Privacy policy

HandsFreeOS is made and run by Go Biz Help LLC (“we”, “us”). This policy explains what we collect, why, who else sees it, and how to get it back or get rid of it. It is written to be read, not to be survived.

Two different kinds of information

Your information, as our customer. If you sign up, we hold your name, email address, phone number, what you do inside HandsFreeOS, and what you pay us. We decide how that is handled, and this policy covers it.

Your customers’ information, as your business. Everything you put into HandsFreeOS about the people you serve — their names, numbers, addresses, the texts and emails and calls between you, their appointments, their quotes and invoices — belongs to your business. We hold it for you and act on your instructions. We do not decide what you do with it, we do not use it to sell anything to them, and we do not sell it to anyone. If one of your customers asks us about their information, we point them to you.

What we collect

Full card numbers never reach us. Card details are typed into Stripe or Square directly and stay with them.

Why we are allowed to hold it

Because we need it to give you the service you asked for, because we have a legitimate interest in keeping that service working and secure, because the law requires some of it (tax and business records), and — where consent is what matters, such as recording a call or texting a customer — because the person gave it.

Texting, calling and consent

Business texting in the United States is registered with the mobile carriers, and you register as the business that sends the messages. Your business is responsible for having the right consent from every person you text, and for honoring STOP.

What we keep for texting. When someone agrees to get texts from a business that uses HandsFreeOS, we keep their mobile number, which business they agreed to hear from and what about, and the date and time they agreed. Offers are only ever sent to someone who separately agreed to them. We also keep the texts sent and received, and any STOP, START or HELP reply.

How it is used. To send the texts the person agreed to, to stop them the moment they reply STOP, and to show the business its record of consent. Message frequency varies. Message and data rates may apply. Reply STOP to any message to stop, or HELP for help. The full texting terms are in section 5A of our terms.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. Phone numbers and consent records are used for the texts a business sends and nothing else. They are never sold.

Calls can be recorded and transcribed if your business turns that on. Whether you may record a call depends on where you and the other person are, and it is your business that has to get that right. HandsFreeOS can play a notice at the start of a call; turning it off is your decision and your responsibility.

Google user data

If you connect a Gmail mailbox or a Google Calendar, HandsFreeOS reads what it needs to show your email in your inbox and to know when you are busy, and writes what you ask it to write — sending a reply you wrote, putting an appointment on your calendar.

HandsFreeOS’s use of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements. In plain words, that means:

• We use Google data only to provide or improve the features you can see in HandsFreeOS — your inbox, your calendar, and the AI that drafts replies for you inside them.
• We never use Google data for advertising, and we never sell it.
• We do not transfer Google data to anyone else, except where we need a service to provide a feature to you (see the list below), because you told us to, or because the law requires it.
• We do not use Google data to train generalized artificial intelligence or machine learning models. It is never used to train a model that serves anyone but you.
• No human at Go Biz Help LLC reads your Google data, except with your permission for a specific problem you asked us to look at, where it is needed for security, or where the law requires it.

Disconnecting the mailbox or calendar in Settings stops the access and deletes what we stored from it. You can also remove our access at your Google account permissions page. The same goes for a Microsoft mailbox or calendar.

Facebook and Instagram data

If you connect a Facebook Page or an Instagram professional account, HandsFreeOS receives the messages people send it and sends the replies your team writes. For each person who writes, it keeps the name or username Facebook or Instagram shares, and, when they came from one of your ads or links, which one it was. With your permission it reads that ad’s name, its campaign and ad set, and its picture and words from your ad account, so you can see which ad brought each customer.

If you run lead ads, HandsFreeOS also reads each lead somebody sends on your Page’s lead forms: the answers they gave, the boxes they ticked, and the form’s name and questions. It files them as your customer and your lead, and records a ticked box about texts as their OK to text.

• We use this only to run your inbox and your customer records, and to show you where your customers came from. We never use it for advertising, and we never sell it.
• We do not read your posts, your friends or anything else on Facebook or Instagram, and we do not post anything for you.
• Messages people send your business belong to your business, like the rest of its customer records.

Disconnecting a Page or account in Settings stops it at once. If you remove HandsFreeOS from your Facebook settings, every connection you made stops. If you ask Facebook to have your data deleted, we delete your Facebook sign-in and who you are on Facebook, and give you a confirmation code. You can also write to us (below).

What happens with AI

The Assistant and the AI teammate are built on Claude, made by Anthropic. When they answer a question or draft a reply, the part of your business data needed for that answer — the conversation, the customer, your services and hours, the relevant notes — is sent to Anthropic to produce it. If Claude is unavailable, the same request goes to OpenAI, the maker of ChatGPT, instead.

• It is used to produce your answer and then it is done. Under our agreements with Anthropic and OpenAI, your data is not used to train their models.
• In the phone app you are asked to agree before anything about a customer is sent to the AI for the first time.
• Your business decides how much the AI does on its own, and can put it back to asking first at any time.
• AI can be wrong. What it sends goes out in your business’s name, so the settings that decide when it sends on its own are worth reading.

Who else sees it

Only the companies that make the service work, each doing one job, and each bound to use it only for that job:

We also share information if the law makes us, to protect someone from harm, or if the business is ever sold — in which case the buyer is bound by this policy. None of this sharing ever includes mobile numbers, or text messaging opt-in data and consent, for anyone’s marketing: see Texting, calling and consent.

We do not sell your personal information, and we do not share it for advertising. We have never done either, and there is no version of this business where we do.

Cookies and tracking

The web app uses cookies to keep you signed in and to remember small preferences like light or dark. This website uses none of the advertising trackers you would normally expect.

We count visits with Matomo, on this website, in the web app and in the phone app: which pages and screens are opened, how often, and from what kind of device. On the website and in the web app, Matomo may set its own cookie so a return visit is not counted as a new person; no other website can read it. While you are signed in, the apps also send your account’s id number — a random string, never your name or email — so your visits from different computers and phones count as one person’s. The apps record the screen, never what is on it: a customer’s page is counted as “a customer’s page”, not by their name, and nothing you type or search for is sent. The pages your customers open — booking pages, invoices, forms — are not counted at all. None of it is used for advertising or shared with anyone else.

On this website only, we also use Opinly to see which of our own ads, posts and links bring people here. It keeps a random number in your browser’s storage, not a cookie, so a return visit is known as the same visitor, and it notes the link or ad you arrived from and the pages and buttons you use. It never reads what you type into a form. If you follow a link from here to sign up, that random number goes along in the link and is kept with your new account. When you sign up, or pay for a founding spot, our servers tell Opinly, with that number and your email address (for a spot, the amount too), so the sign-up or payment is matched to the same visits. Deleting your account deletes the number with it. Opinly’s script is never loaded in the web app or the phone app. It does not follow you to other websites, and nothing it records goes to an ad network.

If you type your business’s name into the example on our home page, it stays in your browser’s storage, so the example remembers it next time; it is not sent to us or to Opinly. If you then follow a link from here to sign up, the name and the kind of business you picked go along in the link, so the first setup screen starts with them filled in.

Some browsers send a “Do Not Track” signal. We do not need to do anything differently when we get one, because we do not track you across other websites in the first place.

How long we keep it

• While your business uses HandsFreeOS, everything in it stays, because a customer record with the history cut out of it is not much use.
• When a business closes its account, its data is deleted within 30 days, apart from what we must keep for tax and legal records.
• When a person deletes their account, their name, email and phone number are removed from what stays behind, so the business’s own records still add up.
• Backups roll off within 30 days.

Deleting your account

You can delete your own account without asking anyone, at app.handsfreeos.com/delete-account, in the web app under Settings → Account, or in the phone app. The page tells you what happens to each business you belong to before you confirm. If you own a business on HandsFreeOS and want the whole business deleted, email us at support@handsfreeos.com.

Your rights

Wherever you are, you can ask us what we hold about you, ask for a copy, ask us to correct it, and ask us to delete it. Email support@handsfreeos.com and we will answer within 30 days. We will never treat you differently for asking.

If you are in California: you have the right to know what we collect and why, to get a copy, to correct it, to delete it, and to opt out of the sale or sharing of personal information — which is easy here, because we do neither. You can ask through an authorized agent.

If you are in Colorado, Connecticut, Utah, Virginia or another state with its own privacy law: the same rights above are yours, and you do not have to work out whether your state’s law applies to us before asking. Those laws also give you the right to appeal if we turn a request down. We will not, but if we ever do, the refusal will say why and how to appeal it, and an appeal goes to the same address and gets an answer within 45 days.

If you are in the UK or the EU: you also have the right to object to some processing, to ask us to restrict it, and to complain to your data protection authority. Your information is stored in the United States, under the standard contractual clauses where they apply.

If you are one of our customers’ customers and want your information removed, ask that business. They control it; we will help them do it.

Keeping it safe

Everything is encrypted on the way to us and while it is stored. Each business’s data is separated in the database itself, not just in the app, so one business cannot read another’s. On phones the local copy is encrypted. Access by our own staff is limited to the people who need it and is logged. No system is perfect; if something happens that affects you, we will tell you promptly and plainly.

Children

HandsFreeOS is a tool for businesses and is not for anyone under 18. We do not knowingly collect information from children. If you think a child’s information has ended up here, email us and it will be removed.

Changes to this policy

If we change it in a way that matters, we will email the account owners and change the date at the top. Carrying on using HandsFreeOS after that means the new version applies.

Contact

Go Biz Help LLC
support@handsfreeos.com
8000 Madison Blvd Ste D102 # 287
Madison, AL 35758
US