Online services
Online services privacy notice
Last updated August 13, 2026
This notice explains how Vernon Air Conditioning, Plumbing and Electrical Services handles information provided through online booking and the automated online receptionist. It supplements Vernon Air Conditioning, Plumbing and Electrical Services' general privacy policy.
Automated online receptionist
Vernon Air currently uses Voiceflow for the outer website chat. Voiceflow processes the messages sent through that chat under the Voiceflow Privacy Policy. When the first-party secure receptionist is launched, Vernon Air's booking system processes those turns to guide you through service selection, safety questions, address validation, availability, and booking, or to direct you to a team member.
You choose what to share in the conversation. If you provide your name, contact details, service address, or information about your service needs, that information may be used to respond to you and assist with your request. When you continue in the first-party secure conversation, Voiceflow does not receive the typed replies or personal booking details entered there, and the disclosures below apply.
Bounded AI orchestration
The first-party secure receptionist may use an approved OpenAI model for separate, bounded generative orchestration. On the first attempt for an eligible turn, it may send one short reply that has passed Vernon Air's privacy and safety checks, the safe current stage, allowlisted choice or suggestion codes with display labels, bounded non-personal context such as a confirmed public service label or requested date, approved FAQ codes with neutral titles, and an opaque abuse-prevention identifier. It does not send the conversation transcript.
The first model call may propose one short original acknowledgement or focused service clarification together with one bounded, schema-checked booking action and, for a compound question, one optional FAQ code plus supporting fact IDs. This proposed wording is non-authoritative and is screened locally for privacy and format. If it passes, Vernon Air may make one optional, stateless semantic-review call. That review receives only the candidate wording and its speech-act code and must explicitly approve it before it can be displayed. If either step rejects, cannot parse, times out, or is unavailable, Vernon Air discards the candidate and uses deterministic fallback wording. An eligible first-attempt turn therefore makes at most two OpenAI requests.
Both requests use store: false, receive no tools or web access, and receive no conversation transcript, designated booking fields, or text detected as likely booking PII. Exact approved FAQ answer bodies, canonical booking questions and their active identity, business facts, and all booking actions remain server-owned. A generated service clarification cannot change the active field, choices, stage, or fallback. The model cannot check live availability, create or release a hold, confirm a booking, or write to Jobber. Booking V2 remains authoritative for safety, consent, availability, holds, customer matching, and every booking result. Voiceflow is not used inside this first-party secure booking conversation and does not receive the typed reply or personal booking details from it.
API response storage is disabled for these requests. Thestore: false setting is not a promise of zero retention under every OpenAI account policy or data control. OpenAI processes the limited information under the OpenAI Privacy Policy.
Personal booking fields such as names, contact details, service addresses, units, postal codes, booking notes, consent answers, and final-confirmation answers are not supplied as fields or prior-turn context in an orchestration request. Deterministic safety checks run before the model, and the model cannot select an offered arrival window. The server rejects common name, email, phone, payment-number, government-identifier, postal-code, unit, and address patterns before an orchestration request. Because unexpected personal information can still be typed into any free-text reply, a short reply that passes those checks is treated as potentially personal data rather than assumed to be anonymous. Selecting a safely recognized displayed choice is processed directly and does not require AI orchestration.
Conversation access and retention
Voiceflow may process and store messages from the outer website chat as described in its privacy policy and Vernon Air's agreement with that provider. If Vernon Air retains or exports one of those transcripts, access is limited to authorized personnel and the copy is kept only as long as reasonably needed for customer assistance, quality review, troubleshooting, security, or applicable legal requirements.
Active receptionist state and inbound replies are encrypted in Vernon Air's booking database. Access is limited to the booking service and authorized personnel who need it for customer assistance, troubleshooting, or security. The system automatically removes expired conversation and replay records according to its configured retention periods.
Information used for booking
Online booking uses the service you select, service address, contact details, and booking choices. This information is used to check service-area eligibility, find available technicians who are certified for the selected service, prevent duplicate customer records, and manage the resulting appointment.
Remember my details on this device
Online booking offers an optional, unchecked choice to remember your name, phone number, optional email address, and verified service address on the device you are using. If selected after a booking is confirmed or sent for office review, those details are available for up to 90 days. Simply returning to online booking does not renew that period. A later booking renews or replaces the saved details only if you select the option again.
This option does not save booking notes, service or safety answers, your relationship to the property, booking choices, payment details, or account information. Remembered details are not sent to either AI interpreter or to the conversational orchestrator. They are encrypted in Vernon Air's booking database. The browser receives only a random, opaque HttpOnly cookie; personal information is not placed in local storage or session storage. Browser autofill, if you use it, operates separately from this feature.
Choose Forget saved detailsin online booking to remove the saved record and the device's access to it. Leave the option unchecked on a shared or public device.
Google Maps Platform
The booking system sends an address to Google Maps Platform when it needs to validate that address or calculate route distance and drive time. Google processes that information under the Google Privacy Policy. Google route time is used only as a scheduling-eligibility rule; it is not added to the appointment as a travel buffer.
Jobber
Confirmed booking information may be sent to Jobber so Vernon Air Conditioning, Plumbing and Electrical Services can manage its operational calendar, customer records, jobs, and visits. Office staff may also update those records while serving the customer.
Email delivery
If you provide an email address, the booking system uses Resend to deliver transactional booking messages. Resend may process your name, email address, selected service, service address, arrival window, and any notes needed in a confirmation or private office alert. Resend processes this information under the Resend Privacy Policy.
Booking storage and retention
Booking and customer records are kept as needed to provide service and meet Vernon Air Conditioning, Plumbing and Electrical Services' operational, accounting, and legal obligations. The booking system does not retain the formatted address suggestion returned by Google Maps. It may retain a Google place ID and the address entered by the user when needed for routing or booking records.
Questions or privacy requests
To ask how your information is handled, or to request access or a correction, contact Vernon Air Conditioning, Plumbing and Electrical Services at info@vernonairconditioning.com or 778-403-7886.