Privacy Policy

Rubiconetic ("we," "us," or "our") operates the website rubiconetic.com and provides AI receptionist and business automation services to contractors and small businesses. This Privacy Policy explains what data we collect, how we store and process it, and your rights regarding that data.

1. Information We Collect

1.1 Website Visitors

Our website (rubiconetic.com) does not use tracking pixels, third-party analytics, or cookies. We collect no personal information simply by visiting the site.

If you fill out our contact or lead form, we collect the information you voluntarily provide, such as your name, phone number, email address, business name, and any details you include in your message. This information is used solely to respond to your inquiry and follow up about our services.

1.2 AI Receptionist and Automation Services

When you become a customer, we collect information necessary to configure and deliver our services. This may include:

• Business contact information — name, phone number, email address, business name, and address
• Service configuration data — calendar access, call handling instructions, CRM connections, and workflow parameters you provide during onboarding
• Call and message logs — records of inbound calls handled by our AI receptionist, voicemail transcripts, and SMS messages sent on your behalf
• Calendar and scheduling data — appointment details needed to book on your behalf

We do not collect the content of your customers' calls beyond what is needed to route the call and generate a transcript or summary. Call recordings, if any, are stored and retained only at your direction and remain under your control.

1.3 SMS, RCS, and WhatsApp Messaging (Sent.dm)

Rubiconetic offers messaging capabilities via Sent.dm as part of our AI receptionist and customer care services. When you enable messaging features:

• Messages sent and received through our platform are processed by Sent.dm
• Message metadata (phone numbers, timestamps, direction) is stored in our n8n workflow pipeline for routing and delivery
• Message content is not used for advertising or shared with third parties beyond what is necessary to deliver the messaging service

You control which phone numbers receive messages from your AI receptionist. We do not _initiate_ outbound SMS/WhatsApp marketing campaigns without your explicit direction and consent management on your part as the business operator.

1.4 Data You Provide About Your Customers

If you use our services to automate outreach to your own customers (e.g., appointment reminders, follow-up texts), you are the data controller for your customers' information. We process that data solely as a service provider on your behalf and under your instructions. It is your responsibility to ensure you have appropriate consent from your customers to receive automated messages.

1.5 Payment Information

Payment processing is handled directly by you through your own payment processor or banking relationship. Rubiconetic does not collect, store, or process payment card data.

1.6 No Personal Data Collected by Default

Rubiconetic's services are business-to-business. We do not collect personal data beyond what is necessary to deliver the contracted services. We do not operate a consumer-facing product.

2. How We Use Your Information

We use the information we collect to:

• Respond to inquiries and initiate service discussions
• Configure and deliver AI receptionist and automation services
• Route calls, transcribe voicemails, and send messages as instructed
• Sync lead data to your CRM or other connected tools
• Troubleshoot service issues and provide support
• Communicate with you about your account and billing

3. Data Sharing and Disclosure

We do not sell your personal data. Your data is shared only in the following circumstances:

• Service providers — we use n8n (workflow automation), PocketBase/Forgejo (internal database), and Sent.dm (messaging) to deliver our services. These providers are contractually bound to handle your data only for the purpose of delivering our services.
• Legal requirements — we may disclose information if required by law, court order, or governmental regulation, or if we believe disclosure is reasonably necessary to protect the rights, property, or safety of Rubiconetic, our customers, or the public.

4. Data Retention and Deletion

Lead form submissions: Retained in our n8n pipeline and internal records for as long as needed to follow up on your inquiry, typically 12 months from the last interaction, unless you ask us to delete sooner.

Customer service data (call logs, transcripts, messages): Retained for the duration of your service agreement and up to 90 days after termination for support and billing purposes.

SMS/WhatsApp logs: Retained in Sent.dm and our n8n pipeline for up to 90 days, after which they are deleted unless a longer period is required by law.

You may request deletion of your personal data at any time by emailing privacy@rubiconetic.com. We will fulfill all deletion requests within 30 days, subject to any legal retention obligations.

5. Security

We use industry-standard cloud infrastructure (Cloudflare, standard VPS/cloud hosting) with TLS/HTTPS encryption for all data in transit. Our internal tools (n8n, PocketBase) are password-protected and access is limited to Rubiconetic personnel.

No method of transmission over the internet is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security. You are responsible for keeping your account credentials and any API keys we provide confidential.

6. Your Rights

Depending on your jurisdiction, you may have rights regarding your personal data, including:

• The right to know what data we collect about you
• The right to request deletion of your personal data
• The right to correct inaccurate data
• The right to data portability

To exercise any of these rights, contact us at privacy@rubiconetic.com. We will respond to all legitimate requests within 30 days.

7. International Users

Rubiconetic is based in the United States. If you are accessing our services from outside the US, you are responsible for compliance with your local laws regarding data privacy.

8. Cookies

Our website does not use cookies. Our web services (AI receptionist, automations) do not place cookies on your devices.

9. Third-Party Services

Rubiconetic uses the following third-party services:

• n8n — workflow automation platform used to process leads, route messages, and manage data pipelines. Your data is stored in n8n's cloud infrastructure.
• PocketBase / Forgejo — internal database and admin UI used to manage customer accounts and service data.
• Sent.dm — SMS, RCS, and WhatsApp messaging platform used to send and receive messages on your behalf.
• OpenAI / Claude / Gemini — AI models used to power voice and chat interactions. We use these via API; see their respective privacy policies for how they handle data processed through their APIs.
• Cloudflare — website and API protection (DDoS mitigation, TLS).

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes to how we collect, use, or share your data, we will notify you via email and update the effective date at the top of this page.

11. Contact Us

If you have questions about this Privacy Policy or your data, contact us at:

Rubiconetic
Email: privacy@rubiconetic.com
Phone: (928) 327-7724
Website: rubiconetic.com