Smiley Nichols Reception · Effective September 21, 2026
Privacy notice
How Smiley Nichols LLC handles information when operating Smiley Nichols Reception, its website and customer workspaces.
1. Our role and your contractor's role
Smiley Nichols LLC operates Smiley Nichols Reception and its website and agency workspace. For calls and appointments handled for a contractor, that contractor ordinarily determines why its customer data is processed, while Smiley Nichols LLC provides the configured Smiley Nichols Reception service. The customer agreement records the applicable controller/processor roles and instructions. Contact the business you called about its service records, or contact Smiley Nichols Reception for help identifying the appropriate request route.
2. Information the application handles
Website inquiries may include a contact name, company, phone, email, website, trade, estimated call volumes, and business goals. Workspace records include account name/email, password hashes, session tokens, tenant permissions, invitation state, and configuration audit events. Hosting and authentication may process IP addresses, browser information, request metadata, and security logs.
Contractor records may include caller phone/name, supplied email or service address, service requests, urgency, approved customer context, appointment windows/status, provider identifiers, structured outcomes, duration, and sentiment or frustration estimates. These estimates may be inaccurate and are operational indicators, not decisions about a person's eligibility, credit, employment, or rights.
3. Transcripts, audio and retention
Smiley Nichols Reception does not store call audio in this application. Its voice and connectivity providers necessarily process call media; their own retention settings and agreements must be reviewed separately. Do not interpret the application's no-audio-storage design as a promise that a provider retains nothing.
The contractor can choose full transcript retention, summary-only storage, or no conversation-text retention. Full turns are saved only in full mode. In no-text mode, operational facts and a generic outcome summary can still remain, alongside leads and appointments. Changing the setting governs subsequent processing; it does not automatically erase previously saved records or provider copies.
The current application does not enforce an automatic record-purge schedule. We keep information as needed to provide the service, resolve billing and security issues, meet agreed obligations and comply with law. We handle authorized deletion requests manually and coordinate provider copies where applicable. Backup and legal-retention limitations may affect deletion timing; we explain applicable limits when responding to a request.
4. Purposes and service providers
Use is limited to operating and securing the service, responding to inquiries, onboarding accounts, handling agreed contractor workflows, resolving failures, and producing service reports. Access is restricted by role and tenant membership. We do not sell personal information or use service records for behavioral advertising. No advertising pixels are configured on this website.
Configured providers include Vercel for hosting, Neon for PostgreSQL storage, Better Auth software for authentication, and ElevenLabs for voice AI. Connected Google Calendar or Jobber accounts process scheduling information when authorized. Resend is the optional transactional invitation-email provider. Twilio and other configured connectivity providers process call routing data. Stripe processes payments and billing contact information; we retain identifiers, subscription status, billing periods and invoice references needed to manage service. Full card numbers and bank credentials are handled by Stripe rather than stored in this application. Providers may process information outside your state or country under their own agreements and retention practices. We do not promise US-only processing or zero provider retention. We may also disclose information when legally required or reasonably necessary to protect rights, safety or security.
5. Google Calendar data
When authorized, the integration requests owned-calendar-event and FreeBusy permissions. It uses busy windows to constrain availability and creates or updates the service's appointment events. Encrypted access and refresh tokens are stored server-side to maintain that connection. Smiley Nichols Reception does not request Gmail inbox access through this connection.
An authorized operator can disconnect the integration in the client workspace. The Google account owner can also revoke access in their Google account permissions. Disconnecting does not itself delete historical appointment events or Smiley Nichols Reception's appointment ledger. Google user data is used for the scheduling features the customer authorizes, not advertising or training a general-purpose AI model.
6. Cookies and account invitations
Essential authentication cookies maintain sign-in sessions; temporary integration-state cookies protect authorization handoffs. The application does not add a marketing-cookie consent banner because no advertising-cookie functionality is configured. Browser and hosting behavior should be reassessed if analytics or marketing tools are introduced.
Invitation emails contain a private, expiring link. Only a token hash is retained in the invitation record. Do not forward the link. An existing account must sign in to accept an invitation; an invitation does not overwrite its password. Email-provider acceptance alone does not prove inbox delivery.
7. Access, correction and deletion requests
Contact support@smileynichols.com or the contractor responsible for your service record to request access, correction, deletion, or an explanation of processing. Identify the business and the minimum information needed to locate the record. We may need proportionate identity and authority checks before disclosing or changing records. Do not send a password or government ID unless a secure, necessary verification process is separately agreed.
Applicable rights, deadlines, appeals and exceptions depend on the law and the parties' roles. We respond under applicable law and do not waive your mandatory rights. If a request is denied, you can ask for the reason and appeal by contacting support@smileynichols.com. We will explain the applicable process and any available regulatory complaint route.
8. Security and service boundaries
The application uses password hashing, server-side secrets, encrypted integration tokens, bounded inputs, role checks, and tenant-scoped access. No system is risk-free. Report suspected unauthorized access promptly without including credentials in the report.
The service is intended for contractor businesses and their authorized adult users, not for children or healthcare workflows. Do not intentionally collect children's data, health records, or other unnecessary sensitive information. If such data is received accidentally, contact the operator so it can be handled appropriately.
9. Notice changes
Smiley Nichols LLC is responsible for this notice, effective September 21, 2026. We publish an updated effective date when the notice changes and communicate material changes before they take effect where required. A revised notice does not remove rights that apply to previously collected information.
10. Optional field location and directions
Use my location is optional and requests permission only after you select it. When enabled, the current device coordinates and visible records' saved destination addresses are sent through our server to Google Maps to calculate driving distance and estimated duration. Without device location, Calculate distance uses the registered business address as the start. We do not include caller names, phone numbers, account identifiers or device identifiers in the routing request. Our application does not save coordinates as a location history, log routing payloads or persist route results. Google processes the requests under its own privacy practices; this is not a promise of zero provider retention.
Location watching and automatic route updates pause when the tab is hidden, location is stopped or you leave the workspace. Stale or imprecise fixes are not used for new device-origin estimates. Driving durations are estimates without live traffic, not arrival-time promises. Confirm the address and route in Maps. Selecting a directions link shares the destination and chosen origin with Apple Maps or Google Maps. No routing occurs merely from opening a workspace page. The Google Privacy Policy is incorporated by reference for the Google Maps functionality.