Effective date: May 30, 2026
Cairos Systems ("Cairos Systems," "we," "us," or "our") provides AI receptionist and lead-management services for HVAC businesses (the "Services"). This Privacy Policy explains how we collect, use, and protect information in connection with the Services. By using the Services, you agree to this Policy.
We collect information needed to provide the Services, including business contact details of our HVAC clients (such as name, business name, email address, and mobile phone number), and information captured during calls handled by our AI receptionist on behalf of our clients, which may include a caller's name, phone number, service address, the nature of their inquiry, call summaries, transcripts, or call recordings when enabled for the service.
We use information to operate and deliver the Services: to answer and process calls, capture and organize leads, send our clients notifications about new leads and related activity, maintain records, and improve the reliability and quality of the Services. We do not use this information for unrelated purposes.
No sharing of mobile information. We do not sell, rent, or share mobile phone numbers or SMS opt-in information with third parties or affiliates for marketing or promotional purposes. Mobile information is used solely to deliver the operational notifications our clients have requested.
Message frequency. Message frequency varies and depends on incoming call and lead activity for each client's business.
Rates. Message and data rates may apply, depending on your mobile carrier and plan.
Help and opt-out. Reply HELP for assistance or STOP at any time to opt out of further messages. After you send STOP, you will no longer receive SMS messages from the relevant Cairos Systems number.
We use reasonable administrative, technical, and organizational measures to protect information against unauthorized access, loss, or misuse. Access to data is limited to what is necessary to operate the Services.
We retain information for as long as needed to provide the Services and to meet legal, accounting, or operational requirements, after which it is deleted or anonymized.
We use trusted third-party providers to deliver the Services, including telephony, messaging, automation, scheduling, form, and data-storage providers. These may include Vapi, Twilio, n8n, Airtable, Formspree, Cal.com, GitHub, and Vercel. These providers process information only as needed to perform their functions and are bound by their own obligations to protect it.
You may opt out of SMS messages at any time by replying STOP. You may request access to, correction of, or deletion of your information by contacting us at the address below.
Cairos Systems — david@cairossystems.com — cairossystems.com. For questions about this Policy or your information, contact us at this address.
We may update this Policy from time to time. The effective date above reflects the most recent revision.