Privacy Policy

Service Rehash, LLC ("Service Rehash," "we," "us," or "our") provides outsourced sales recovery and follow-up services to HVAC and other home service companies (our "Clients"). On behalf of our Clients, we contact their customers and prospective customers ("Homeowners") to follow up on estimates, re-engage aging leads, and book jobs.

This Privacy Policy applies to information processed through our website, our software platform, and the services we deliver. It describes our practices both as a business that determines how information is handled (for our own operations) and as a service provider that processes Homeowner information under the direction of our Clients.

When we process Homeowner information that a Client provides to us — such as contact details, estimate records, and service history — we act as a service provider (or "processor") on behalf of that Client. The Client is responsible for the information it shares with us and for having the appropriate legal basis and consents to share it.

When we collect information directly for our own purposes — for example, when a business visitor fills out a form on our website or communicates with our sales team — we act as the controller of that information and this policy governs our use of it.

We collect the following categories of information:

• Client and account information, including business names, business contact information, user account details, billing information, and configuration preferences. Account credentials and settings for personnel at our Client companies.
• Homeowner information provided by Clients. Names, phone numbers, email and mailing addresses, estimate and quote details, service and equipment history, appointment information, and related notes that a Client stores in or shares through our platform.
• Communications content. Records of calls, text messages, emails, and other communications we conduct on behalf of Clients, including call notes, recordings where permitted by law, dispositions, and outcomes.
• Website and usage information. Information you submit through web forms, and technical data such as IP address, browser type, device information, pages viewed, and cookie identifiers collected automatically when you use our website.

We use information to:

• Provide outsourced follow-up, sales recovery, and appointment-booking services;
• Contact Homeowners on behalf of our Clients by phone, text message, and email regarding estimates, services, and offers;
• Store, organize, and update customer information provided by Clients within our platform;
• Generate notes, summaries, reports, and analytics for our Clients;
• Operate, maintain, secure, and improve our services and website;
• Process billing, manage accounts, and provide customer support;
• Comply with legal obligations and enforce our agreements.

We use artificial intelligence and automation tools to assist with note generation, call and message summarization, reporting, and workflow automation. These features are designed to support our team and improve the accuracy and efficiency of the services we provide. AI-generated output is used internally to support human decision-making; it is not used to make legally significant decisions about Homeowners without appropriate oversight. We do not permit our AI providers to use Client or Homeowner information to train their general models except as necessary to provide the service to us.

Our platform integrates with third-party systems that our Clients use, including customer relationship management (CRM) platforms, phone and telephony systems, email providers, and SMS/text messaging providers. When you authorize an integration, information is exchanged between those systems and our platform to deliver the services.

We also rely on trusted service providers for hosting, infrastructure, communications delivery, analytics, and AI processing. These providers may process information only on our behalf and under contractual obligations to protect it and use it solely to provide services to us.

We may use third-party communication providers to send and receive phone calls, text messages, emails, and other communications on behalf of our Clients.

We share information only as needed to run our business and deliver our services:

• With our Clients. We share communications, notes, outcomes, and reports with the Client on whose behalf we are working.
• With service providers and integration partners. As described above, to deliver the services you and our Clients have authorized.
• For legal and safety reasons. To comply with applicable law, respond to lawful requests, protect our rights, or prevent harm or fraud.
• In business transfers. In connection with a merger, acquisition, or sale of assets, subject to the protections described in this policy.

We do not sell Homeowner personal information or Client business information, and we do not share it for cross-context behavioral advertising.

Service Rehash uses employees and contractors located in multiple countries to deliver our services. As a result, information may be accessed from or transferred to countries other than the one in which it was originally collected. Wherever our personnel operate, they are bound by confidentiality obligations and our security and privacy standards, and we apply appropriate safeguards for cross-border transfers as required by applicable law.

We maintain administrative, technical, and physical safeguards designed to protect information against unauthorized access, disclosure, alteration, and destruction. These measures include access controls, encryption in transit, restricted and role-based access, vendor due diligence, and ongoing monitoring. No system is completely secure, but we work to protect information in line with industry practices and the sensitivity of the data we handle.

Our website and platform use cookies and similar technologies to operate our services, remember user preferences, improve performance, analyze website traffic, and enhance security. You may adjust your browser settings to refuse certain cookies; however, doing so may affect the functionality of our website or platform.

We retain Homeowner information for as long as needed to provide services to the relevant Client, and otherwise in accordance with our agreements with that Client. We retain our own business and website information as long as necessary for the purposes described in this policy and to meet legal, accounting, and reporting obligations. We securely delete or de-identify information when it is no longer required for the purposes described in this policy or as required by applicable law.

Because we contact Homeowners on behalf of our Clients, individuals may opt out of receiving calls, texts, or emails at any time by following the instructions provided in a message (such as replying STOP to a text), by telling our representative during a call, or by contacting the relevant Client directly. We honor opt-out and do-not-contact requests in accordance with applicable communication laws.

Depending on where you live, you may have rights to access, correct, delete, or restrict the use of your personal information, or to object to certain processing. Because much of the Homeowner information we process belongs to our Clients, we will direct requests concerning Client-owned data to the appropriate Client, and we will assist our Clients in responding. For information we control directly, you may contact us using the details below. We will not discriminate against you for exercising your rights.

We comply with applicable privacy and communication laws governing the services we provide, including laws relating to telemarketing, text messaging, and email communications. Our Clients remain responsible for ensuring they have the necessary rights and consents for the information and contact instructions they provide to us.

Our services are intended for businesses and are not directed to children. We do not knowingly collect personal information from children under the age of 16.

We may update this Privacy Policy from time to time. When we make material changes, we will revise the "Last updated" date above and, where appropriate, provide additional notice. Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

If you believe you have discovered a security vulnerability affecting our services, please contact us promptly so we may investigate.

If you have questions about this Privacy Policy or our privacy practices, you may contact us at:

Service Rehash, LLC
Email: privacy@servicerehash.com
Website: https://www.servicerehash.com