Privacy policy

WorkflowHQ (“we,” “our,” “us”) is an AI consulting and implementation business serving HVAC owners. We are based at Chiefland, FL. To reach us about privacy, email privacy@workflowhq.online.

When you call our number or book an assessment, we collect:

• Audio recording of the call
• Transcript of the call
• Structured data extracted from the call (your name, business name, email, phone, tools you use, the things you said are painful, and similar operational details)
• The report we produce for you (a markdown document and a PDF)
• Email and SMS records related to delivering your report and following up

One reason: to produce your AI assessment report and follow up with you afterward. We do not sell your data, ever, and we don't use it to train any AI models.

By default, we retain your call recording, transcript, and structured data for 90 days, after which it is automatically deleted. The report itself (PDF + share link) is kept indefinitely so you can refer back to it; tell us to delete that too and we will.

No third party receives your information for their own purposes. We work with a small number of processors that store or process data on our behalf:

• Retell AI — runs the voice agent and stores the recording
• Anthropic — generates the analysis from your transcript
• Gamma — renders your report
• Resend — delivers the report email
• Twilio — sends SMS reminders and notifications
• HubSpot — stores our contact record of you for our follow-up
• Stripe — processes payment if you upgrade to the Paid Assessment
• Cal.com — calendar booking
• Hostinger — hosts our database
• Vercel — hosts our website

Each operates under their own privacy commitments. We never share your information with anyone outside this list.

You can, at any time:

• Delete your data. Reply DELETE to any email from us, or email privacy@workflowhq.online. We complete deletion within 7 business days, including the recording and transcript on Retell's servers.
• Unsubscribe from marketing. Click the unsubscribe link in any email from us. This stops marketing emails immediately and is independent of your assessment record.
• Stop SMS. Reply STOP to any SMS we send.
• Access or correct your data. Email privacy@workflowhq.online.
• Request a refund for the Paid Assessment within 7 days of report delivery — reply REFUND to the delivery email and we'll process it in full, no questions asked.

Florida is a two-party consent state under Section 934.03, Florida Statutes. Every recorded call begins with a verbal consent script in which our AI consultant (Riley) discloses that the call is recorded, that you're speaking with an AI, and that we delete recordings after 90 days. The call only proceeds after you say yes. If you say no, the call ends and no transcript is retained.

Riley is an AI. Riley says so within the first sentence of every call. A real human on our team reads every report before it goes out, but Riley conducts the assessment interview itself.

We will only send you marketing emails (HVAC AI tips, case studies, new ideas) if you separately opt in. Marketing consent is never bundled with assessment consent; agreeing to an assessment does not subscribe you to anything.

The site is for business owners. We don't knowingly collect data from minors.

If we update this policy, we'll change the “Last updated” date at the top and, for any meaningful change, email anyone who has been on our marketing list.