Privacy Policy

1. Who we are

RoboWave Technologies LLC is a Texas limited liability company. We build AI applications and custom automations for other businesses, and we operate the services described in this policy. In this document, we, us and RoboWave mean RoboWave Technologies LLC. You means whoever the information is about: a visitor to this website, a person who called a business that uses our text-back service, or a business that buys from us.

RoboWave Technologies LLC decides how the information described here is handled, so we are the party responsible for it. Where a business that uses our service also holds a copy of the same information, the section covering that service says so.

Postal address: RoboWave Technologies LLC, San Antonio, Texas, United States.
Privacy contact: privacy@robowavetech.com. A person reads that mailbox. It is the right address for anything in this policy, including a request to see, correct or delete your information.

2. What this policy covers

One policy covers everything we run, and each service gets its own section below. That is deliberate. Two copies of one legal fact drift apart, and a privacy policy that contradicts itself is worse than one that is longer than you wanted.

The services described here are the ones that exist today:

• This website, robowavetech.com, including the contact form.
• The missed-call text-back service, which texts back people who call a business and get no answer.
• Client project work: the AI applications, custom automations and process work we build for businesses that hire us.

When we add a service, we add a section for it. We do not describe a service here before it exists.

3. Our website

The contact form

If you fill in the contact form, we collect your first and last name, your email address, your company name if you give one, the service you picked from the list, and whatever you write in the message box. We use it to answer you, and for nothing else. The form is not stored in a database: it is emailed to us, and the email lands in a mailbox we host with Microsoft 365.

We do not add you to a marketing list because you used the contact form, and we do not sell or rent what you send us.

Analytics and cookies

This site uses Google Analytics 4 to count visits and to see which pages and buttons people use. Google Analytics sets cookies in your browser and receives your IP address, which Google uses to derive an approximate location. We read it in aggregate, to decide what to write and what to fix. We do not try to work out who you are from it, and we run no advertising trackers on this site.

You can turn it off. Blocking cookies in your browser settings, using a tracker-blocking extension, or installing Google's Analytics opt-out add-on all stop it, and none of them change how this site works for you.

Server records

The site is served through Amazon Web Services. Their systems keep ordinary technical records of requests, such as the IP address, the page requested, the time, and the browser's user-agent string. Those records exist to keep the site running and to investigate abuse.

4. Missed-call text-back service

A business signs up for this service and forwards the calls it cannot answer to a phone number we operate, so that a missed call still gets a reply. There are two sides to it, and they involve different information.

If you called a business and we texted you back

We collect and hold the following:

• Your phone number, as the carrier passes it to us when your call arrives.
• A recording of the voicemail you leave, as audio.
• A written transcript of that recording, produced automatically.
• The text messages between you and the business, in both directions, and anything you put in them: your name, what you need, when you want a callback.
• The record of the missed call itself: that you dialed the business, which of its numbers you dialed, when, and the forwarding information the carrier sent with the call. This is the record showing you contacted the business first, which is the reason we are allowed to text you at all. We store it with every conversation.
• The appointment, if you book one: the time you chose, and the fact that it was booked.

We use it to send the reply you were expecting, to run the short conversation that follows, and to hand the business a usable message from you. We keep the consent and opt-out records to show that the messages we sent were allowed, and that a stop request was honored.

Calls are recorded

When a business's own line does not answer, the call is forwarded to a number we operate. You hear that business's greeting, and the recording starts after the greeting, when you are asked to leave a message. The audio is stored, transcribed automatically, and the transcript goes to the business along with your number.

If you would rather not be recorded, hang up before leaving a message and call the business directly on its own number. Every text we send includes that number.

If your business uses the service

To register a business for text messaging, United States carriers require real details about it, and we collect them from you and submit them for you: your legal business name, the name you trade under, entity type, business address, website, industry, your business phone number and the carrier it belongs to, and a named contact with title, email and phone. We also hold your service configuration: business hours, time zone, the services you offer, your voicemail greeting text, and where you want new leads sent.

Your Employer Identification Number is handled differently on purpose. The full number passes through to the carrier registration and is not saved in our systems. We keep the last four digits so we can tell one registration from another.

We also record the authorization you give us to register your business and to send texts for it, with the date, the time, and the IP address it came from. That record is what shows we were allowed to act for you.

5. Client projects

When a business hires us to build something, we usually end up handling data that belongs to that business, sometimes including personal information about its own customers or staff. We handle it under our agreement with that client and on their instructions. We use it to build, test and run what they asked for, and for nothing else. We do not use one client's data to train models for another, we do not reuse it on other projects, and we do not sell it.

If your information sits inside a system we built for a company you deal with, that company decides what happens to it. Ask them. If it is easier to start with us, write to privacy@robowavetech.com and we will point you to the right place.

6. Who we share information with

We do not sell personal information, and we do not rent or trade phone numbers. We share only what a job requires, with these categories of recipient:

• The business you called. Your phone number, your voicemail recording and its transcript, your messages, and any appointment go to the business whose call you were trying to reach. That is the point of the service: you called them, and they get your message. Once they have it, they hold their own copy, and their own privacy practices apply to it.
• Amazon Web Services, which hosts everything we run: this website, the phone numbers, the text messaging, the recordings, the transcription, and the databases. Our systems run in Amazon's United States region.
• Phone carriers and the messaging registry. To text a mobile number in the United States, the sending business has to be registered with the carriers through the industry campaign registry. Business registration details go there, and carriers necessarily see the messages they deliver.
• Stripe, which processes payments from businesses that buy from us. Card details go to Stripe, not to us.
• Google, for website analytics as described in section 3, and for calendar access if a business chooses to connect its Google calendar so appointments can be booked.
• Microsoft, which hosts our email, so anything you send us by email or through the contact form sits in a Microsoft 365 mailbox.
• Professional advisers and authorities, where the law requires us to hand something over, or where we need advice about a legal claim.

7. Mobile data and marketing

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Every other category in section 6 is a service provider or a carrier doing the work of delivering a message you asked for.

To be exact about the one case that could look like sharing: when you call a business and we text you back, your number and your message go to that business. That is the service you started by calling them, not a marketing transfer, and that business is the only one who receives it. We do not build marketing lists out of phone numbers, and we do not pass numbers or consent records to anyone for their own marketing.

8. How long we keep things

These are limits, not intentions. Where a period is stated, the system deletes on that schedule.

Why five years, and why those records are different. If someone claims we texted them without permission, the record of their own call to the business is the evidence that we did not. Federal law gives four years to bring that kind of claim, and a separate rule requires a do-not-call request to be honored for five years from the day it is made. We use five years for both, because one honest number beats two that need explaining. Those records are stored so they cannot be edited or removed, including by us, which is the entire point of keeping them. So they are excluded from deletion requests. We would rather tell you that than promise a deletion we cannot carry out.

9. Stopping text messages

Reply STOP to any message and the texting stops. It is honored automatically, at the carrier level rather than by us, and it holds: we cannot text that number for that business again unless you start the conversation again yourself.

Reply HELP and you get back the name of the business you called, and a support contact.

Stopping the texts does not delete the record that you asked to stop. That record is how the stop gets enforced, and section 8 explains why we keep it.

To reach a person about any of this, write to privacy@robowavetech.com.

10. Your choices and requests

You can ask us to:

• tell you what information about you we hold,
• give you a copy of it,
• correct it if it is wrong,
• delete it, subject to the one exception below,
• stop texting you, which STOP does immediately, and
• stop analytics on this website, which your browser can do without asking us.

The exception, stated here rather than buried: consent records, opt-out records and business authorization records are kept for five years and cannot be deleted on request, for the reasons in section 8. Everything else on that list is in scope. If a request covers both, we will do the part we can and tell you plainly which part we did not.

Write to privacy@robowavetech.com. We will answer within 30 days. We may ask you something that confirms you are who you say you are, because handing your information to the wrong person would be the worse mistake.

11. Security

Recordings, transcripts, messages and business records are held in Amazon Web Services accounts we control, in storage that is closed to the public, with access limited to the people who need it. Credentials and access tokens are held in a managed secrets service rather than in code or configuration files. No system is beyond reach, and we will not claim otherwise. If a breach affects your information, we will tell you, and whoever else the law requires us to tell.

12. Children

Our services are for businesses and their customers. We do not knowingly collect personal information from children under 13, and nothing we run is aimed at them. If you believe a child has sent us information, write to privacy@robowavetech.com and we will delete it, other than any record section 8 requires us to keep.

13. Changes to this policy

When this policy changes, we change this page and update the date at the top. If a change alters what we collect, who we share it with, or how long we keep it, we will say so at the top of this page for at least 30 days. Businesses with an account get an email about that kind of change before it takes effect.

14. How to reach us

RoboWave Technologies LLC
San Antonio, Texas, United States
privacy@robowavetech.com

For anything that is not about privacy, the contact page is the faster route.