Privacy Policy

1. Introduction

Ridgekeep LLC (“Ridgekeep,” “we,” “us,” or “our”) operates an AI voice dispatcher platform that helps HVAC businesses answer inbound calls, book jobs, and engage customers. This Privacy Policy explains how we collect, use, share, and protect personal information — and what rights you have over that information.

This Policy applies to:

• Website Visitors and Prospects— individuals who visit ridgekeep.com or submit inquiries.
• Clients— HVAC business owners and their personnel who have entered into a Master Services Agreement (MSA) with Ridgekeep.
• End Customers— homeowners and callers who interact with a Client’s AI Dispatcher powered by Ridgekeep technology.

If you are an End Customer, please read Section 5 carefully. Ridgekeep processes your information on behalf of the HVAC company (our Client) that deployed the AI Dispatcher you interacted with. That HVAC company is the primary responsible party (data controller) for how your information is used.

2. Who We Are

Ridgekeep LLC is a limited liability company registered in Wyoming.

3. Information We Collect

We collect different categories of information depending on how you interact with us.

3.1 Website Visitors and Prospects

When you visit ridgekeep.com, we may automatically collect:

• Technical data: IP address, browser type, operating system, device type, and referring URL.
• Usage data:Pages visited, time on page, scroll depth, and click behavior (collected through Microsoft Clarity session recording — see Section 7).
• Advertising data: Ad interactions and conversions tracked via Meta Pixel, Google Ads tags, and Google Tag Manager.
• Form submission data: If you submit a contact or booking form, we collect your name, company name, email address, and phone number.

3.2 Clients

When an HVAC business signs an MSA and uses Ridgekeep services, we collect:

• Business information: Business name, primary contact name, email address, phone number, and business address.
• Billing information: Payment details processed by our third-party payment processor. Ridgekeep does not store payment card numbers.
• Integration configuration: CRM/FSM credentials, API tokens, and configuration settings for platforms such as ServiceTitan, Housecall Pro, HubSpot, Salesforce, Pipedrive, and Jobber.
• Usage data: Dispatcher Minutes consumed, call volume, performance metrics, and service usage records.

3.3 End Customers (via the AI Dispatcher, on behalf of Clients)

Important: Ridgekeep processes End Customer data as a data processor on behalf of the Client (the HVAC business), who is the data controller. End Customers should contact the HVAC company they called in the first instance regarding their personal information.

When an End Customer interacts with a Client’s AI Dispatcher, Ridgekeep may process the following categories of information on the Client’s behalf (consistent with MSA Section 13.2):

• Names
• Telephone numbers
• Other contact information (e.g., email address, service address)
• Appointment records
• Call recordings
• Call transcripts
• Service request details

Call Recording Notice: All calls handled by the AI Dispatcher are recorded by default. The Client (HVAC business) is solely responsible for providing any legally required call recording disclosures to End Customers before or at the start of each call, in accordance with applicable federal and state laws.

4. How We Use Information

We use the information we collect for the following purposes.

4.1 Website Visitors

• To operate, maintain, and improve the ridgekeep.com website.
• To analyze traffic and user behavior through Google Analytics 4 (GA4).
• To record and replay user sessions for usability and quality improvement through Microsoft Clarity.
• To serve and measure advertising campaigns on Meta (Facebook/Instagram) and Google platforms.
• To respond to inquiries submitted through contact or booking forms.

4.2 Clients

• To provide, administer, and support the Ridgekeep platform and AI Dispatcher services.
• To process payments and manage billing.
• To configure and maintain CRM/FSM integrations.
• To track usage for invoicing and performance reporting.
• To send service notices, updates, and — for active Clients — product communications.
• To enforce our MSA and protect our legal rights.

4.3 End Customers

• To operate the AI Dispatcher on the Client’s behalf, including answering calls, booking appointments, and syncing data to the Client’s CRM/FSM.
• To fulfill outbound call campaigns (e.g., appointment reminders, re-engagement, or cold outreach) when instructed by the Client.
• To maintain call recordings and transcripts for quality assurance and dispute resolution.

Ridgekeep does not use End Customer data for its own marketing, advertising, or any purpose beyond providing services to the Client.

5. Legal Basis for Processing

Ridgekeep is primarily a U.S.-based service and does not currently serve clients in the European Union or United Kingdom. Accordingly, the GDPR does not currently apply to our operations. However, we have structured our data practices to be consistent with broadly accepted privacy principles, and we will update this Policy if our geographic reach changes.

For U.S. residents, we process personal information:

• As necessary to perform a contract (e.g., providing services under an MSA, or fulfilling a booking request).
• Based on legitimate business interests (e.g., website analytics, fraud prevention, service improvement).
• To comply with applicable laws and legal obligations.
• With consent where expressly required (e.g., marketing communications).

6. Cookies and Tracking Technologies

6.1 What Are Cookies

Cookies are small text files placed on your device when you visit a website. We also use similar technologies such as pixels, tags, and scripts. These tools allow us to recognize your browser, remember your preferences, and gather usage analytics.

6.2 Cookies We Use

We use the following categories of cookies and tracking tools:

6.3 Session Recording Disclosure (Microsoft Clarity)

Notice: This website uses Microsoft Clarity, a behavioral analytics tool that records mouse movements, scrolls, clicks, and keystrokes on your browser session. These recordings help us understand how visitors use our site and identify usability issues. Session recordings may capture text you type into form fields. We have configured Clarity to mask sensitive fields (such as passwords) to the extent technically available, but you should be aware that session recording is active on this site. By continuing to use this website, you acknowledge this practice.

Microsoft Clarity’s privacy information is available at https://privacy.microsoft.com/en-us/privacystatement.

6.4 Cookie Consent (Coming Soon)

We are in the process of implementing a Consent Management Platform (CMP) and cookie preference banner on ridgekeep.com. Until that banner is deployed, by continuing to use this website you acknowledge that cookies and tracking technologies described in this Section 6 are in use. When the CMP launches, you will be able to accept or decline non-essential cookie categories before they are activated.

6.5 How to Opt Out of Cookies

Until the CMP is available, you can limit cookie and tracking activity through the following methods:

• Google Analytics: Install the Google Analytics Opt-out Browser Add-on at https://tools.google.com/dlpage/gaoptout.
• Google Ads personalization: Manage preferences at https://adssettings.google.com.
• Meta (Facebook/Instagram) ads: Manage ad preferences at https://www.facebook.com/ads/preferences.
• Browser settings: Most browsers allow you to block or delete cookies through their settings menus. Note that disabling cookies may affect site functionality.
• Industry opt-outs: You may opt out of interest-based advertising from participating companies at https://optout.aboutads.info (U.S.) or https://youradchoices.ca (Canada).

6.6 Do Not Track (DNT) Signals

Some web browsers send a “Do Not Track” (DNT) signal to websites. Ridgekeep does not currently respond to DNT signals, as there is no uniform industry standard for how to honor them. We will revisit this position if a recognized standard is established. In the meantime, you may use the opt-out methods in Section 6.5 to limit tracking.

7. How We Share Information

7.1 We Do Not Sell Your Information

Ridgekeep does not sell, rent, or trade the personal information of Clients, End Customers, or Website Visitors to third parties for their own marketing or advertising purposes. This applies to all categories of personal information we collect.

7.2 Sub-Processors and Service Providers

We share personal information with third-party vendors who help us operate our platform and services. These sub-processors are authorized to use personal information only as necessary to perform services for us and are bound by appropriate confidentiality and data protection obligations. We may change sub-processors at any time and are not obligated to maintain a fixed list. Sub-processor categories include:

• AI/LLM providers— large language model providers that power AI conversation and dispatch logic.
• Speech technology providers— speech-to-text (STT) and text-to-speech (TTS) vendors that transcribe and synthesize calls.
• Telephony carriers— providers that route and handle inbound and outbound voice calls.
• Cloud infrastructure providers— hosting, storage, and compute services.
• Automation platforms— workflow automation tools used to orchestrate internal processes.
• CRM/FSM platforms— integration partners used to sync job and customer data on the Client’s behalf.
• Payment processors— third-party payment vendors that process Client billing. Ridgekeep does not store payment card data.
• Analytics and advertising platforms— as described in Section 6.

7.3 Disclosure Required by Law

We may disclose personal information if required to do so by law, subpoena, court order, or other legal process, or if we believe in good faith that disclosure is necessary to protect our rights, prevent fraud, or respond to a government request.

7.4 Business Transfers

If Ridgekeep is involved in a merger, acquisition, sale of assets, or similar transaction, personal information may be transferred as part of that transaction. We will notify affected parties as required by applicable law.

8. Data Retention

8.1 Website Visitor Data

Data collected through website analytics and tracking tools is retained in accordance with each platform’s default retention settings. For example, Google Analytics 4 retains event data for a standard period of 14 months. Advertising pixel data is governed by Meta’s and Google’s respective data retention policies.

8.2 Client Data

We retain Client personal information and business records for the duration of the active MSA and for up to 24 months following the termination or expiration of the MSA. This period supports billing reconciliation, audit, and dispute resolution needs.

8.3 End Customer Data

Because Ridgekeep processes End Customer data on behalf of Clients, our retention obligations are governed by the MSA. Consistent with MSA Section 13.5:

• Export window:For 30 days following the termination of a Client’s MSA, Ridgekeep will make available End Customer data associated with that Client for export upon request.
• Deletion: After the 30-day export window, Ridgekeep will permanently delete (or render irretrievable) all End Customer personal data associated with the terminated Client within 12 months of the MSA termination date. Once deleted, Ridgekeep has no further obligation with respect to that data.

Clients are responsible for communicating data retention and deletion practices to their own End Customers.

9. Call Recording and Outbound Call Compliance

9.1 Call Recording

All calls handled by the Ridgekeep AI Dispatcher are recorded by default. Ridgekeep provides the technical capability to record calls as part of its platform. Responsibility for complying with all applicable federal and state call recording consent laws rests solely with the Client (the HVAC business). This includes, but is not limited to, one-party and two-party (all-party) consent requirements under federal and state wiretapping laws. Clients must obtain any required consents before or at the start of each call.

9.2 Outbound Call Compliance

Ridgekeep may provide outbound AI voice agent capabilities (e.g., appointment reminders, re-engagement campaigns, or cold outreach). Compliance with all applicable laws and regulations governing outbound calls is solely the Client’s responsibility. This includes, without limitation:

• The Telephone Consumer Protection Act (TCPA)
• The Federal Trade Commission’s Telemarketing Sales Rule (TSR) and Do Not Call (DNC) Registry requirements
• The Canadian Radio-television and Telecommunications Commission’s (CRTC) Unsolicited Telecommunications Rules
• Canada’s Anti-Spam Legislation (CASL)
• Any applicable state, provincial, or local telemarketing regulations

Ridgekeep is not responsible for ensuring that a Client’s outbound campaigns comply with these laws. Clients should consult qualified legal counsel before launching any outbound calling campaign.

10. Your Rights and Choices

10.1 Access, Correction, and Deletion

Depending on your relationship with Ridgekeep and your location, you may have rights to access, correct, or request deletion of your personal information. To submit a request:

• Email: legal@ridgekeep.com
• Response time: We will respond to verifiable requests within 30 days. We may need to verify your identity before processing your request.

End Customers: Because Ridgekeep processes your information on behalf of the HVAC business you contacted, your rights request should be directed first to that HVAC company. If you are unable to reach them, you may contact Ridgekeep at legal@ridgekeep.com and we will work to route your request appropriately.

10.2 Marketing Opt-Out (Do Not Contact)

You may opt out of receiving marketing and promotional communications from Ridgekeep at any time by:

• Clicking the “unsubscribe” link in any marketing email you receive from us.
• Emailing legal@ridgekeep.comwith the subject line “Marketing Opt-Out.”

Please note the following regarding marketing opt-outs:

• Active Clients: If you are currently an active Client under a valid MSA, you may still receive service-related communications (such as billing notices, usage reports, policy updates, and platform announcements) even if you opt out of marketing. Service communications are not marketing and cannot be opted out of while the MSA is in effect.
• Past Clients with Outstanding Balances: If you are a former Client with unpaid service fees or other outstanding obligations, you may still receive communications related to those obligations until they are resolved, regardless of any marketing opt-out request.
• All other contacts: Opt-out requests from website visitors, prospects, and former Clients with no outstanding obligations will be honored promptly.

10.3 Do Not Track

See Section 6.6 for our Do Not Track policy.

11. California Residents (CCPA Notice)

Ridgekeep does not currently serve Clients located in California. However, California residents may visit ridgekeep.com, and this section applies to those individuals.

Under the California Consumer Privacy Act (CCPA), California residents have the following rights regarding personal information collected about them:

• Right to Know: You may request information about the categories and specific pieces of personal information we have collected about you in the past 12 months, including the sources of that information, our business purpose for collecting it, and the categories of third parties with whom we share it.
• Right to Delete: You may request that we delete your personal information, subject to certain legal exceptions.
• Right to Opt Out of Sale: Ridgekeep does not sell personal information. You do not need to take any action to exercise this right.
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

To submit a CCPA request, email legal@ridgekeep.com. We will respond within 45 days (with a possible 45-day extension where reasonably necessary).

Note:The CCPA’s full framework applies to businesses that exceed certain revenue or data-volume thresholds. This section is provided as a courtesy disclosure for California website visitors.

12. Canadian Residents (PIPEDA Notice)

Where Ridgekeep processes personal information of individuals located in Canada, we do so in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

Canadian residents have the right to:

• Access the personal information we hold about them.
• Challenge the accuracy and completeness of their information and have it amended where appropriate.
• Withdraw consent for processing (subject to legal or contractual limitations).

To make a privacy request or withdraw consent, email legal@ridgekeep.com.

All compliance obligations relating to outbound calling, electronic messaging, and anti-spam requirements under CASL and CRTC rules are solely the responsibility of the Client directing such communications. See Section 9.2.

13. Children and Minors

Ridgekeep’s website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe we have inadvertently collected information from a minor, please contact us immediately at legal@ridgekeep.com and we will take prompt steps to delete it.

14. Data Security

Ridgekeep implements reasonable technical and organizational security measures designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. These measures include, but are not limited to, encryption in transit, access controls, and vendor security assessments.

No method of transmission over the internet or method of electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security. You transmit information to us at your own risk.

15. Data Breach Notification

In the event of a security incident that results in the unauthorized access to, or disclosure of, personal information, Ridgekeep will:

• Notify Clients: Ridgekeep will notify the affected Client(s) without undue delay after discovering a breach, and will provide information about the nature of the incident, the categories of data affected, and steps Ridgekeep is taking to address it (consistent with MSA Section 13.3(iv)).
• Client Notifies End Customers:It is the Client’s responsibility to notify their End Customers of any breach involving the End Customers’ personal data, in accordance with applicable law. Ridgekeep will cooperate with the Client in meeting this obligation.
• Regulatory Notification: To the extent required by applicable law, Ridgekeep will cooperate with regulatory notification obligations.

16. Third-Party Websites and Links

Our website may contain links to third-party websites. This Privacy Policy does not apply to those websites. We encourage you to review the privacy policies of any third-party site you visit, as we have no control over and assume no responsibility for the content, privacy practices, or security of those sites.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will post the revised Policy on ridgekeep.com with an updated effective date. We will not reduce your rights under this Policy without your consent.

Material changes: If we make a material change to how we collect or use personal information, we will provide notice to active Clients by email prior to the change taking effect.

Your continued use of our website or services after the updated Policy is posted constitutes your acceptance of the revised terms.

18. Contact Us and Legal Notices

For questions about this Privacy Policy, to exercise your rights, or to submit a formal legal notice:

Important: Email is required for all legal notices to Ridgekeep. A mailing address is provided for reference only. A notice sent only by mail, without a corresponding email to legal@ridgekeep.com, will not be deemed received for legal purposes.

19. Governing Law

This Privacy Policy and any disputes arising from or relating to it shall be governed by and construed in accordance with the laws of the State of Wyoming, without regard to its conflict-of-law provisions, consistent with the governing law provisions of Ridgekeep’s MSA.