Privacy Policy

This Privacy Policy explains how Ready Reply Systems (“Ready Reply Systems,” “we,” “us,” or “our”) collects, uses, shares, and protects information when you visit readyreplysystems.com, communicate with us, or receive text messages from us or on behalf of the businesses we serve.

1. Who we are

Ready Reply Systems is a sole proprietorship owned by Jacob Cannon and based in Glen Allen, Virginia. We provide customer communication services to heating and air conditioning companies, including missed-call text-back, online booking, after-hours lead capture, estimate follow-up text messages, and review requests.

When we send messages on behalf of a heating and air conditioning business we serve, we act as a service provider to that business. That business may also have its own privacy policy that applies to your relationship with it.

2. Information we collect

Information you give us

• Contact details, such as your name, company name, mobile phone number, email address, and service address.
• Details about your request, such as the problem with your heating or air conditioning system, preferred appointment times, and messages you send.
• If you are a business customer of Ready Reply Systems, your business name, contact information, and billing information.

Information from calls and text messages

• The phone number you called or texted from, the date and time of the call or message, and whether a call was missed.
• The content of text messages exchanged with us or with a business we serve.
• Records of your consent to receive text messages and of any opt-out requests.

Information collected automatically on this website

• Basic technical information, such as your internet protocol (IP) address, browser type, device type, and pages visited, which our website hosting provider records in standard server logs.
• This website does not use advertising cookies. The form on our Contact page is provided by our customer communication platform, which may use cookies needed for the form to work.

3. How we use information

• To respond to your calls, text messages, emails, and questions.
• To schedule, confirm, and remind you about appointments.
• To send service updates, follow-up messages about estimates, and requests for reviews.
• To provide, maintain, and improve our services for the businesses we serve.
• To record your consent to receive text messages and to honor opt-out requests.
• To communicate with business customers about their accounts, including billing and support.
• To prevent fraud and abuse, and to comply with legal obligations and phone carrier requirements.

We do not sell your personal information.

4. Text messaging

If you provide your mobile phone number and agree to receive text messages, you may receive messages from Ready Reply Systems or from a heating and air conditioning business we serve about appointments, service updates, replies to your inquiries, follow-ups, and review requests. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or reply HELP for help. For full details, see our Text Messaging Terms.

5. How we share information

We share information only as described below:

• With the business you contacted. If you called, texted, or booked with a heating and air conditioning business that uses our services, your information and messages are shared with that business so it can respond to you and provide service.
• With service providers. We use trusted providers for text messaging and phone services, scheduling, email, and website hosting. They may process information only to provide services to us and are not permitted to use it for their own marketing.
• For legal reasons. We may disclose information if required by law, subpoena, or court order, or when needed to protect the rights, property, or safety of our customers, the public, or Ready Reply Systems.

All of the categories above exclude text messaging originator opt-in data and consent. This information will not be shared with any third parties.

6. How long we keep information

We keep personal information only as long as needed to provide our services, keep accurate business records, resolve disputes, and meet legal and phone carrier requirements. We keep records of text messaging consent and opt-out requests for as long as needed to honor your choices and show compliance. When information is no longer needed, we delete it or remove details that identify you.

7. How we protect information

We use reasonable administrative, technical, and physical safeguards to protect personal information, and we limit access to people and providers who need it to provide our services. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

8. Your choices and rights

• Stop text messages: Reply STOP to any text message. You will receive one final message confirming you have been unsubscribed.
• Get help: Reply HELP to any text message, or email us.
• Access, correct, or delete: You may ask to see the personal information we have about you, to correct it, or to delete it by emailing jacob@readyreplysystems.com. We may need to verify your identity before completing your request.

Depending on where you live, you may have additional privacy rights under state law, such as Virginia law. We will respond to requests as required by applicable law. We will not treat you differently for exercising your privacy rights.

9. Children's privacy

Our website and services are intended for adults and are not directed to children under 13. We do not knowingly collect personal information from children under 13. You must be at least 18 years old to opt in to text messages from Ready Reply Systems. If you believe a child has given us personal information, please contact us and we will delete it.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will post the updated version on this page and change the effective date above.

11. Contact us

If you have questions about this Privacy Policy or want to make a privacy request, please contact us:

Ready Reply Systems
Attn: Jacob Cannon
10514 Marion's Way
Glen Allen, VA 23060
Email: jacob@readyreplysystems.com