Privacy Policy

1.1 Information you give us. When you sign up, schedule a service, accept a job, upload a photo, send a message, or submit a payment, we collect the information you provide. This includes your name, contact information (email, phone, mailing address), your role (Operator, customer, or subcontractor), business or job details (job address, scope of work, color choices, schedule), photos you upload, messages you send, and payment information you submit.

1.2 Information we collect automatically. When you use our service, we automatically collect technical information such as your device type, browser type, IP address, pages you visit, and the time of your visits. We use cookies and similar technologies to keep you signed in, remember your settings, and measure how our service is used.

1.3 Information from third parties. We receive information from third-party services we use to operate our platform: payment processors (Stripe), communication providers (Twilio for voice and SMS), authentication providers (Clerk), AI processing providers (OpenAI, Anthropic, Vercel AI Gateway), and infrastructure providers (Amazon Web Services, Vercel). We also receive information from Operators about the customers and subcontractors they invite to use the platform.

1.4 Subcontractor onboarding information. If you are a subcontractor invited to a job, we collect your IRS Form W-9 information (legal name, taxpayer identification number, business classification) and any Certificate of Insurance documents you upload. This information is required for tax reporting (Form 1099-NEC) and Operator audit-defense compliance.

1.5 Customer payment information. When a customer pays an invoice, payment card data is collected and processed directly by Stripe. We do not see or store your full payment card number. We receive only a transaction record (amount, date, last four digits of the card, payment status) from Stripe.

2.1 To provide the service. We use your information to operate the platform: create your account, authenticate sign-ins, route jobs between Operators and subcontractors, deliver messages, schedule visits, process payments, generate AI-assisted recommendations (color suggestions, estimate drafts, scheduling proposals, communication drafts), and produce invoices and tax documents.

2.2 To improve the service. We analyze how our service is used (in aggregate and de-identified form where possible) to improve features, fix bugs, and develop new capabilities.

2.3 To communicate with you. We send you transactional messages about your account, your jobs, and your payments. With your consent where required, we may send you product updates or marketing messages. You can opt out of marketing messages at any time.

2.4 To comply with the law. We use your information to meet our legal obligations: tax reporting (Form 1099-NEC for subcontractor payments above the IRS threshold), audit and record-retention requirements, response to lawful legal process, and protection of our rights and the rights of others.

2.5 To protect the service. We use your information to detect and prevent fraud, abuse, security incidents, and violations of our Terms of Service.

3.1 AI is integral to our service. Our platform uses artificial intelligence (AI) to draft customer communications, suggest color choices, draft estimates, propose schedules, summarize voice and text conversations, and assist with other routine work. AI outputs are advisory and are reviewed by humans (the Operator and their crew) before being shown to customers as final.

3.2 AI provider list. We send information to the following AI providers to generate AI outputs: OpenAI (https://openai.com), Anthropic (https://anthropic.com), and Vercel AI Gateway (https://vercel.com/ai-gateway). All of our AI requests are routed through Vercel AI Gateway, which forwards them to OpenAI and Anthropic. These providers process your input data on our behalf under their respective commercial and API data-handling terms. The data sent typically includes job details, message text, photo descriptions, and customer-facing copy drafts. We do not send payment card data or social security numbers to AI providers.

3.3 AI training opt-out. We use AI providers under their commercial and API terms, which by default do not use your data to train their public-facing AI models. We do not affirmatively opt in to any provider data-training program. The per-provider posture, as of 2026-05-19, is as follows. (a) Anthropic (claude-sonnet, claude-haiku, and claude-opus models, used for general reasoning, classification, drafting, and summarization): under the Anthropic Commercial Terms of Service section B (Customer Content), "Anthropic may not train models on Customer Content from Services." (b) OpenAI (gpt models, used for voice transcription and embedding tasks): under the OpenAI API data-usage policy, data submitted through the API is not used to train OpenAI models by default; API data may be retained for a limited abuse-monitoring period (OpenAI states up to 30 days) and then deleted. (c) Vercel AI Gateway (the routing layer through which our AI requests pass to the providers above): Vercel states "AI Gateway does not use your prompts or responses for training purposes. Your data is processed solely to fulfill your requests and is not retained for model improvement", and the Gateway zero-data-retention posture states it "does not retain prompts, outputs, or sensitive data." In summary: your AI-feature inputs are not used to train upstream provider models by default, and that no-training posture is intrinsic to the provider tiers we use. Provider terms can change; see the provider links in Section 3.2 for each provider current policy, and we will update this section if our provider mix or the providers stated posture changes.

3.4 Voice-to-text and call summary. If you participate in a voice call routed through our platform (with an Operator agent or with an AI voice agent), the audio may be recorded and transcribed using AI voice-to-text services. Recording is subject to the consent disclosure shown at the start of the call and to applicable two-party-consent state laws. See Section 8 below for details.

3.5 AI output limitations. AI outputs may contain errors, inaccuracies, or unsuitable recommendations. AI outputs are not professional advice. Do not rely on AI outputs alone for important decisions. Always confirm important details with the responsible human (your painter, your Operator, your customer, or a licensed professional).

3.6 AI-output feedback used to improve our internal eval system. When you rate the quality of an AI agent output (for example, marking an AI-drafted message or estimate as helpful or not helpful, or submitting feedback in the "ai-output" category on the feedback form), we use that feedback to measure and improve the quality of our internal AI evaluation system. This use is default-in: the feedback you choose to submit is, by default, included in our internal quality-improvement and evaluation process. This feedback is not sent to AI providers to train their public models; it is used only by us, internally, to test and improve the AI features in this service. You may opt out of having your AI-output feedback used for internal eval-system improvement at any time by emailing privacy@agentic4hire.com (and, once available, from the privacy preferences in your account settings). Opting out does not stop you from submitting feedback; it stops that feedback from being used in our internal eval-improvement process beyond resolving the specific issue you reported.

4.1 With your Operator and their crew. If you are a homeowner customer, your job information (address, scope, photos, schedule, invoice) is shared with the Operator running your job and the crew assigned to it. The Operator is the painting business you hired; the crew is the painters and subcontractors they assign.

4.2 With service providers. We share information with the third-party providers we use to operate the platform: Stripe (payment processing), Twilio (voice and SMS), Clerk (authentication), AI providers (OpenAI, Anthropic, Vercel AI Gateway), and infrastructure providers (Amazon Web Services, Vercel). Each provider receives only the information needed to perform its function.

4.3 With law enforcement and legal process. We share information when required by law, by valid legal process (subpoena, court order, search warrant), or to protect our rights, your safety, or the safety of others.

4.4 In a business transfer. If our business is sold, merged, or otherwise transferred, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

4.5 With your consent. We share information with other parties when you ask us to or otherwise consent to the sharing.

4.6 What we do NOT do. We do not sell your personal information. We do not share your personal information with advertisers for ad-targeting purposes. We do not allow AI providers to train their public models on your data.

5.1 Active account data. While your account is active (or your Operator is actively running your job), we keep your information for as long as needed to provide the service.

5.2 Job-related data. Photos, messages, estimates, schedules, and invoices related to a completed job are kept by the Operator for the duration of their account plus a retention window the Operator configures. The minimum is 4 years to satisfy IRS business-records retention requirements (26 CFR 1.6001-1 and, for employment-tax records, 26 CFR 31.6001-1(e)(2)); the Operator may configure a longer window, up to about 7 years, for warranty and customer-relationship purposes.

5.3 Audit records. Records of changes (who did what when) are retained for 7 years to meet business-record retention obligations (IRS 26 CFR 1.6001-1 business-record-retention reference) and to support audit and dispute resolution.

5.4 Voice recordings. Voice call recordings are retained for 6 years (hot storage for the first 12 months, then cold storage for the remaining period) to meet audit and dispute-resolution requirements.

5.5 Subcontractor tax records. W-9 forms and 1099-NEC records are retained for at least 4 years after the tax year they cover, per the IRS employment-tax recordkeeping rule at 26 CFR 31.6001-1(e)(2). The Operator may retain them longer (up to about 7 years) for general business-records and audit-defense purposes under 26 CFR 1.6001-1.

5.6 Payment records. Stripe retains payment records under its own retention schedule. We retain transaction summaries (amount, date, status) for 7 years.

5.7 Deletion request. You can request that we delete your information by contacting us at privacy@agentic4hire.com. We will delete what we can within 30 days of your request, subject to our legal obligations (we cannot delete records we are required to keep for tax, audit, or legal-process reasons). Where we are required to keep records, we will isolate them so they are not used for any purpose other than the legal obligation.

6.1 Encryption. Your information is encrypted in transit (TLS 1.2 or higher) and at rest. Sensitive data (passwords, tax identification numbers, payment information) is encrypted with keys managed by AWS Key Management Service (AWS KMS).

6.2 Access controls. Our staff access to customer data is limited to what is needed for support, security, and operations. All access is logged. We use multi-factor authentication for staff accounts.

6.3 Audit trail. Changes to your information are logged in an audit trail. The audit trail is forwarded to AWS CloudTrail and held for 7 years.

6.4 Tenant isolation. Operators and their crews and customers are isolated from each other. Data from one Operator cannot be accessed by another Operator.

6.5 Incident response. If we discover a data security incident affecting your information, we will notify you and applicable regulators as required by law.

6.6 No system is perfect. We use reasonable security measures, but no system is 100 percent secure. You should also take steps to protect your account (strong unique password, do not share your sign-in link, sign out on shared devices).

7.1 Access. You can request a copy of the personal information we hold about you by contacting us at privacy@agentic4hire.com.

7.2 Correction. You can correct inaccurate personal information by updating it directly in your account or by contacting us.

7.3 Deletion. You can request deletion of your personal information (subject to our legal-retention obligations described in Section 5).

7.4 Portability. You can request a copy of your information in a portable format.

7.5 Opt-out of marketing. You can opt out of marketing messages at any time by clicking the unsubscribe link in any marketing email or by replying STOP to any marketing SMS.

7.6 Do Not Sell or Share. We do not sell or share your personal information for advertising purposes, so there is nothing to opt out of in this respect.

7.7 State-specific rights. Depending on the state you live in (such as California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, or Montana), you may have additional privacy rights under state law. Contact us at privacy@agentic4hire.com to exercise any state-specific right.

7.8 Response time. We will respond to verifiable rights requests within 30 days. If we need more time, we will tell you why and how long we need.

8.1 Recording disclosure. Voice calls routed through our platform (with an Operator agent or an AI voice agent) may be recorded for quality, training, dispute resolution, and audit purposes.

8.2 Two-party-consent states. Some states require all parties on a call to consent to recording. These states include (without limitation) California, Florida, Illinois, Maryland, Massachusetts, New Hampshire, Pennsylvania, and Washington. If you are located in one of these states (or are calling someone who is), recording requires your express consent.

8.3 How we capture consent. Before any recorded call begins, we play an audible disclosure or display a written notice that the call may be recorded, and we capture your consent. If you do not consent, you can decline the recording (your call may be transferred to a non-recorded line or you may proceed by text or email instead).

8.4 Tennessee. Tennessee is a one-party-consent state. If you are calling from Tennessee with a Tennessee-based party on the other end, only one party (which can be us or the Operator) must consent to the recording. We still provide the disclosure as a courtesy and to support multi-state scenarios.

8.5 Retention. Voice recordings are retained per Section 5.4.

9.1 What we use. We use first-party cookies and similar technologies (local storage, session storage) to keep you signed in, remember your settings, secure your session (CSRF protection), and measure platform usage.

9.2 What we do not use. We do not use third-party advertising cookies. We do not allow third-party trackers to follow you across other websites for ad-targeting purposes.

9.3 Analytics. We use first-party analytics to measure how our service is used (page views, feature usage, error rates) in aggregate. Analytics data is not used to identify individual users for advertising.

9.4 Browser controls. Most browsers let you control cookies through browser settings. If you disable cookies entirely, parts of our service may not work (you may be signed out repeatedly, settings may not save).

10.1 Not for children. Our service is not directed to children under 13 (or under 16 in jurisdictions where that is the applicable threshold). We do not knowingly collect personal information from children.

10.2 If you believe a child has provided us with personal information, contact us at privacy@agentic4hire.com and we will delete the information.

11.1 Our service is offered only to users located in the United States. We do not knowingly accept users from outside the United States.

11.2 If you are located in the European Union, the United Kingdom, or another non-United-States jurisdiction, our service is not available to you and you must not use it. We do not offer or target our service to you, and if we discover that you are accessing the service from outside the United States we may suspend or terminate your access. Because the service is United-States-only and is not made available to you, this policy is not an offer of, and does not create, rights under non-United-States privacy laws (including the GDPR and UK GDPR).

12.1 We may update this policy from time to time. The "Last updated" date at the top reflects the most recent change.

12.2 If we make a material change that affects how we use your information, we will notify you (by email, in-app notice, or both) at least 30 days before the change takes effect.

12.3 Your continued use of the service after the effective date of the change indicates your acceptance of the updated policy.

13.1 Privacy questions, requests, or complaints: privacy@agentic4hire.com.

13.2 General contact: hello@agentic4hire.com.

13.3 Mailing address: Agentic4Hire, Nashville, Tennessee, United States.