Privacy Policy

1. What We Collect

We collect the information you give us: your name, email address, phone number, and business information when you fill out a form or subscribe. For Frontline clients, we process and store call recordings, call transcripts, and caller phone numbers on your behalf so we can deliver the service. For PermitIQ, we compile publicly available building permit records, which may include property owner names, addresses, and phone numbers drawn from public filings.

2. How We Use It

We use your information to deliver and improve the services, send service notifications, generate reports, and bill you. We do not sell your personal information.

3. Call Recordings

Frontline calls are recorded to capture lead details. Recordings are stored securely, retained for 90 days, and then permanently deleted. Clients control whether callers hear a recording announcement and are responsible for enabling it where required by state law.

4. PermitIQ Data and TCPA

PermitIQ lead data is compiled from public government records. When you contact leads delivered by PermitIQ, compliance with the Telephone Consumer Protection Act (TCPA), state telemarketing rules, and do-not-call registries is your responsibility as the caller, not ours.

5. Third-Party Services

We rely on trusted processors to run the services: Stripe (payments), Vapi (call handling), Twilio (telephony and SMS), SendGrid (email), DigitalOcean (hosting and storage), HubSpot (contact management), and Anthropic (AI analysis of calls and permits). Each processes data only as needed to provide their function.

6. Security and Retention

Data is encrypted in transit, access is restricted, and backups are retained on secure storage. Account data is retained while your subscription is active and for up to 12 months after cancellation, except call recordings, which follow the 90-day schedule above.

7. Text Message Communications (SMS)

When you submit a form on our website and consent to receive text messages, we may send you service notifications, lead alerts, appointment reminders, and follow-up messages related to Frontline and our other services. Message frequency varies based on your lead volume and service usage.

Opt-out: Reply STOP to any message to unsubscribe immediately. You will receive one final confirmation message and no further texts.

Help: Reply HELP for assistance or email admin@operational-systems.com.

Message and data rates may apply. We do not sell or share your phone number with third parties for their own marketing purposes.

8. Your Choices

You can request a copy or deletion of your personal data at any time by emailing us. Marketing emails include an unsubscribe link. Text message subscribers can reply STOP at any time.

9. Governing Law and Contact

This policy is governed by Wisconsin law. Questions: admin@operational-systems.com, Operational Systems LLC, Madison, Wisconsin.