Privacy Policy

SANO Systems LLC is committed to protecting your privacy. This page explains, in plain English, what we collect and what we do with it.

What we collect

What you give us. Your name, business name, email and phone number when you fill in a form, request a demo or become a client; your business address if you book an in-person demo; and, when you sign up at checkout, your title, your typed signature and your signature record. Card and bank details go straight to our payment processor, Stripe, through its secure payment form, and Stripe handles them under its own privacy policy; we don't see or keep your full card or account number. If you call our demo line, the call is recorded and transcribed, and we keep your number and a summary so we can follow up.

What's collected automatically. This site sets no cookies, runs no analytics and loads no third-party trackers. The one outside service the pages load is the brand font, from Google Fonts, which receives your IP address to send it; when you pay at checkout, Stripe's secure payment form loads too. Our web host (Cloudflare) records standard request information such as an IP address in its own logs. When you send the demo form, book a time or send a request on our cancel page, we keep your IP address and device type with what you typed, to stop spam and to show what you agreed to or asked for; when you sign up at checkout, we keep them with your signature, as the agreement says. The site remembers a few things inside your own browser so the pages you visit next stay on the same thread: the kind of business (trade) and the package level you looked at (only until you close the tab), your language choice (English or Spanish), and, if you arrived through a link from one of our representatives, that representative's tag (for 30 days). These stay on your device, except that when you send us the demo form or book a time, your language, the package level and the representative's tag go along with what you typed, so the right person follows up with you.

What comes from connected services. If you become a client, information from the services you ask us to connect on your behalf — for example your business listing or calendar.

Do Not Track. We don't track you across other websites, and we don't let anyone place trackers on our pages, so we don't change anything when your browser sends a “Do Not Track” signal. The only other companies your browser contacts are Google, to load the font, and Stripe, when you pay at checkout.

Children. Our site and services are for businesses. They aren't meant for children under 13, and we don't knowingly collect their information.

How we use it

To provide and improve our services, to communicate with you about your demo or your account, to process payments, and to meet our legal obligations. We do not sell your information.

Who we share it with

Only the people and services that help us run SANO, and only for that: our sales representatives (so the right person follows up with you), our web host (Cloudflare), our phone, texting and email providers, the speech and AI providers that run the assistant, the customer system we run for our clients, and our payment processor (Stripe). We also share information when the law requires it. We don't sell it, and we don't share it with anyone for their own marketing.

Your rights

You can ask us to show you the information we hold about you, correct it, or delete it. You can opt out of marketing messages at any time, ask for a portable export of your data, and withdraw consent. To make any of these requests, text us at (832) 396-2496 and we'll take care of it. We answer every request within 30 days.

Calls, recordings and AI processing

Our service answers and handles phone calls and messages on behalf of our clients. That means:

• Calls are recorded and transcribed so the conversation can be understood, actioned and reviewed for quality. Every call announces that it is recorded at the start — regardless of where the caller is. Consent rules vary by state, so we follow the strictest one that could apply — which is why we always announce, on every call.
• The assistant says it is an AI assistant at the start of every conversation — not only when someone asks.
• Conversation content is processed by outside speech and AI providers that run the assistant for us. Under their own terms, some of them may keep recordings and transcripts to improve their AI models.
• Recordings and transcripts are retained only as long as needed to run the service and meet legal obligations, and are deleted on request where we are free to do so.

Text messaging

Texting is core to what we run, so we are specific about it:

• Marketing texts go only to people who have given written permission. Service messages (appointment confirmations, reminders, replies to an inbound message) go to people who contacted the business.
• Every marketing message includes a way to stop. Reply STOP to opt out or HELP for help — or tell us any other way, like “no more texts”, and we stop. We honor opt-outs right away.
• Message and data rates may apply, and message frequency varies.
• Mobile information is never shared with third parties or affiliates for marketing purposes. Phone numbers collected for one business are never used for another.

Health-care clients

Where we work with a dental, chiropractic, med-spa or other practice that is a covered entity under HIPAA, calls and messages can include protected health information — even a booking can. So nothing touches patient information until two things are signed: our business associate agreement with the practice, and the same agreement between us and every outside service in that practice's system that would handle it. No agreements, no launch. We collect only what is needed to book or route, we do not ask for clinical history, and anything sensitive is routed to the practice rather than handled automatically.

Client data ownership

If you're a client, your customers and contacts, call history and call recordings, messages and reviews belong to you — not to us. If you ever leave, we hand it all over in a usable format.

Changes

When we change this policy, we change the date at the top. If a change is big, we say so at the top of this page for 30 days, and we text our clients.

Contact

Questions about privacy? Text (832) 396-2496. See also our Terms of Service.

Questions? Request a demo or text (832) 396-2496.