Privacy Policy

1 Company Information

Business Name: Mile High Automations LLC

Business Type: Colorado Limited Liability Company

Service Area: Denver Metro Area, Colorado

Website: milehighautomations.com

Email: hello@milehighautomations.com

Phone: (720) 985-2736

Mile High Automations LLC provides AI-powered automation consulting and implementation services for small businesses, including AI inbound call handling, automated SMS communications, CRM setup, and lead generation workflows. This Privacy Policy applies to all information collected through our website, services, and communications.

2 Information We Collect

Mile High Automations LLC collects the following categories of information:

Information You Provide Directly:

• Contact information: First name, last name, business name, email address, and phone number submitted through our website contact form or provided directly during business conversations.
• Business information: Industry type, business description, and details about your automation needs as shared during discovery calls or inquiries.
• Communications: Content of messages, emails, or other correspondence you send to us.
• Contract and billing information: Information provided at the time of signing a service agreement, including business name, contact details, and service selections. Payment information is processed directly by Stripe and is not stored by Mile High Automations LLC.

Information Collected Automatically:

• Website usage data: Pages visited, time spent on the site, referring URLs, and browser/device type collected through standard web analytics.
• Form submission metadata: Timestamp, source page, and submission context when you complete our contact form.

Information Collected Through AI-Assisted Services:

• Call transcripts: When our AI voice system handles inbound calls on behalf of a client, the call is transcribed. Transcripts are processed in real time to generate lead summaries and are not stored by Mile High Automations LLC beyond the processing period.
• Caller information: Phone number, name (if provided), and details shared during an AI-handled call, such as service request type, property address, and urgency level.

3 How We Use Your Information

Mile High Automations LLC uses collected information for the following purposes:

• Service delivery: To provide, configure, monitor, and improve the automation services you have engaged us to build and maintain.
• Communications: To respond to inquiries, send appointment confirmations, deliver service updates, and send SMS messages you have consented to receive.
• Lead management: To create and manage contact records in our CRM system for the purpose of following up on business inquiries and managing client relationships.
• Billing and payments: To process service agreements, invoices, and recurring payments through our payment processor.
• System alerts: To send internal notifications to Mile High Automations staff regarding new leads, system activity, and service events.
• Legal and compliance: To comply with applicable laws, regulations, and carrier requirements governing SMS communications and business operations.
• Business improvement: To analyze usage patterns and service performance in aggregate, anonymized form to improve our offerings.

4 Disclosure of Information

Mile High Automations LLC may disclose your information in the following limited circumstances:

• Service providers: We share information with third-party platforms that we use to deliver our services (see Section 5). These providers are contractually required to protect your information and may only use it to provide services on our behalf.
• Business clients: If you interact with an AI system or automation built by Mile High Automations on behalf of one of our clients (for example, calling a client's business phone number handled by our AI), your information may be shared with that client business for the purpose of lead follow-up and service delivery.
• Legal requirements: We may disclose information when required by law, court order, or government authority, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business transfers: In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

All disclosures are made only to the extent necessary for the stated purpose. Mile High Automations LLC does not engage in bulk data sharing, data brokering, or sale of contact lists.

5 Third-Party Service Providers

Mile High Automations LLC uses the following third-party platforms to deliver its services. Each platform processes certain categories of your information as described below:

• Twilio Inc. — SMS delivery infrastructure. Processes phone numbers and message content for the purpose of sending and receiving SMS messages. Privacy policy: twilio.com/legal/privacy
• GoHighLevel (HighLevel Inc.) — CRM and communication platform. Stores contact records including name, phone number, email, and communication history. Privacy policy: gohighlevel.com/privacy-policy
• Anthropic PBC — AI text processing via Claude API. Processes call transcripts in real time to generate lead summaries. Transcripts are not stored by Anthropic beyond the processing period. Privacy policy: anthropic.com/privacy
• Vapi AI — AI voice platform. Handles inbound phone calls, generates transcripts, and processes structured call data. Privacy policy: vapi.ai/privacy
• Stripe Inc. — Payment processing. Processes billing information, payment card data, and transaction records. Mile High Automations LLC does not store payment card information. Privacy policy: stripe.com/privacy
• Google LLC — Google Sheets for call logging and Google Calendar for appointment scheduling. Privacy policy: policies.google.com/privacy
• Netlify Inc. — Website hosting. May collect standard web server logs including IP addresses and browser information. Privacy policy: netlify.com/privacy

Mile High Automations LLC maintains data processing relationships with these providers that require them to protect your information consistent with applicable law. We are not responsible for the independent privacy practices of these platforms beyond our contractual agreements with them.

6 Security Practices

Mile High Automations LLC implements commercially reasonable technical and organizational measures to protect your information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

• Encrypted credential storage: All client credentials, API keys, and system access information are stored exclusively in an enterprise-grade encrypted password management system (1Password) with access limited to authorized personnel.
• Two-factor authentication: Two-factor authentication is enabled on all accounts used to access client systems and service platforms where technically feasible.
• Access controls: Access to client and prospect data is restricted to personnel who require such access to perform services. Access is revoked promptly when no longer needed.
• Minimal data retention: We do not store customer data beyond what is operationally necessary. Call transcripts processed through AI systems are not retained after processing is complete.
• Cyber liability insurance: Mile High Automations LLC maintains cyber liability insurance coverage to address data security incidents.

No security system is impenetrable. While we take reasonable precautions to protect your information, we cannot guarantee absolute security of data transmitted over the internet or stored in electronic systems.

7 Data Retention

Mile High Automations LLC retains your information for the following periods:

• Prospect and lead records: Retained in our CRM for up to 2 years from last contact, or until you request deletion.
• Client records: Retained for the duration of the service agreement and for 3 years following termination, consistent with our contractual obligations and applicable legal requirements.
• Call transcripts: Processed in real time and not retained beyond the processing period. Call log metadata (caller phone number, timestamp, issue type) is retained in Google Sheets for the duration of the client service agreement.
• Payment records: Retained by Stripe in accordance with their data retention policies and applicable financial regulations.
• Website inquiry data: Retained for up to 2 years from submission.

Upon a verified deletion request, we will remove your personal information from our active systems within 30 days. Note that some information may be retained in backup systems for a limited period thereafter, and certain records may be required to be retained for legal or contractual compliance purposes.

8 Your Rights

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Right to access: You may request a copy of the personal information we hold about you.
• Right to correction: You may request that we correct inaccurate or incomplete information.
• Right to deletion: You may request that we delete your personal information from our systems, subject to legal retention requirements.
• Right to opt out of SMS: You may opt out of SMS communications at any time by replying STOP to any message or contacting us directly. See our SMS Terms for full opt-out instructions.
• Right to data portability: You may request a copy of your information in a structured, machine-readable format where technically feasible.
• Colorado Privacy Act (CPA) rights: Colorado residents have additional rights under the Colorado Privacy Act, including the right to opt out of certain processing activities and the right to appeal a denial of your privacy rights request.

To exercise any of these rights, contact us at hello@milehighautomations.com or (720) 985-2736. We will respond to verified requests within 45 days. We may need to verify your identity before processing certain requests.

9 Cookies & Analytics

The milehighautomations.com website may use standard browser cookies and similar technologies to enable basic website functionality, remember your preferences, and analyze site traffic.

• Functional cookies: Necessary for the website to function properly. These cannot be disabled without affecting site functionality.
• Analytics: We may use anonymized, aggregated analytics to understand how visitors use our website. This data does not identify individual visitors.

Most web browsers allow you to control cookies through browser settings. Disabling cookies may affect some website functionality. We do not use cookies for cross-site advertising or behavioral tracking.

10 Updates to This Policy

Mile High Automations LLC reserves the right to update this Privacy Policy at any time to reflect changes in our practices, services, or applicable law. Material changes will be communicated by updating the effective date on this page and, where appropriate, by direct notification to affected parties.

We encourage you to review this policy periodically. Continued use of our website or services following a policy update constitutes acceptance of the updated policy.

The most current version of this policy is always available at milehighautomations.com/privacy-policy.