Privacy Policy

Effective date: November 6, 2026

This Privacy Policy explains how SMB HQ LLC ("SMB HQ," "we," "us") collects, uses and protects personal information when you visit smbhq.io, download our desktop apps, book a demo, or use the SMB HQ platform and its AI agents (together, the "Services").

1. Information we collect

Information you give us

  • Email sign-ups. When you download our Mac or Windows app or subscribe to updates, we collect your email address and which app you chose.
  • Demo bookings. When you book a demo, our scheduling provider collects your name, email, company and any details you add.
  • Account information. When you become a customer, we collect your name, business name, contact details, billing details and the settings you choose for your agents.
  • Communications. Emails, calls and messages you send to us.

Information we process for our customers

When a business uses SMB HQ, our AI agents handle calls, texts, emails and job information for that business and its customers. This can include caller names, phone numbers, email addresses, call recordings and transcripts, messages, photos, quotes, invoices and payment status ("Customer Data"). We process Customer Data on behalf of the business that uses SMB HQ and only according to its instructions. If you were contacted by a shop that uses SMB HQ, that shop's own privacy policy applies, and you can contact the shop directly about your information.

Information collected automatically

  • Usage data such as pages visited, links clicked, browser and device type, approximate location (country) and the referring site.
  • Cookies and similar technologies used by our analytics tools: Microsoft Clarity (heatmaps and session recordings), HubSpot (site analytics) and Factors.ai (which may identify the company you work for from your IP address).
  • App data such as app version, operating system and crash reports from our desktop apps.

2. How we use information

  • To provide, run and improve the Services, including operating the AI agents you set up
  • To send you emails that help you finish signing up, plus setup tips and product updates
  • To schedule and hold demos and onboarding calls
  • To bill you and manage your account
  • To provide support and respond to your requests
  • To understand how our website is used and improve it
  • To keep the Services secure and prevent fraud and abuse
  • To comply with law

We do not sell personal information, and we do not share it with third parties for their own marketing. We do not use Customer Data to train AI models of our own.

3. AI processing

Our agents use third-party AI model providers to understand and respond to calls and messages. Customer Data needed for a task is sent to these providers to perform that task, under their terms for business customers. Agents can make mistakes, so actions such as sending quotes, posts and payment requests wait for the customer's approval unless the customer chooses otherwise.

4. How we share information

We share information only with service providers that help us run the Services, under contracts that limit how they use it:

  • Hosting, storage and security: Cloudflare
  • Phone calls and text messages: telephony providers such as Twilio
  • AI model providers that power our agents
  • Payments: payment processors such as Stripe
  • Analytics and scheduling: Microsoft Clarity, HubSpot and Factors.ai
  • Tools you connect yourself, such as your calendar, email, accounting or shop software

We may also disclose information if required by law, to protect our rights or the safety of others, or as part of a merger, acquisition or sale of assets, in which case this policy will continue to apply.

5. Data retention

We keep email sign-ups until you unsubscribe or ask us to delete them. We keep account information for as long as you are a customer and as needed for legal, tax and accounting purposes. We keep Customer Data for as long as the customer's account is active or as the customer instructs, and delete it within a reasonable time after the account ends.

6. Security

We use reasonable technical and organizational measures to protect information, including encryption in transit and access controls. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

7. Your choices and rights

  • Unsubscribe from our emails at any time using the link in any email or by contacting us.
  • Block or delete cookies through your browser settings. Some site features may not work without them.
  • Depending on where you live, including under the GDPR in Europe and the CCPA in California, you may have the right to access, correct, delete or receive a copy of your personal information, and to object to or restrict certain processing.
  • We will not discriminate against you for exercising these rights.

To make a request, email [email protected]. We may need to verify your identity first. For Customer Data, we will pass your request to the business that uses SMB HQ.

8. International transfers

We are based in the United States and our providers may process information in other countries. Where required, we use appropriate safeguards for these transfers.

9. Children

The Services are for businesses and are not directed to children under 16. We do not knowingly collect personal information from children.

10. Changes to this policy

We may update this policy from time to time. We will post the new version here and update the effective date, and we will notify customers of material changes by email.

Contact us

SMB HQ LLC
Sheridan, Wyoming, United States
Email: [email protected]

Related policies: Privacy Policy · Terms & Conditions · Payment Policy · Refund Policy