Privacy Policy

1. Overview

Receva AI is a product of VarienTech LLC, a Wyoming limited liability company, which is the data controller for the information described here. Receva AI ("Receva," "we," "us") provides an AI-powered call answering, qualification and booking service for home service businesses ("customers," "you," or "your business"). This policy explains what information we collect when you use Receva, and when a homeowner calls a business that uses Receva; why we collect it; who we share it with; and the choices and rights you have over it.

This policy is written to be read, not survived. If a section doesn't answer your question, contact us and we'll answer it directly.

2. Who this policy covers

Two groups of people interact with Receva, and this policy covers both:

• Customers — the home service business and the people at it who use the Receva dashboard (owners, office managers, technicians).
• Callers — the homeowners and other members of the public who call a phone number answered by Receva on a customer's behalf. Callers do not have a direct account relationship with Receva; their business relationship is with the customer who engaged us.

If you're a caller and want to exercise a privacy right (for example, requesting deletion of a call recording), the fastest route is to contact the business you called — they control their account and its data — or contact us directly and we'll route the request.

3. Information we collect

From customers

• Account and business information — name, email, phone number, business name, address, service area, service catalog, branches and technicians, working hours.
• Billing information — plan, add-ons, and payment details, processed by Stripe (see Section 6). Card details are entered on Stripe's hosted checkout and never reach our servers; we store only a reference to your Stripe customer and subscription.
• Connected account data — when you connect Google Calendar, Microsoft Outlook, Jobber or Housecall Pro, we access calendar availability, bookings, and job/customer records via OAuth, limited to what's needed to check availability and write confirmed bookings.
• Usage data — how you use the dashboard, device and browser information, and log data, to keep the product working and secure.
• Knowledge base content — any documents or text you upload to train your account's AI knowledge base.

From calls (callers and customers)

• Call recordings of calls answered or placed by Receva on a customer's behalf. The audio itself is hosted by our voice AI provider (see Section 6) — we store a reference to where it lives, not a separate copy of the file.
• Call metadata — timestamps, duration, phone numbers, call outcome, and sentiment.
• Qualification data — the H.O.M.E. qualification result (service area, decision authority, service need, urgency) and the AI's reasoning for each, along with any lead, appointment or job details captured on the call.

We do not store call transcripts or AI-generated call summaries. They're retrieved live from our voice AI provider each time you view them in your dashboard, and are never persisted or cached on our servers — see Section 9.

4. How we use information

• To answer, qualify, book and follow up on calls on a customer's behalf.
• To operate, maintain, secure and improve the product.
• To generate the analytics, revenue and ROI estimates shown in the dashboard — always labelled as estimates.
• To bill for subscriptions and booked jobs.
• To communicate with customers about their account, and with callers only as part of delivering the call itself (for example, a booking confirmation text).
• To comply with legal obligations and enforce our Terms & Conditions.

We do not sell personal information, and we do not use call content to build advertising profiles or to market to a customer's callers.

5. Call recording and consent

Calls handled by Receva are recorded and transcribed so that the customer can review what happened on any call, dispute a billed lead, and train or correct the service. Callers are told the call is recorded at the start of the call, consistent with applicable disclosure requirements.

The transcript and any AI-generated summary are not stored by Receva — each time one is viewed in the dashboard, it's fetched live from our voice AI provider. Only the recording is referenced by a stored link, as described in Section 3.

Recording behaviour and retention are configurable by the customer to help them meet the disclosure and consent rules that apply in the jurisdictions where they operate. Compliance with call-recording law in a given state or country is a shared responsibility — see Section 10 of the Terms & Conditions.

6. How we share information

We share information only where it's needed to run the service, and never sell it. Our subprocessors, as of the date above, include:

• Payment and billing — Stripe, to process subscription and per-booked-job charges and to host the checkout and billing portal where you enter and manage your card.
• Voice AI processing — our conversational voice AI provider, to answer calls, run qualification, and produce the recording, transcript and summary. The provider hosts the recording audio and serves the transcript and summary live on each request; we do not receive or store separate copies of the transcript or summary.
• Calendar providers — Google and Microsoft, when a customer connects Google Calendar or Outlook.
• Field service management systems — Jobber and Housecall Pro, when a customer connects one of them.
• Cloud infrastructure and storage — hosting, database and object storage providers that store account data, call recording references and knowledge base files, encrypted at rest.
• Email delivery — for transactional email such as booking confirmations, statements and account notices.

Each subprocessor is contractually restricted to using data only to provide their service to us. We may also disclose information where required by law, to enforce our terms, or to protect the rights, property or safety of Receva, our customers, or the public.

7. Retention, export and deletion

Retention is configurable by the customer. Customers can export their calls, leads, appointments and statements, and can request deletion of their data, at any time from the dashboard or by contacting us. Deleting an account does not happen automatically on cancellation — your data remains available if you come back, until you request deletion.

Some information may be retained beyond a deletion request where we have a legal obligation to do so (for example, billing records for tax purposes) or a legitimate interest in retaining it (for example, records needed to resolve an open billing dispute).

8. Your rights

Depending on where you're located, you may have rights to access, correct, export, restrict, object to, or delete your personal information, and rights related to automated decision-making. We aim to meet GDPR-grade standards for these rights regardless of where a customer or caller is located, and California residents have equivalent rights under the CCPA/CPRA.

To exercise a right, contact us. We may need to verify your identity, or the identity of the account holder, before acting on a request.

9. Security

Account data and stored call recording references are encrypted in transit and at rest. Call transcripts and summaries are never stored, so there's nothing at rest to encrypt for them — they're fetched live from our voice AI provider over an encrypted connection each time they're viewed, as described in Section 3.

Connection credentials — the OAuth tokens and API keys used to sync your calendar, CRM or field service system — are encrypted at rest using authenticated encryption, so a copy of the database alone isn't enough to use them; tampering with a stored token causes it to fail rather than silently succeed.

Access within Receva is limited to what's needed to operate and support the product. Recordings, transcripts and account data for a given account are visible only to users on that account — never to other customers.

No system is perfectly secure, and we can't guarantee absolute security. If we become aware of a breach affecting your data, we will notify affected customers as required by applicable law.

10. International data transfers

Receva and its subprocessors may process data in countries other than the one you're located in. Where that involves a transfer out of the UK, EEA or Switzerland, we rely on appropriate safeguards, such as Standard Contractual Clauses, as required by applicable law.

11. Children's privacy

Receva is a business-to-business product, not directed at children, and we do not knowingly collect personal information from children. If a call to a customer using Receva involves a minor, that call is handled the same as any other call, subject to this policy.

12. Changes to this policy

We may update this policy as the product changes. Material changes will be reflected in an updated "Last updated" date at the top of this page, and where required by law, we will provide additional notice to customers.

13. Contact us

Questions about this policy, or a request to access, export or delete data:

VarienTech LLC
2232 Dell Range Boulevard, Suite 303
Cheyenne, WY 82009
United States
Email: contact@recevaai.com