Privacy Policy
Last reviewed: 2026-07-07
Effective date: 2026-05-13 Last reviewed: 2026-07-07
TenFour Pro LLC, a California limited liability company doing business as TenFour Pro (“TenFour Pro,” “we,” “us,” or “our”), operates the website at https://tenfourpro.com and provides an AI assistant service (“Service”) for small service-trade businesses. This Privacy Policy describes the personal information we collect, how we use and retain it, and your rights under applicable U.S. state privacy laws.
Who this Policy covers
This Policy applies to: visitors to https://tenfourpro.com, prospective customers who request a demo, customers of the Service (“Customer”), and individuals whose calls are answered by the Service on a Customer’s behalf (“Callers”). For Caller information, TenFour Pro acts as a service provider under the California Privacy Rights Act (“CPRA”), processing on the Customer’s behalf. The Customer is the controller-equivalent for that information.
Categories of personal information we collect
Using the categories defined in California Civil Code Section 1798.140(v):
| Category | Examples | Source |
|---|---|---|
| Identifiers | Business name, contact name, phone number, email, IP address (hashed) | You, your Customers, Callers, Twilio caller-ID |
| Commercial information | Subscription tier, billing history | You, our payment processor |
| Internet or network activity | Pages viewed, referrer, country-level location (Plausible analytics, cookieless) | Your browser |
| Geolocation (coarse) | City- or area-code-level inferred from caller phone number | Twilio |
| Audio, electronic information | Call recordings, transcripts, call summaries | Inbound calls to your forwarded number |
| Inferences | Per-trade urgency scores, lead-quality signals | Service models |
| Sensitive personal information | Potentially: precise location if a Caller reads their address aloud, or health-adjacent information if a Caller mentions a medical condition during triage | Inbound calls |
We do not collect: Social Security numbers, driver’s license numbers, payment card numbers (handled by our payment processor under PCI scope), genetic information, biometric identifiers, or any racial, religious, sexual-orientation, or union-membership data.
We do not create voiceprints or other biometric identifiers from call audio, we do not use call audio for speaker identification or voice cloning, and we contractually require our subprocessors not to derive biometric identifiers from it. This is relevant under biometric-privacy laws such as the Illinois Biometric Information Privacy Act (740 ILCS 14), Texas CUBI, and Washington’s biometric statute.
Sensitive personal information
The Service may, incidentally, record a Caller mentioning a medical condition during a triage call (for example, “my elderly mother is in the house and the heat is out”). We treat this as sensitive personal information under Cal. Civ. Code § 1798.140(ae). We use it only to deliver the Service (specifically, to classify urgency) and we do not retain health-adjacent inferences beyond the underlying call recording’s retention period. We do not sell or share sensitive personal information for cross-context behavioral advertising. The “Limit the Use of My Sensitive Personal Information” right under § 1798.121 does not currently apply because we do not use sensitive personal information for purposes other than delivering the Service.
How we use personal information
We use the personal information described above to:
- Operate, maintain, and improve the Service
- Respond to demo requests and contact prospective customers
- Send owner-approval SMS notifications to the Customer’s designated phone number
- Schedule non-emergency appointments to a Customer-authorized calendar
- Comply with legal obligations, defend legal claims, and prevent fraud and abuse
- Generate aggregated, de-identified analytics (no individual is identifiable)
We do not sell personal information. We do not share personal information for cross-context behavioral advertising. We do not use personal information to train third-party AI models.
SMS/text messaging consent
When a Customer (the business owner) signs up for the Service, they opt in to receive operational text messages from TenFour Pro (lead alerts, dispatch approvals, daily status summaries, and account notifications) at the mobile number they provide. This opt-in is a required part of completing signup, and we record the date and time it was given. Message frequency varies. Message and data rates may apply. Customers can reply STOP to opt out at any time, or HELP for assistance.
Text-messaging opt-in data and consent will not be shared with any third parties or affiliates for marketing purposes. We use the mobile number only to deliver the Service’s operational messages and route them through our SMS subprocessor (Twilio). No mobile information is sold or shared for promotional or marketing purposes.
Who we share personal information with
We share personal information only with the following subprocessors, each bound by a contractual service-provider obligation to process only on our instructions:
- Vapi (voice orchestration)
- Twilio (SMS delivery and inbound voice routing)
- Google (Calendar API)
- Anthropic (AI urgency classification, primary)
- OpenAI (AI urgency classification, fallback)
- Cloudflare (Turnstile anti-spam, CDN)
- Railway (US-region hosting and database infrastructure)
- Resend (transactional outbound email)
- Stripe (subscription billing and payment processing)
We may also disclose personal information when legally required (subpoena, court order, government request).
Google user data
When a Customer connects a Google Calendar to the Service, they authorize TenFour Pro to access a limited part of their Google account through Google’s OAuth consent flow. We request only what the Service needs:
| Google scope | Why we request it |
|---|---|
https://www.googleapis.com/auth/calendar.freebusy | Read free/busy availability so the Service never offers a caller a time the Customer is already booked. |
https://www.googleapis.com/auth/calendar.events | Create, update, and delete the appointment events the Service books, reschedules, or cancels on the Customer’s behalf. |
openid, https://www.googleapis.com/auth/userinfo.email | Read the connected Google account’s email address, solely to show the Customer which account is linked. |
How we use Google user data. We use this access only to check calendar availability and to write, update, or remove the appointment events the Service books for the Customer. We do not use Google user data for advertising, we do not sell or share it, and we do not use it to develop, improve, or train generalized or third-party AI/ML models.
Storage and retention. We store the Customer’s Google refresh token encrypted at rest (it is never written to logs) so the Service can keep the calendar in sync, plus the connected account email and the granted scopes. A Customer can disconnect at any time by emailing support@tenfourpro.com, which revokes the stored token; the Customer can also revoke our access directly at https://myaccount.google.com/permissions. On disconnection or account termination we delete the stored Google credentials on our standard retention schedule.
Limited Use. TenFour Pro’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Retention
| Data | Retention period |
|---|---|
| Lead-form submissions | Until you request deletion |
| Call recordings | Up to 60 days from the call |
| Call transcripts and summaries | Up to 12 months from the call |
| Subscription, billing, and tax records | 7 years (tax and accounting recordkeeping requirements) |
| Plausible analytics | Aggregated, no individual records retained |
The periods above are the maximums we commit to. You may request deletion of your data at any time by emailing support@tenfourpro.com, and we will delete it promptly, subject only to records we are legally required to keep (such as billing and tax records).
Your privacy rights
Your rights depend on the state you live in. We honor the rights described below for residents of any U.S. state, regardless of whether that state has its own comprehensive privacy law, and we apply the same request process to everyone.
Residents of states with comprehensive privacy laws — including California (CCPA/CPRA), Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), Texas (TDPSA), Oregon, Montana, and other states as their laws take effect — generally have the right to access, correct, delete, and obtain a portable copy of their personal information, to opt out of the sale of personal information or its use for targeted advertising, and to be free from discrimination for exercising these rights. The specific statutory mechanics vary by state; we extend the substance of these rights to all U.S. residents.
California residents have these rights under the CCPA as amended by the CPRA:
- Know what personal information we have collected about you (Cal. Civ. Code § 1798.100, § 1798.110)
- Delete the personal information we hold about you (§ 1798.105)
- Correct inaccurate personal information (§ 1798.106)
- Opt out of sale or sharing for cross-context behavioral advertising (§ 1798.120)
- Limit the use of sensitive personal information (§ 1798.121)
- Non-discrimination for exercising any of these rights (§ 1798.125)
- Designate an authorized agent to exercise any of these rights on your behalf, subject to identity verification (§ 1798.135 regs)
We do not sell or share personal information for cross-context behavioral advertising, so no “Do Not Sell or Share My Personal Information” or “Your Privacy Choices” control is required. Several states also require businesses to honor browser-based universal opt-out signals such as Global Privacy Control (GPC); because we do not sell or share personal information or use it for targeted advertising, GPC has no effect today. If any of this changes, we will add the required controls and honor GPC, and update this Policy before doing so.
To exercise any of these rights, contact us using either of the following methods:
- Email privacy@tenfourpro.com
- Mail a written request to TenFour Pro (mailing address available on request)
We will respond within 45 days of a verified request, with one possible 45-day extension if needed and disclosed. We may need to verify your identity before responding. We will not discriminate against you for exercising any right.
If we deny your request, you may appeal by emailing privacy@tenfourpro.com with “Appeal” in the subject line. We will respond to your appeal within the time your state’s law allows (typically 45–60 days) and, where required, tell you how to contact your state attorney general if you remain dissatisfied.
For Caller information (information we hold on your callers as a service provider for our Customer), the right of deletion may also require the Customer’s coordination because they control the underlying account.
Call recording details
Calls to the TenFour Pro demo line and to your phone numbers using the Service are recorded for quality and product purposes after an audible disclosure at the start of each call. Call-recording consent rules vary by state: some require every party to consent (“all-party” or “two-party” consent — for example California under Cal. Penal Code §§ 631, 632, 632.7), while others require only one party. Because the Service announces at the start of every call that it is recorded, and treats continued participation as consent (see Kearney v. Salomon Smith Barney, 39 Cal. 4th 95 (2006)), it is designed to meet the stricter all-party-consent standard as well as one-party states. A Caller who does not wish to be recorded can decline by ending the call; continued participation after the disclosure indicates consent. Because consent requirements differ by jurisdiction, the Customer is responsible for confirming recording is permitted for the calls they forward (see our Terms of Service).
Recordings are held by our voice subprocessor, Vapi, and are not copied to TenFour Pro’s own hosting. Access is limited to TenFour Pro personnel on a need-to-know basis and the Customer for their own calls. Recordings are deleted on the retention schedule above or sooner on request.
Children
The Service is not directed to individuals under 16, and we do not knowingly collect personal information from children under 13 (Children’s Online Privacy Protection Act). If you believe we have inadvertently collected such information, contact us at privacy@tenfourpro.com and we will delete it.
Security
- Data in transit is protected by TLS.
- Customer credentials (Twilio auth tokens, Vapi webhook secrets) are encrypted at rest with a key managed by TenFour Pro.
- Access to production systems is limited to authorized personnel and logged.
- We do not currently maintain a published security certification (SOC 2, ISO 27001) and we are in early access; certification is on our roadmap.
Cookies and tracking technologies
- Plausible Analytics runs on the Site. It is cookieless and collects only aggregated, non-identifying page-view and referrer data.
- Cloudflare Turnstile runs on our lead-capture form. It may set a short-lived challenge token in the browser to prevent automated abuse. The token is not used for tracking.
- We do not use Google Analytics, Facebook Pixel, or any other ad-targeting cookies.
Changes to this Policy
We may update this Privacy Policy. We will revise the “Last reviewed” date at the top and email account holders for any material change. Continued use after the effective date of a change constitutes acceptance.
Contact us
- Email: privacy@tenfourpro.com
- General questions: support@tenfourpro.com
- Mail: TenFour Pro (mailing address available on request)
Sources consulted: Cal. Civ. Code §§ 1798.100 et seq. (CPRA, as amended by CPRA regs at Cal. Code Regs. tit. 11, §§ 7010-7028); Cal. Penal Code §§ 631-632.7; Kearney v. Salomon Smith Barney, 39 Cal. 4th 95 (2006); 47 U.S.C. § 227 (TCPA); Twilio A2P 10DLC guidance. This document is not a substitute for legal advice.