Privacy Policy

Overview

Promptly collects and processes information to operate AI-powered booking pages, scheduling, notifications, customer records, and business dashboards for home-service businesses.

Information We Collect

• Business owner details such as name, email, phone, business name, address, service area, trade, services, hours, billing details, and Google Calendar connection metadata.
• Customer booking details such as name, phone, email, service address, requested service, preferred appointment time, chat messages, notes, booking status, and related communications.
• Technical data such as log data, browser data, authentication events, and security metadata.

How We Use Information

• Create and manage booking requests.
• Check calendar availability and create calendar events.
• Send customer confirmations and business owner alerts.
• Show bookings, customers, and services in the dashboard.
• Provide support, troubleshooting, security, product improvement, and pilot billing.

Service Providers

• Promptly uses providers including Anthropic (AI intake responses), Supabase (database and authentication), Vercel (hosting), Resend (email), Google Calendar (scheduling), and Stripe when billing is added.
• Promptly sends relevant booking and chat context to Anthropic, our AI subprocessor, to generate intake responses. Anthropic is the only AI provider Promptly uses.
• Stripe handles payment method details for manual invoices or payment links.
• For phone calls, Promptly also uses Twilio (phone numbers and call routing), Vapi (the voice assistant platform), and Deepgram (speech recognition and speech synthesis). See Phone Calls And The Voice Receptionist below.

Google User Data And Limited Use

• When a business owner connects Google Calendar, Promptly requests two permissions and no others: calendar.events, used to create and update the appointment Promptly books, and calendar.freebusy, used to check whether a requested time is already busy.
• Promptly does not read the contents of calendar events. The availability check returns busy and free time windows only — not event titles, descriptions, attendees, or locations.
• Promptly's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.
• Google user data is used only to provide and improve the booking features the business owner connected the calendar for. Promptly does not sell Google user data, does not transfer it to third parties for advertising or credit purposes, and does not allow humans to read it except with the owner's explicit consent, for security purposes, to comply with applicable law, or where the data has been aggregated and anonymized for internal operations.
• Calendar tokens are encrypted at rest (AES-256-GCM). Business owners can disconnect Google Calendar at any time from Settings, which deletes Promptly's stored tokens and calendar reference.

AI And Machine Learning

• Promptly uses Anthropic's Claude models to run the booking conversation on a business's booking page. Anthropic is the only AI provider Promptly uses.
• Promptly does not use raw or derived Google user data to develop, train, improve, or fine-tune generalized or foundational artificial intelligence or machine learning models, and does not transfer Google user data to any third party for that purpose.
• Where a requested appointment time is checked against a connected calendar, only the resulting availability for that specific request informs the conversation. Data sent to Anthropic is processed to generate that conversation's reply and is not used by Anthropic to train its models.

Sharing And Retention

• Promptly shares data only as needed to operate the service, with service providers, as required by law, or with the business whose booking page the customer used.
• Promptly does not sell personal data.
• Promptly keeps booking and customer records while the business uses Promptly or as needed for legal, billing, support, security, and backup purposes.

Phone Calls And The Voice Receptionist

• Some businesses using Promptly forward calls they cannot answer to a Promptly phone number. When that happens, an automated booking assistant answers on the business's behalf. Every such call opens with a notice that the call is recorded; the business cannot switch that notice off.
• The assistant records the call and transcribes it so the booking request is written down accurately. Promptly stores the recording, the transcript, the caller's phone number, the time and length of the call, and what the call produced (a booking request, a call-back request, or nothing). The transcript is made available to the business whose number was called.
• If the assistant cannot be reached, the caller hears a short recorded message asking them to call back or book online. Where a business offers voicemail on that message, the voicemail is stored and passed to the business in the same way as a transcript.
• Promptly does not send text messages to callers. A phone number collected on a call is used only to handle that call, to show the business owner who called, and to let the business confirm the booking. It is not sold, not shared for advertising, and not used to build any profile.
• Call audio and transcripts are processed by Twilio (the phone line), Vapi (the voice assistant platform), Deepgram (speech recognition and speech synthesis), and Anthropic (the assistant's language model). Anthropic remains the only AI provider that generates the assistant's replies.
• Recordings and transcripts are kept while the business uses Promptly and for up to twelve months after the call, unless the business or the caller asks for earlier deletion, in which case they are removed together with the call record. Deletion requests go to the contact below.

Security And Requests

Promptly uses reasonable safeguards including Supabase RLS, server-side secret handling, token encryption, and least-necessary access. People may request access, correction, deletion, or a copy of their personal data by contacting Cooper Capola at the Promptly support email provided during onboarding.