Privacy Policy

Clutch Systems provides Lead Intake Assistant, a beta platform that helps service businesses collect, organize, and follow up on customer lead requests. This policy is a practical summary for beta use and is not legal advice.

Information We Collect

Depending on how a business uses the service, we may collect:

• Business account information, including business names, service areas, phone numbers, and email addresses.
• Owner and user login information, such as usernames, emails, and account access records.
• Customer lead details, including names, emails, phone numbers, addresses, requested services, messages, and answers to intake questions.
• Appointment details, uploaded lead photos, estimates, invoices, and public document links.
• Lead Leak Audit request submissions.
• Email delivery and status logs for transactional messages.
• For businesses that enable Missed Call Rescue, inbound call metadata, voicemail recordings, transcripts, and reviewed extraction suggestions.
• Technical and log data used to operate, support, and secure the service.

How We Use Information

We use information to provide and support the lead intake platform, including to:

• Receive, route, and organize lead requests for client businesses.
• Send notifications, confirmations, estimates, invoices, and related transactional messages.
• Help businesses follow up with customers and manage appointments or documents.
• Improve, troubleshoot, and support the service.
• Protect against misuse, fraud, unauthorized access, and security issues.
• Create a business-scoped lead and callback step when a caller leaves a disclosed voicemail.

Where Data May Be Stored Or Processed

Data may be stored or processed by service providers used to operate beta features, including:

• Render and Postgres for application and database hosting.
• Cloudinary for uploaded images, if image storage is enabled.
• SendGrid for transactional email delivery.
• OpenAI for AI lead summaries and, only when separately enabled and requested by an authorized owner, reviewable detail suggestions derived from a voicemail transcript. Clutch requests no provider-side response storage for voicemail extraction.
• Twilio for provisioned phone numbers, inbound voicemail recording, and optional native transcription when Missed Call Rescue is enabled.
• Zoho or business email inboxes for human replies where applicable.

Sharing

We do not sell customer data. We share data only as needed to operate the service, support client businesses, work with service providers, or comply with legal obligations.

Public Document Links

Estimate and invoice public links use secure unguessable tokens. Anyone with a link can view that specific document, so public document links should not be shared with unintended recipients.

Data Retention

During beta, data is generally retained while the related account or business is active unless it is deleted or a different retention request is made. Some logs or records may be kept as needed for security, support, operations, or legal reasons.

Missed Call Rescue defaults to 30 days for voicemail audio and 90 days for transcripts and raw extraction suggestions. Approved settings may shorten or extend those periods within configured limits. Ordinary lead, callback, and staff-entered activity metadata follows the business account retention policy.

Voicemail Recording And Access

Enabled rescue numbers play a recording and transcription disclosure before recording begins. Authorized business owners can listen, correct transcripts, delete recordings, resolve callback work, and manage reversible caller blocks. Platform administrators may access provider configuration and operational data for support. Audio links are not included in email and provider recording URLs are not exposed in the CRM. Businesses should not ask callers to leave payment-card numbers or other highly sensitive information.

Recording and transcription laws vary by caller location and business use. Broader multi-state deployment requires appropriate legal and privacy review; this policy is not a statement of universal compliance.

Security

We use practical safeguards such as account access controls, tenant isolation controls, secure environment-variable configuration for sensitive settings, and no-cache headers on public document links. No internet service can guarantee absolute security, but we work to protect the data used by the service.

Requests

For access, deletion, or correction requests, contact info@getclutchsystems.com. Requests may need to be coordinated with the business that collected the lead or document information.

Children

The service is not intended for children under 13.

Changes

We may update this policy as the beta product, providers, or practices change. The latest version will be posted on this page.