Privacy Policy

1. Introduction

Followup AI Inc. ("Followup AI", "we", "our", or "us") provides an automated quotation follow-up software application designed for trade professionals, contractors, and home service providers. This Privacy Policy explains our practices regarding the collection, storage, protection, and processing of personal data when you use our website, application, APIs, and associated services (collectively, the "Services").

2. Information We Collect

To provide automated quotation tracking and email delivery, we collect the following categories of information:

• Account & Business Profile: Your full name, trade company name, business email address, phone number, password hash, and sender profile details (e.g. sender name, reply-to address, and business address).
• Quotation & Proposal Data: Quote title, quotation reference numbers, proposal value / estimated dollar amounts, service trade category, proposal dates, and client project notes.
• Customer Contact Information: Names, email addresses, phone numbers, and company names of your prospective customers that you input into Followup AI to schedule follow-ups.
• Email Delivery & Engagement Metrics: Email delivery timestamps, open events, click events, reply detection flags, delivery error messages, and bounce notifications received via our email infrastructure.
• Technical & Usage Information: IP address, browser type, operating system, device characteristics, and session telemetry used strictly for authentication security and spam defense.

3. How We Use Your Information

We process data strictly for necessary operational purposes, including:

• Delivering scheduled, automated quotation follow-up sequences (Day 3, 7, and 14) to your clients on your behalf.
• Enforcing automated guardrails (e.g. instantly stopping remaining follow-up emails when a quote is marked Won, Lost, or replied to).
• Maintaining inbox deliverability, DKIM/SPF domain verification, and anti-spam compliance.
• Calculating your quotation pipeline metrics, win rates, and follow-up analytics displayed on your dashboard.
• Providing technical customer support, incident resolution, and account notifications.

4. Third-Party Service Providers

We partner with industry-leading infrastructure providers to deliver our software. These partners are bound by strict data processing agreements:

• Email Delivery Infrastructure: Used to transmit transactional emails with high inbox deliverability rates.
• Cloud Database & Authentication (Supabase / PostgreSQL): Data is stored in secure, encrypted cloud facilities with role-based access control.
• Hosting & Content Delivery: Modern edge-hosted networks with TLS 1.3 encryption in transit.

5. Data Retention & Erasure

We retain your quotation and customer data as long as your account remains active. If you delete a quote or clear your pipeline data, the associated records are permanently erased from active databases. If you cancel or terminate your account, you may request an export of your customer data or immediate complete deletion by contacting our privacy team.

6. Data Security Guardrails

We maintain rigorous technical and administrative safeguards:

• All communications between your browser and our servers are encrypted using 256-bit TLS/SSL.
• Databases are encrypted at rest with automated hourly snapshot backups.
• API keys, email service credentials, and sensitive configurations are stored in encrypted environment variables.
• Rate limiting and brute force protection guard all login and registration endpoints.

7. Your Privacy Rights (GDPR & CCPA)

Depending on your location, you have the right to:

• Request access to the personal data we hold about you.
• Request correction of inaccurate or outdated information.
• Request the complete erasure of your account and all associated quotation records ("Right to be Forgotten").
• Export your data in a portable, structured JSON/CSV format.
• Object to or restrict certain data processing activities.

8. Contact Us Regarding Privacy

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please reach out to us: