Template — not legal advice. NorthStar HVAC is a fictional demonstration company. Before launching this assistant on a real website, replace every [placeholder] with the business's real details and have the final text reviewed by the business's attorney for the laws that apply in its jurisdiction. ServCopilot provides this outline as a starting point only.

Privacy Policy

Template last updated: July 2026 · Effective date: [date]

Who we are

[Business legal name] ("we", "us") operates this website and its chat assistant. Contact: [business address] · [business email] · [business phone].

What the chat assistant collects

Messages you type into the chat, including descriptions of your service needs.
Contact details you choose to share: name, phone number, email address, ZIP/postal code, and service address.
Photos you choose to upload with a service request.
Technical basics: IP address, browser type, and the page the chat was opened on.

How we use it

To answer your questions using our approved business information.
To create and follow up on service requests, appointment bookings, and estimates you ask for.
To contact you about your inquiry — that is the whole point of leaving your details.
We do not sell your personal information.

Processors we use

Chat messages are processed by OpenAI (to generate replies) and Pinecone (to search our own business information). Contact records are stored in our own database with our hosting provider, [hosting provider]. [If SMS notifications are enabled: SMS is delivered via Twilio.] These providers process data on our behalf and are not permitted to use it for their own purposes.

How long we keep it

Chat transcripts and captured contact details are retained for [N days — must match the configured retention window], after which they are automatically deleted. Records of work you asked us to do (service requests, appointments, estimates) are kept as business records for [period].

Your choices

You can use the website without opening the chat.
You can ask us to delete the personal data tied to your email or phone number: contact [business email] and we will action it.
Depending on where you live, you may have additional rights (access, correction, portability). Requests go to the same address.

Changes

We will update this page when our practices change and adjust the effective date above.