FrontOfficeTitan
Legal

Privacy Policy

Last updated: October 23, 2026

1. Overview

FrontOfficeTitan ("Company," "we," "us," or "our") operates the FrontOfficeTitan platform — an AI-powered front-office service for home-service businesses. This Privacy Policy describes how we collect, use, store, and share information when you visit our website at frontofficetitan.com or use our platform (collectively, the "Service").

This Policy applies to information about business operators and their staff who use the Service directly ("Users"), as well as end-customers whose data is processed through the Service on behalf of our business customers ("End Customers"). If you are an End Customer with questions about how a specific business handles your data, please contact that business directly.

2. Our Role: Controller and Processor

For information about Users — the business operators and staff who sign up for and use the Service — FrontOfficeTitan acts as the controller (or "business" under U.S. state privacy laws) and determines how that information is handled, as described in this Policy.

For End-Customer information processed when we answer calls and texts on behalf of our business customers, the business customer is the controller and FrontOfficeTitan acts as a processor / service provider. As a processor / service provider, we process that information to provide, secure, support, maintain, troubleshoot, and operate the Service, to comply with applicable law, to enforce our agreements, to prevent fraud and abuse, and to create Aggregated or De-Identified Data as permitted by applicable law and our customer agreements. We do not use raw End-Customer data to improve or develop our AI features; we use only Aggregated or De-Identified Data for those purposes. Google user data, raw or derived, is never used to improve or develop our AI features (see Google user data). If you are an End Customer and want to access, correct, or delete your information, please contact the business you interacted with; we will assist that business in responding to your request.

3. Information We Collect

Information you provide directly:

  • Account registration information: name, business name, email address, phone number;
  • Payment and billing details (processed through our payment processor — we do not store full card numbers);
  • Business configuration data: service types, pricing, service areas, dispatch rules, and CRM and calendar credentials you connect (for example, Google Calendar);
  • Communications and support requests you send to us.

Information collected automatically:

  • Log data: IP address, browser type, pages visited, timestamps, and referring URLs;
  • Device information: operating system, screen resolution, and browser version;
  • Usage data: features accessed, session duration, and interaction events collected via our analytics platform (PostHog — see Section 7).

Information processed on behalf of your business (End Customer data):

  • Caller/texter name, phone number, address, and service history as provided during AI-handled calls and texts;
  • Call recordings, transcripts, messages, and related metadata. Every call the Service answers is recorded and transcribed, and callers hear a recording notice unless the business customer turns it off (the business customer is solely responsible for determining whether recording is legally permitted, for providing required disclosures to callers, and for obtaining any required consents);
  • Appointment and scheduling data synced to your CRM.

Google user data

A business that uses FrontOfficeTitan can connect its Google Calendar so our AI receptionist can offer callers open appointment times and book appointments onto the business's calendar. This section explains what we access from your Google Account when you connect Google Calendar, and how we use, store, share, and delete it. If anything elsewhere in this Privacy Policy conflicts with this section, this section controls for Google user data.

What we access. When you connect Google Calendar from the Integrations page of the FrontOfficeTitan dashboard, you grant us the following permissions:

  • Your Google Account email address and account identifier. We use them to show you which Google account is connected so you can confirm it before the connection goes live.
  • Free/busy information for your primary calendar. We read which times are busy. This view does not include event titles, descriptions, or attendees.
  • Events on your primary calendar. For events in the date range a caller asks about, we read each event's start and end time, status, whether it is marked "busy" or "free", its event ID, and its title. We also create, reschedule, and cancel appointments that FrontOfficeTitan booked.

We only work with the primary calendar of each Google account you connect. We do not access other calendars, your contacts, your email, or any other Google service.

How we use it.

  • Offering available times. When a caller asks for an appointment, we check your calendar's busy times against your business hours to find open slots. If you set limits on jobs per time window or per day, we count the events already on your calendar. If you choose to keep days that have a job on them closed, we check event titles to recognize those jobs. Event titles are used only for that check. We do not show them to callers or pass them to our AI.
  • Booking, rescheduling, and canceling. When a caller books, we create an event on your primary calendar with the customer's name, phone number, email address and service address (if given), and a short summary of the problem. When a caller reschedules or cancels an appointment we booked, we move or delete that event.
  • Connection health. We run a small free/busy check to confirm that the connection still works, so the dashboard can tell you if you need to reconnect.
  • Billing for booked appointments. When an appointment FrontOfficeTitan booked onto your primary calendar is due to start, we read that event's status and start time to check whether the appointment is still on your calendar, which decides how that appointment is billed.

We use Google user data only to provide these scheduling features, which you can see in your dashboard and hear on your calls, and to bill for the appointments we booked as described above. We do not use Google user data for advertising or to determine credit-worthiness or for lending, we do not sell it, and we do not use Google user data, or anything derived from it, to create, train, or improve any artificial-intelligence or machine-learning model. The Aggregated or De-Identified Data practices in Sections 4 and 9 do not apply to Google user data.

How we store it.

  • Google user data is encrypted in transit and at rest.
  • Your Google access and refresh tokens are stored with additional encryption and are used only by the FrontOfficeTitan service to make the calendar requests described here.
  • Your Google account email address and identifier are stored with your integration settings while Google Calendar is connected or awaiting your confirmation.
  • For each appointment FrontOfficeTitan books onto a Google Calendar connected as your primary scheduling calendar, we store the Google Calendar event ID, so we can reschedule or cancel that appointment later.
  • For each appointment FrontOfficeTitan copies to a Google Calendar connected as a sync calendar, we store the Google Calendar event ID and the identifier of the Google account it was copied into, so we can update or remove that copy later.
  • For each appointment FrontOfficeTitan booked onto your primary calendar, we keep the start time we read when the appointment was due and the result of that check (kept, cancelled, or could not be confirmed) with the billing record for that appointment.
  • We do not store your calendar's event titles, descriptions, or busy times. The open appointment times we offer a caller are kept with that call or conversation record while your account is open.

How we share it. We pass two types of Google user data to the systems that run phone, web chat, and text conversations with your caller: the open appointment times we calculate from your calendar, so your caller can choose a time; and the Google Calendar event IDs of appointments we booked, so those appointments can be confirmed, rescheduled, or canceled. Third-party service providers that operate these systems on our behalf receive this data only to provide these scheduling features, and third-party service providers that host the Service store the Google user data described above on our behalf. We do not share event titles or event details with any third party, and beyond those providers we do not share your tokens or your Google account email. Transcripts of these conversations, which can mention the appointment times we offered, are sent to our AI classification provider to determine each conversation's outcome, such as whether the customer's question was resolved, shown on your dashboard and used for billing. Before they are sent, we replace the dates, times and numbers in them with placeholders, as described in Section 6. We do not transfer Google user data to advertising platforms, data brokers, or information resellers. We disclose it only as needed to comply with the law, to protect the security of the Service, or as part of a merger, acquisition, or sale of assets after we obtain your explicit prior consent.

Human access. Our support team signs into your dashboard only while someone on your team with the Manage team permission has turned on support access, for the period they choose, up to one year. It ends on its own after that, and they can revoke it at any time from the Team page of your dashboard. We record each time support access is turned on or revoked and who did it, and each change our staff make while it is on. Separately, we access your business's data as needed to run, bill, secure and troubleshoot the Service. Outside support access, staff view Google user data only when it is needed for security purposes, such as investigating a bug or abuse, or when the law requires it.

Disconnecting and deletion.

  • Disconnect at any time from the Integrations page of your dashboard. Disconnecting permanently deletes your stored Google access and refresh tokens and the Google account email address and identifier kept with your integration settings. From then on, FrontOfficeTitan cannot read or change your calendar. The Google Calendar event IDs stored with appointments already booked, and for copies on a sync calendar the identifier of the Google account they were copied into, are kept so those appointments can still be managed; email hello@frontofficetitan.com to have them deleted.
  • FrontOfficeTitan stays listed in your Google Account's connected apps until you remove it there. You can remove FrontOfficeTitan's access at any time at myaccount.google.com/permissions.
  • Appointments FrontOfficeTitan has already placed on your calendar stay there, because they belong to you. You can edit or delete them in Google Calendar.
  • To have us delete the stored Google Calendar event IDs, and for copies on a sync calendar the Google account identifiers, email hello@frontofficetitan.com. We will delete them within 30 days.
  • To close your FrontOfficeTitan account, email hello@frontofficetitan.com. When you close it, we delete your Google access and refresh tokens, your Google account email address and identifier, the stored Google Calendar event IDs and Google account identifiers, and the open appointment times we offered your callers within 30 days.

Limited Use. FrontOfficeTitan's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements. FrontOfficeTitan's use of raw or derived user data received from Google Workspace APIs will adhere to the Google Workspace API User Data and Developer Policy, including the Limited Use requirements.

4. How We Use Information

We use the information we collect to:

  • Provide, operate, and maintain the Service;
  • Process and complete transactions and send related information, including confirmations and invoices;
  • Respond to inquiries, troubleshoot problems, and provide customer support;
  • Improve and develop our prompts, workflows, and Service features (which may involve artificial-intelligence technologies), using Aggregated or De-Identified Data derived from interactions and usage, as permitted by applicable law and our customer agreements. This does not apply to Google user data (see Google user data);
  • Send transactional and service-related communications (e.g., outage notices, security alerts);
  • Send promotional communications, where you have provided consent or where permitted by law, with easy opt-out in every message;
  • Monitor and analyze usage trends, using Aggregated or De-Identified Data, to improve Service functionality and user experience;
  • Detect, investigate, and prevent fraudulent activity and security incidents;
  • Comply with legal obligations.

Appointment texts from businesses that use FrontOfficeTitan

If you call or message a business that uses FrontOfficeTitan and arrange an appointment, that business may send you text messages about it. Messages come from the business by name and cover only your appointment: a confirmation when it is booked, a notice if the time changes or it is canceled, and replies to questions you send back.

If you arrange the appointment by phone or web chat, you are asked first, in these words: "Is it okay if [business] texts you confirmations and updates about this appointment? Message frequency varies, message and data rates may apply, and you can reply STOP any time to opt out or HELP for help." Your appointment is booked either way — declining costs you nothing but the messages. If you arrange it by texting the business yourself, your own message is treated as your agreement to be answered by text.

Declining stops any further messages. A message already prepared at the moment you decline may still arrive.

Reply STOP to any message to stop receiving them, or HELP for help. Message frequency varies with your appointment activity. Message and data rates may apply. These are service messages about appointments you arranged; no marketing or promotional messages are sent from this number.

6. Sharing of Information

As of the Last Updated date, we do not sell your personal information or share it for cross-context behavioral advertising as those terms are defined by applicable law. If our practices change, we will update this Policy and provide any legally required opt-out before the change takes effect. Google user data is shared only as described in Google user data. Otherwise, we may share information in the following circumstances:

  • Service providers: We engage trusted third-party vendors who assist in operating the Service (e.g., cloud infrastructure, payment processing, AI voice/SMS providers, CRM integration partners). Except as described for our AI classification provider below, these vendors are contractually bound to use information only to perform services for us.
  • AI classification provider: To determine each conversation's outcome, which we show on your dashboard and use for billing, we send conversation transcripts to an AI classification provider. When the same customer calls again after a call, or chats again after a chat, within 24 hours, we send both conversations so the provider can tell whether the customer came back because the earlier one didn't help. Before a transcript leaves our systems, we automatically replace numbers (including phone numbers and house numbers), email addresses, street addresses, dates and times, and the customer names we hold on record with placeholders. This replacement is pattern-based, so names, street names and other details that we do not hold on record, or that are phrased in an unusual way, can remain in a transcript. The provider does not train models on this data. Under its terms it may keep the data, use it to monitor for fraud and abuse and to meet its legal obligations, and derive telemetry from it, which it may use without restriction, including to improve its services and other products.
  • Business transfers: In connection with a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred as part of that transaction.
  • Legal requirements: We may disclose information if required to do so by law or in response to valid legal process (subpoena, court order, or government demand).
  • Protection of rights: We may disclose information where necessary to enforce our Terms, protect our rights or the rights of others, or investigate suspected fraud or safety issues.

When our business customers export or sync data to third-party CRMs or other platforms through the Service, those platforms' own privacy policies govern further use of that data.

7. Cookies and Analytics

We use cookies and similar tracking technologies to operate and improve the Service. Cookies are small data files stored on your device. We use:

  • Strictly necessary cookies: Required for the Service to function (e.g., session management, security);
  • Analytics technologies: We use analytics tools, including PostHog, to understand how visitors use our site and Service. These tools may use cookies, session storage, device identifiers, or similar technologies as configured by us from time to time, consistent with applicable law and available privacy choices. See PostHog's Privacy Policy for details.

You may configure your browser to refuse cookies; however, some parts of the Service may not function correctly without them.

9. Aggregated and De-Identified Data

We may create aggregated or de-identified data derived from information processed through the Service that does not identify, and cannot reasonably be used to identify, you or any individual ("Aggregated or De-Identified Data"). We may use, disclose, license, and retain Aggregated or De-Identified Data for any lawful business purpose, including analytics, benchmarking, reporting, security, and product development. We maintain Aggregated or De-Identified Data in de-identified form and do not attempt to re-identify it except to test our de-identification methods or as permitted by law. This section does not apply to Google user data (see Google user data).

10. Data Retention

We retain account and billing information for as long as your account is active and for a reasonable period thereafter to comply with legal obligations, resolve disputes, and enforce agreements.

We keep call recordings and transcripts until they are deleted on request; nothing deletes them automatically, including after an account closes. Our voice provider also keeps a copy of each call under its own terms. Transcripts we send to our AI classification provider are kept by that provider under its own terms, which set no fixed retention period. We will honor deletion requests where required by law, subject to applicable legal holds, backup schedules, dispute-resolution needs, and our legitimate business interests. To make a request, contact hello@frontofficetitan.com.

11. Security and Data Location

We implement commercially reasonable technical and organizational measures to protect information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption in transit (TLS) and at rest, access controls, and regular security reviews.

No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. In the event of a data breach that affects your rights, we will notify you in accordance with applicable law.

We operate the Service using cloud infrastructure located in the United States, and we process and store information in the U.S. If you access the Service from outside the United States, you understand that your information will be transferred to, stored, and processed in the U.S., where data-protection laws may differ from those in your jurisdiction.

12. Your Rights

Depending on your location and applicable law, you may have the following rights regarding your personal information:

  • Access: Request a copy of the personal information we hold about you;
  • Correction: Request that inaccurate or incomplete information be corrected;
  • Deletion: Request deletion of your personal information, subject to legal retention requirements;
  • Opt-out of marketing: Unsubscribe from marketing emails via the link in any email, or reply STOP to marketing SMS messages;
  • Data portability: Request your data in a structured, commonly-used format where technically feasible.

To exercise any of these rights, contact us at hello@frontofficetitan.com. We will respond within the timeframe required by applicable law (generally 30 to 45 days). We may need to verify your identity before fulfilling your request.

13. U.S. State Privacy Rights

Depending on your state of residence, you may have additional rights under state privacy laws. The rights below apply to information for which we act as the controller / business; for End-Customer data we process on behalf of a business customer, please direct requests to that business (see Section 2).

California (CCPA/CPRA). California residents have the right to know what personal information we collect, use, and disclose; to request access to and deletion of that information; to correct inaccurate information; and to limit the use of sensitive personal information. As of the Last Updated date, we do not sell personal information or share it for cross-context behavioral advertising as those terms are defined by applicable law, so no "Do Not Sell or Share My Personal Information" action is required — but you may still exercise the rights above. Where required by applicable law and technically feasible, we treat recognized opt-out preference signals, including the Global Privacy Control (GPC), as requests to opt out of the sale or sharing of personal information for browser-based interactions over which we act as controller. We will not discriminate against you for exercising your rights.

Texas, Virginia, Colorado, Connecticut, and other states. Residents of states with comprehensive privacy laws (including the Texas Data Privacy and Security Act) have rights to access, correct, delete, and obtain a portable copy of their personal data, and to opt out of targeted advertising, the sale of personal data, and certain profiling. We do not sell personal data or use it for targeted advertising.

Exercising your rights. To make a request, contact us at hello@frontofficetitan.com. We will verify your identity before responding and will respond within the timeframe required by law. If we deny your request, you may appeal by replying to our response; if your appeal is denied, you may contact your state attorney general.

14. Children's Privacy

The Service is intended for use by businesses and is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us at hello@frontofficetitan.com and we will delete it promptly.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by updating the "Last updated" date at the top of this page and, where appropriate, by email or in-product notification. Your continued use of the Service after changes take effect constitutes acceptance of the revised Policy. Before we use Google user data in a new way, we will ask for your consent.

16. Contact Us

Questions or concerns about this Privacy Policy or our data practices should be directed to:
FrontOfficeTitan
hello@frontofficetitan.com