Privacy Policy

This policy covers Scout AI LLC (“Scout”, “we”, “us”). Scout is business software for HVAC shops. We call the businesses that use Scout “shops”. It also covers this website, meetscoutai.com.

A shop connects its own accounts to Scout, such as its field service software and its lead platforms. Scout then works on the shop's behalf: it answers calls, replies to leads, sends texts and books jobs in ServiceTitan or Housecall Pro for that shop. For FieldEdge shops, Scout takes a booking request for the shop's office to confirm.

For information about a shop's customers and leads, Scout processes that information on behalf of the shop and under the shop's instructions. The shop decides why and how that information is used.

Where a connected platform's own terms make Scout independently responsible for data it receives from that platform, Scout handles that data under this policy and that platform's terms.

The shop is responsible for its own privacy notices to its customers and leads, and for getting any consent the law requires before it contacts them through Scout.

For information about shop owners and staff, and about visitors to this website, Scout decides how it is used, as described below.

• Account and contact information. Names, email addresses, phone numbers and business details of shop owners and staff who use Scout or contact us.
• Field service and CRM data. When a shop connects software such as ServiceTitan or Housecall Pro, we receive data from it, such as customers, jobs, estimates, invoices and schedules.
• Lead data. When a shop connects ad and lead platforms, such as Meta (Facebook and Instagram lead forms), Google Local Services Ads, Yelp, Angi and Thumbtack, we receive lead information, such as the lead's name, contact details, the job they asked for and their messages.
• Communications content. Texts, calls, call recordings, call transcripts and other messages that Scout sends or handles for a shop with its customers and leads.
• Website visit basics. Like most websites, the servers that host meetscoutai.com keep standard request logs, such as IP address, browser type, the page requested and the time of the request.

We do not use advertising cookies on this website. We use Vercel Web Analytics, from the company that hosts the site, to count page views and see which websites send visitors here, such as an AI assistant. It does not use cookies, and we do not use it to identify individual visitors. When a visit comes from an AI assistant, the site keeps a short note in your browser's session storage, which clears when you close the tab, so that visit is counted once.

We use information only to provide and support Scout for the shop it belongs to, which includes:

• Answering and routing calls.
• Replying to new leads and following up with them.
• Sending the texts the shop asks for.
• Booking jobs into the shop's own ServiceTitan or Housecall Pro account, or, for FieldEdge shops, taking a booking request for the shop's office to confirm.
• Sending reminders and following up on invoices and payments.
• Reporting results to the shop.

We also use information to keep Scout secure, to prevent abuse and to comply with the law.

Data we receive from a platform a shop connects (its field service software, ad and lead platforms, or Google) follows these rules:

• We use it only to provide Scout to the shop that connected it.
• We do not sell it.
• We do not use it for advertising.
• We do not use it to train AI models.
• We do not share it, except with the service providers we need to run Scout (listed by category below), at the shop's direction, or when the law requires it.

Scout uses third-party AI model providers to understand messages, draft replies and handle calls for a shop. Scout does not use shop data or its customers' and leads' data to train AI models. We use AI model providers through business or API terms that do not permit them to use this data to train their models.

We share information with service providers only as needed to run Scout. By category, they are:

• Cloud hosting and databases.
• SMS and telephony providers.
• AI model providers.
• Email delivery.
• Payment processing, where a shop uses pay links. For ServiceTitan shops with that payment setup, pay-link payments go to the shop's own Stripe or Square account. At Housecall Pro shops, customers pay from the Housecall Pro invoice.

These providers may use the information only to provide their services to us.

A shop can connect its Google Local Services Ads account to Scout by signing in with Google. When it does, Scout accesses the leads, lead messages and account information for the Local Services Ads account the shop connects.

Scout's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In particular, data we receive from Google:

• Is used only to provide the features the shop sees and uses in Scout, such as replying to and following up with its Local Services Ads leads.
• Is not transferred to others, except as needed to provide those features, for security, or to comply with the law.
• Is not used for advertising.
• Is not sold.
• Is not used to develop, improve or train AI or machine learning models, including generalized models.
• Is not read by people at Scout, unless the shop asks us for support and agrees to it, it is needed for security (such as investigating abuse), or the law requires it.

Scout sends text messages on behalf of shops to their customers and leads who have given the shop consent to be contacted.

Mobile numbers and SMS consent are not shared with third parties or affiliates for their marketing purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except service providers that help deliver the messages, such as SMS providers.

Message frequency varies. Message and data rates may apply.

Reply HELP for help. Reply STOP to stop receiving messages.

The full text messaging terms are in our Terms of Service.

We keep information while a shop's account is active and as long as we need it to provide Scout.

• A shop can ask us to delete its data at any time by emailing [email protected].
• When a shop disconnects a platform, we stop collecting data from it. Where that platform's terms require it, we delete the data we got from that platform within 5 business days of the disconnection.
• Where a platform's terms require it, we also delete the data we got from that platform within 5 business days after we stop using that platform's API, or after a valid deletion request from that platform.
• We delete or de-identify lead data once it is no longer needed for that lead, or sooner when a platform's terms require it.
• We keep backups only for a limited time, and we handle data in them consistently with these obligations.

If you are a customer or lead of a shop that uses Scout, the shop usually controls your information. You can contact the shop directly, or contact us. Where the shop controls your information, we will pass your request to the shop.

We use reasonable administrative, technical and physical safeguards to protect information. No system is perfectly secure, so we cannot promise that information will never be accessed without permission.

Scout is a service for businesses. It is not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has given us personal information, email [email protected] and we will delete it.

You can ask to access, correct or delete your personal information by emailing [email protected]. We may need to confirm who you are before we act on a request. We respond as required by applicable law.

If your request is about information a shop controls, we will pass it to that shop.

We may update this policy. The effective date at the top of this page shows when it last changed. If we make a material change, we will notify shops before it takes effect.

Questions about this policy or your information: [email protected].