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Privacy Policy

Last updated: December 23, 2025

1. Introduction

TechHelpFL ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI receptionist and business automation services.

2. Information We Collect

2.1 Information You Provide

  • Contact Information: Name, phone number, email address
  • Business Information: Company name, industry, service needs
  • Communication Records: Call recordings, transcripts, and SMS messages
  • Appointment Data: Scheduling preferences and booking information

2.2 Information Collected Automatically

  • Device and browser information
  • IP address and location data
  • Usage patterns and analytics
  • Cookies and similar technologies

3. QuickBooks Integration & Financial Data Privacy

When you connect your QuickBooks Online account to our WhatsApp Payment Reminder service, we access certain data from your QuickBooks account. This section explains what data we access, how we use it, and how we protect it.

3.1 Data We Access from QuickBooks

When you authorize our application, we request access to the following QuickBooks data:

  • Invoice Information: Invoice numbers, amounts, due dates, and payment status
  • Customer Contact Information: Customer names, phone numbers, and email addresses associated with invoices
  • Company Information: Your business name for personalizing reminder messages

We do NOT access: bank account details, credit card information, tax records, payroll data, financial reports, or any data beyond what is necessary for sending payment reminders.

3.2 How We Use QuickBooks Data

Your QuickBooks data is used exclusively for:

  • Identifying overdue invoices that require payment reminders
  • Retrieving customer phone numbers to send WhatsApp reminder messages
  • Personalizing reminder messages with invoice details (amount, due date, invoice number)
  • Tracking which reminders have been sent to avoid duplicate messages

We do NOT sell, rent, share, or use your QuickBooks data for any purpose other than providing the payment reminder service you have subscribed to.

3.3 Data Storage and Security

Your QuickBooks data is protected by:

  • Encryption: All data is encrypted in transit (TLS 1.2+) and at rest (AES-256)
  • Access Controls: Only authorized systems can access your data
  • Minimal Storage: We only store the minimum data necessary (invoice IDs and reminder status)
  • OAuth 2.0: We use secure OAuth 2.0 tokens and never store your QuickBooks password
  • Token Security: Access tokens are encrypted and automatically refreshed

3.4 Data Retention for QuickBooks Data

We retain QuickBooks-related data as follows:

  • OAuth Tokens: Retained while your account is active; deleted upon disconnection
  • Reminder Logs: Retained for 90 days for service quality and dispute resolution
  • Invoice Data: Not permanently stored; fetched in real-time from QuickBooks when needed

3.5 Disconnecting Your QuickBooks Account

You can disconnect your QuickBooks account at any time by:

  • Contacting us at (386) 387-8150 or hello@techhelpflorida.com
  • Revoking access directly in your QuickBooks Online account under Apps → My Apps

Upon disconnection, we will:

  • Immediately revoke and delete your OAuth access tokens
  • Stop all automated access to your QuickBooks data
  • Delete stored reminder logs within 30 days (or immediately upon request)

3.6 Third-Party Service Provider

Our QuickBooks integration is built using Intuit's official APIs. By connecting your QuickBooks account, you also agree to Intuit's terms and privacy policies:

4. SMS and Phone Data Privacy

We take special care to protect data collected through phone calls and SMS messaging:

3.1 Phone Number Collection and Use

We collect phone numbers only when you:

  • Submit a form on our website
  • Call our business phone number
  • Provide your number to a business using our services
  • Opt-in to receive SMS notifications

3.2 SMS Data Handling

Your phone number and SMS data are used solely for:

  • Sending appointment confirmations and reminders
  • Following up on missed calls
  • Responding to your inquiries
  • Sending service-related notifications you have requested

We do NOT sell, rent, or share your mobile information (including your phone number) with third parties for promotional or marketing purposes.

3.3 Call Recording Disclosure

Calls may be recorded for quality assurance and service improvement. Callers are notified of recording at the beginning of each call. Recordings are stored securely and retained only as long as necessary for business purposes.

3.4 Opt-Out Rights

You can opt out of SMS messages at any time by:

  • Replying STOP to any SMS message
  • Contacting us at (386) 387-8150
  • Emailing hello@techhelpflorida.com

5. How We Use Your Information

We use the information we collect to:

  • Provide and improve our AI receptionist services
  • Process appointments and bookings
  • Send transactional communications (confirmations, reminders)
  • Respond to your inquiries and support requests
  • Analyze usage to improve our services
  • Comply with legal obligations

6. Information Sharing

We may share your information with:

  • Service Providers: Third-party vendors who help us operate our services (telephony providers, cloud hosting, analytics)
  • Business Clients: If you contact a business using our services, that business will receive your contact information and communication records
  • Legal Requirements: When required by law or to protect our rights

We do not sell your personal information to third parties.

7. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

  • Encryption of data in transit and at rest
  • Secure access controls and authentication
  • Regular security assessments
  • Employee training on data protection

8. Data Retention

We retain your information only as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, and resolve disputes. Call recordings are typically retained for 90 days unless longer retention is required by our clients or by law.

9. Your Rights

Depending on your location, you may have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your information
  • Opt out of marketing communications
  • Withdraw consent for SMS messaging

To exercise these rights, contact us using the information below.

10. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it promptly.

11. 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 and, where appropriate, providing additional notice.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

  • TechHelpFL
  • Phone: (386) 387-8150
  • Email: hello@techhelpflorida.com
  • Website: techhelpflorida.com
  • Address: Daytona Beach, FL 32114
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