Privacy Policy

Last updated: Oct 22, 2026

This policy explains how Devon Dooley d/b/a NoMiss Dispatch ("NoMiss", "we") handles personal information through nomissdispatch.com and our AI receptionist service for HVAC and plumbing businesses ("Clients").

1. Two roles.

• Our own customers and website visitors: we decide how this information is used.
• People who call a Client's business ("Callers"): we process Caller information on behalf of the Client whose line you called, as its service provider/processor. The Client controls that information. For questions or requests about a call, contact the business you called. You can also contact us, and we'll pass your request to the Client and help it respond.

2. Information we collect.

• From Clients and prospects: name, business name, email, phone, address, business details (hours, prices, service area), payment and invoice records (payments are processed by X Money, so we don't store card numbers), and our communications with you.
• From Callers, during calls handled for a Client: phone number and caller ID, call audio recordings, transcripts, and what you tell the assistant, such as name, service address, problem description, urgency, people in the home (for example elderly or infants, to prioritize emergencies), homeowner or renter status, landlord contact, preferred appointment times and how you heard about the business. We also collect call metadata (time, duration, the number called).
• Text messages: phone numbers, message content, and opt-in/opt-out status.
• Website: standard server logs from our host (IP address, browser, pages visited). We use no advertising cookies or tracking pixels.

3. Call recording and AI. Calls are answered by an automated AI virtual assistant. Every call starts with a notice that the call is recorded and that you're talking with a virtual assistant. If you continue the call, you agree to the recording. If you don't want to be recorded, say so or hang up, and the assistant will give you the business's direct number. The few seconds before you object may already have been recorded. You can ask us to delete that recording (see Section 9). Recordings are transcribed and summarized automatically, and the summary is sent to the Client by text and/or email.

4. How we use information. We use it to: answer calls and deliver summaries, recordings, bookings and emergency alerts to the Client; send missed-call text-backs; provide, test, fix and improve the Client's assistant; bill Clients; respond to requests; prevent abuse; and meet legal obligations. We don't sell personal information, don't share it for targeted advertising, and don't use Caller recordings or transcripts to train AI models. Our providers handle call data under their own terms; we choose settings that limit their use of it where those settings are available to us.

5. Who we share it with.

• The Client whose line you called (that's the purpose of the service).
• Service providers that process data for us under contract, only to run the service:
  • Calls, recording and transcription: Vapi, which routes to OpenAI (AI model), Soniox (speech-to-text) and Vapi (voice). Vapi also provides the phone number.
  • Email: Zoho Mail.
  • Website hosting: Netlify.
  • Payments: X Money.
  We may add or change providers; this list is updated when we do.
• Legal: when required by law or to protect safety, rights or property. We don't share Caller information with emergency services ourselves. Callers in danger should call 911.
• Business transfer: if NoMiss is reorganized (for example into an LLC) or sold, information moves under this policy.

6. Text messaging (SMS). We send service texts: call summaries and alerts to Clients, and, if a Client's plan includes it, one informational text-back to Callers after a missed call. Message frequency varies. Msg & data rates may apply. Reply STOP to opt out at any time, or HELP for help, or email info@nomissdispatch.com. We don't send marketing texts. Mobile numbers, SMS opt-in data and consent are not shared with or sold to third parties or affiliates for marketing or promotional purposes. (Sharing with service providers that deliver the messages, such as the phone carrier and Vapi, is excluded.)

7. Retention.

• Call recordings, transcripts, summaries and call logs: we currently keep these until deletion is requested by the Client or the Caller, or until we adopt a fixed retention period (we'll update this policy if we do). Clients may also ask for automatic deletion after a set period.
• Client account, billing and invoice records: as long as needed for taxes and accounting (generally up to 7 years).
• SMS opt-out records: kept as long as needed to honor the opt-out.
• Our vendors may keep backups for a short additional period under their own policies.

8. Security. We use reasonable safeguards: vendor accounts with access controls and two-factor authentication where available, limited access, and encrypted connections. No system is perfectly secure. If a breach affects your information, we'll notify affected Clients and individuals as required by law.

9. Your choices and rights, including deletion. To ask us to access, correct or delete your information (including a call recording or transcript), or to stop texts, email info@nomissdispatch.com. Include the phone number you called from and the approximate date of the call, so we can find it. We will:

1. confirm receipt within 5 business days;
2. verify the request (for example by confirming the number it relates to);
3. within 30 days, delete copies from our email and files, use the deletion tools available to us, and ask our voice platform Vapi to delete the call, including its recording, transcript and logs. We also ask our other providers to delete it where they offer a way to do so, and we tell the Client whose line you called. Some providers (for example the AI model or speech-to-text provider) may keep limited data for a short period under their own policies, such as for abuse monitoring or backups, and we can't make them delete it sooner;
4. tell you what we deleted, and anything we couldn't delete and why (for example records we must keep by law, or short-lived vendor backups).

For Caller data we act on the Client's behalf: if the Client asks us to keep a record for a legal reason, we'll tell you. Depending on your state, you may have more rights under laws such as the Virginia Consumer Data Protection Act. If your request is denied, you can appeal by replying "Appeal". We won't discriminate against you for exercising your rights.

10. Children. The service isn't directed to children under 13, and we don't knowingly collect their information. Callers may mention children in a home only so the business can prioritize emergencies.

11. Location. We operate in the United States. Our providers may process data in the U.S. or other countries.

12. Changes. We'll post changes here with a new "Last updated" date and email Clients about material changes.

13. Contact. NoMiss Dispatch (Devon Dooley d/b/a NoMiss Dispatch), 1550 Wilson Blvd, Ste 700 PMB683, Arlington, VA 22209 · info@nomissdispatch.com · (540) 947-8288