Privacy Policy

Effective October 23, 2026

TVM Operations LLC ("TVM", "we", "us") helps field-service businesses organize their customer records, move them into the software they use (Housecall Pro, Jobber, or QuickBooks Online), and keep them current through Parser, our text-message service for field teams and dispatchers. This policy explains what information we handle, why, who helps us process it, how long we keep it, and the choices you have.

In this policy, a Client is a business that hires TVM. A Client's team members are the employees who use Parser (field techs and dispatchers). A Client's customers are the people and businesses the Client serves.

1. Information we handle

From visitors to this website

This website doesn't use cookies, analytics, advertising pixels, or tracking scripts. Our hosting and security provider (Cloudflare) processes basic technical information such as IP addresses to deliver the site and protect it from abuse. If you email us, we receive your email address and whatever you choose to include.

If you send our contact form, we receive what you enter: your name, role, email address and phone number, and your business's name, type, address, service area, size, where its records are kept today, and what you're looking for. The form sends this directly to our private workspace (it isn't stored on this website). We use it only to reply to you and to prepare for our conversation, we send you one confirmation email, and we never text you unless you ask us to. We don't keep the IP address the form came from; we keep only a one-way code of it to stop repeated automated submissions.

From Clients

• Business contact details: names, email addresses, phone numbers, business address.
• A copy of the Client's business records, provided for our work: customer lists, job history, invoices, estimates, equipment records, notes, and similar files. Clients may send them through our secure upload link, which only receives files and encrypts them as they arrive.
• Email exports in those records, only if the Client agrees to it in writing. We open them only to take out the attached files and file them with the right customer. For that we read each email's envelope: sender, recipients, subject line, date, and attachment names. We do not read, keep, or share the text of the emails, and it is never sent to an AI service.
• The Client's team list for Parser: each team member's name, title, mobile number, and whether they're a field tech, a dispatcher, or both.
• Access to the Client's software account (an access key or a connection the Client authorizes), so we can create and update records there.
• Billing details, handled by our payment processor, Stripe. TVM never sees or stores full card or bank account numbers.

From Parser (team members' messages)

• The mobile number a team member texts from, and the texts, photos, voice memos, and files they send to their Parser number or upload through a Parser link.
• Dispatchers' instructions (for example, which tech to send where and when), and techs' replies to them.
• Parser's replies, and delivery information from our texting provider.

From the Parser Hub

• For each person a Client gives access (owners, office managers, and team managers): their name, work email, and role.
• Sign-in records: when someone signs in or out, and the network (IP) address and browser they used. Sign-in codes are stored only in a scrambled (hashed) form.
• Questions typed to Parser on the Parser Hub and Parser's answers. A team manager's Parser Hub conversation is the same as texting Parser, and is handled like Parser messages.

About Clients' customers

Clients' records contain information about their own customers, such as names, service addresses, phone numbers, email addresses, job and equipment history, and invoices. Team members may also pass along a customer's contact details, send job photos and documents, or a dispatcher may add a new customer's name and number to schedule a job. We handle this information only on the Client's behalf and only to provide our services to that Client.

Sensitive documents

We never ask for passwords to bank, payroll, or tax accounts. When a Client's records include tax returns, payroll records, bank statements, or accounting files, we recognize them automatically and keep them only inside the sealed, encrypted copy of the Client's original files. They are kept out of our working records and out of the Client's software, and files whose name or folder shows they're that kind of paperwork are never sent to an AI service. A scanned file with a plain name (like "scan001.jpg") can only be recognized by reading it: if the AI service finds it's one of these documents, it returns nothing from it, we keep nothing it read, and the file stays only in the sealed copy of the original files. A Client may ask us not to keep them at all, and we'll remove them from our copy.

The one exception is the Client's choice. If a Client signs our separate Financial Records Agreement, we organize those documents and share them securely with the accountant the Client names, as that agreement describes. AI reading of those documents happens only if the Client allows it in that agreement, and only to sort them.

2. How we use information

• To review, organize, and migrate a Client's records into the Client's own software.
• To run Parser: turning field techs' messages into job records and invoices, saving job photos and documents to the right customer, confirming serial numbers and invoices with the tech, carrying out dispatchers' confirmed instructions, and sending the Client's management a short evening summary.
• To run the Parser Hub: signing in the Client's people, showing each person their own company's job records, invoice status, and activity totals, and answering their questions from those records.
• To keep the Client's equipment register current.
• To bill Clients for our services and to communicate with them.
• To reply to inquiries sent through our contact form or by email.
• To keep our systems secure, detect misuse, and meet legal obligations.

We don't sell personal information, and we don't use it for advertising.

3. Team members' messages stay private

Parser uses team members' messages only to build job records and invoices and to carry out dispatch. The Client sees the job records Parser creates and activity totals (for example, updates sent and jobs logged), never the messages themselves. When a tech tells Parser they can't make a dispatched job, the dispatcher is told that, not the tech's words. Personal or off-topic remarks are left out of job records, and photos that aren't about the job aren't saved. Parser accepts messages only from phone numbers on the Client's approved team list; messages from any other number are ignored and not read.

The Parser Hub follows the same rule: it shows the Client's people job records, invoice status, and activity totals, never the techs' messages, and each person sees only their own company.

4. Text messaging (SMS) and mobile information

We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. TVM Operations LLC collects a team member's name and mobile number, and their signed consent, only to run Parser. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-messaging opt-in data and consent are not shared with any third parties. Mobile numbers are shared only with the service providers that deliver and process messages for Parser (listed below), and only for that purpose. Details on how team members enroll, message frequency, and how to opt out are in our Parser Texting Terms. Reply STOP to any Parser number to stop receiving texts, or HELP for help.

5. Service providers who process information for us

We use established providers under their business terms. They process information only to provide their service to us.

• Cloudflare: website hosting, secure access to our systems, and encrypted storage of Parser's copies of job photos and documents (encrypted before they leave our server).
• Our cloud server provider: hosts TVM's private, encrypted server.
• Twilio: sends and receives Parser text messages.
• Anthropic (Claude) or Google (Gemini): whichever of these AI services TVM has in use reads messages, photos, and documents (including scanned documents and photos in a Client's records, and financial documents only when the Client allows it) to build job and customer records.
• Google (Calendar and Contacts): TVM's own calendar and contact list, kept in TVM's Google account: our meetings (each with a Google Meet link) and the business contact details of Clients, prospects, and the people we work with. Never Clients' customers.
• Google (Gemini): also reads TVM's own assistant notes (for example, leads from our contact form, meetings, and to-dos). We use it through Google's paid service, which does not use the content to improve Google's products.
• Google (Gemini) or OpenAI (Whisper): whichever of these TVM has in use turns voice memos into text.
• Resend: delivers our emails, such as evening summaries.
• The Client's own software (Housecall Pro, Jobber, or QuickBooks Online, whichever the Client uses): where the Client's records, files, and invoices are stored and where the Client's customers pay.
• Stripe: processes payments to TVM.
• The Client's named accountant: only for Clients who sign our Financial Records Agreement, and only the documents that agreement covers.

Under their published business terms, Anthropic, Google, and OpenAI don't use data sent through their paid business services to train their AI models. We may also disclose information if required by law, to protect our rights or the safety of others, or as part of a sale or reorganization of our business, subject to this policy.

6. How long we keep information

• Files sent through our secure upload link: encrypted as they arrive and deleted from the upload area once they're sealed into the encrypted copy of the Client's original files, which then follows the rule below. The link expires after 14 days.
• Client files during an engagement: kept on our private server only while we work on them. When the work is done, the original copy moves to TVM's offline archive (a drive kept unplugged except while we archive) and is permanently erased from our server. We keep a digital fingerprint (SHA-256) of each file set to show what we received and that nothing was altered.
• Customers' job documents from those files: Parser keeps an encrypted copy of each customer's job documents (invoices, agreements, estimates, work orders, service notes and photos) for 24 months, so the Client's team can retrieve them by text, then deletes it. Tax, payroll, bank and accounting documents are never part of that copy.
• Health Scorecard only: if a Client doesn't continue to clean-up, we delete the Client's records within 30 days of delivering the Scorecard, after at least 7 days' email notice. We keep the delivered report and its summary figures.
• Job photos and documents sent through Parser: deleted from our texting provider once Parser has read them; the originals are saved to the customer's file in the Client's software. Parser keeps its own encrypted copy (photos at a smaller, readable size) for 24 months, then deletes it. Links Parser texts for a file or an upload expire after 24 hours.
• Voice memos: deleted from our texting provider once Parser has read them.
• Parser message text: the words of messages and replies are deleted after 90 days. Activity counts are kept for usage totals.
• Parser Hub questions and answers: deleted after 90 days, like Parser message text.
• Parser Hub sign-in records: sign-in codes are deleted within a day (they expire after 10 minutes), records of ended sign-ins after 90 days, and the sign-in history after 12 months.
• Records needed to run Parser (customer names, service addresses and contact details, equipment, price book, job and dispatch records): kept while the Client uses Parser.
• Financial records packages: deleted from TVM 30 days after they're shared with the Client's accountant; links to them expire after 7 days.
• Contact form inquiries: kept as a record of our conversation while we're in touch, and deleted on request.
• Billing records: kept as long as needed for accounting and legal requirements.

At a Client's request, we'll return a copy of the Client's data or permanently delete it, except where we must keep something by law.

7. How we protect information

Our server has no open web ports; the only way in is through Cloudflare's security network, and only TVM team members with an approved, verified login can reach our workspace. The Parser Hub runs on its own server, which holds no Client records: it reaches our workspace only over a private network, and only for the signed-in person's own company. Files and stored keys are encrypted at rest, and information travels encrypted (HTTPS). Changes to Client records are logged, and our systems alert us to signs of unauthorized access. These are precautions, not a guarantee: no method of storing or sending information is completely secure. If we discover that a Client's information was accessed without authorization, we'll notify the Client within 72 hours of learning of it.

8. Your choices

• Clients may ask us to return or delete their data, to not keep sensitive documents, or to stop sharing financial records with their accountant, at any time.
• Team members may reply STOP to stop Parser texts, and may ask their employer or us about the information Parser holds about them.
• Clients' customers: because we handle your information on behalf of the business you work with, please contact that business first. We'll help them respond.

To make a request, email enzo@tvmoperations.com. We may need to confirm your identity before acting on it.

9. Children

Our services are for businesses and aren't directed to children under 16. We don't knowingly collect information from children.

10. Changes to this policy

We may update this policy. The effective date above shows when it last changed; significant changes will be communicated to Clients directly.

11. Contact

TVM Operations LLC, Michigan
enzo@tvmoperations.com