receiving texts, and START to receive them again.
• You can ask us for a copy of your information, or ask us to correct or delete it, by emailing ammar@siftwood.com. We may need to check the request with the business you contacted.

Security

Data is encrypted in transit. Connection tokens for HubSpot and Google are also encrypted at rest. Each business can see only its own leads. No system is perfectly secure, but we work to protect your information.

Changes

We may update this policy. When we do, we change the date at the top of this page, and tell businesses of significant changes.

Contact us

Questions or requests about privacy: ammar@siftwood.com.