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Privacy Policy

Effective September 19, 2026 · AirDesk

AirDesk provides an AI phone receptionist for HVAC and other local service businesses. This policy explains what information we collect, how we use it, and the choices you have. It applies to airdeskhq.com, the AirDesk dashboard at app.airdeskhq.com, our phone receptionist service, and related communications.

1. Who we serve and whose data we handle

  • Business customers ("Clients") — companies that subscribe to AirDesk and connect their phone line, calendar, and other tools.
  • Callers — people who phone a Client's business and speak with the AirDesk receptionist.
  • Visitors — people who browse our website.

For Caller information, AirDesk acts as a service provider to the Client; the Client is the business that decides how that information is used.

2. Information we collect

  • Account information: name, email address, password (hashed), business name, address, hours, service area, transfer phone number, and settings you enter in the dashboard.
  • Call information: caller phone number, the phone number dialed, call time and duration, audio recording, transcript, an AI-generated summary, and details the caller provides (name, callback number, service address, service requested, preferred appointment time).
  • Appointment information: bookings, reschedules, cancellations, and reminder/confirmation messages sent by text.
  • Google user data (only if a Client connects Google): see Section 4.
  • Technical information: IP address, browser type, device, pages viewed, and cookies needed to keep you signed in and remember preferences such as dark mode.

3. How we use information

  • Answer calls, book and manage appointments, and send confirmation and reminder text messages on the Client's behalf.
  • Show the Client its own calls, recordings, transcripts, customers, and appointments in the dashboard.
  • Route emergencies and transfer requests to a human at the Client's business.
  • Operate, secure, troubleshoot, and improve the service, and provide support.
  • Send service emails (booking notifications, integration requests, account notices). We do not send marketing email to Callers.

We do not sell personal information, and we do not use Caller information or Google user data to build advertising profiles.

4. Google user data

If a Client chooses to connect a Google account, AirDesk requests the following Google OAuth scopes and uses them only as described:

  • Google Calendar (https://www.googleapis.com/auth/calendar) — to read free/busy time on the Client's chosen calendar so the receptionist offers only open slots, and to create, move, and delete the Client's appointment events when a caller books, reschedules, or cancels.
  • Google Sheets (https://www.googleapis.com/auth/spreadsheets) and Google Drive file access (https://www.googleapis.com/auth/drive.file) — to create one "AirDesk Call Log" spreadsheet in the Client's Drive and append a row for each call. We access only files the app itself creates.

Google OAuth tokens are stored encrypted at rest in our database and are used solely to perform the actions above for that Client. We do not read email, contacts, or any Google data outside these scopes, and we do not transfer Google user data to third parties except to our infrastructure providers as needed to run the service (Section 6), to comply with law, or as part of a merger or acquisition with notice to you.

Limited Use disclosure. AirDesk's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is never used for advertising, never sold, and is not used to train generalized AI or machine-learning models. Humans at AirDesk do not read Google user data except with the Client's explicit permission for support, for security or abuse investigation, or where required by law.

A Client can disconnect Google at any time from the Integrations page of the dashboard, or revoke AirDesk's access at myaccount.google.com/permissions. On disconnect we stop using the tokens and delete them within 30 days.

5. Call recording and text messages

Calls handled by the receptionist may be recorded and transcribed so the Client can review them and so the receptionist can complete bookings accurately. Clients are responsible for providing any call-recording notice required in their jurisdiction. Text messages are sent only to numbers callers provide for confirmations and reminders; reply STOP to opt out and HELP for help. Message and data rates may apply.

6. Service providers

We use trusted vendors to run AirDesk, each bound by contract to protect your data and use it only to provide services to us: Retell AI (voice conversation and transcription), Twilio (telephony and SMS), Google (Calendar, Sheets, sign-in when chosen), Supabase (database and authentication), Vercel (application hosting), and a large-language-model provider used by Retell to conduct the conversation. These vendors may process data in the United States.

7. Retention

We keep account and appointment records for as long as the Client's account is active. Call recordings and transcripts are kept for 12 months by default, or shorter if the Client asks. When an account is closed we delete or de-identify its data within 90 days, except where we must keep it for legal, security, or billing reasons.

8. Security

Data is encrypted in transit (TLS) and at rest. Access to production systems is limited to authorized personnel, all API requests from our voice provider are signature-verified, and each Client can only see its own business's data. No system is perfectly secure; if we learn of a breach affecting your information we will notify you as required by law.

9. Your choices and rights

  • Clients can view, edit, export, or delete their business data from the dashboard or by emailing us.
  • Callers who want their information corrected or deleted should contact the business they called; we will assist that business in fulfilling the request.
  • California residents have the rights described in the CCPA/CPRA, including to know, delete, and correct personal information and to opt out of sale or sharing. We do not sell or share personal information for cross-context behavioral advertising.

10. Children

AirDesk is a business service and is not directed to children under 13. We do not knowingly collect information from children.

11. Changes

We will post any changes here and update the effective date. Material changes will be announced in the dashboard or by email.

12. Contact

AirDesk · Studio City, California · privacy@airdeskhq.com · support: support@airdeskhq.com