Privacy Policy

Last updated: July 12, 2026

ResponsePro LLC ("ResponsePro," "we," "us," or "our") operates the onboarding form and services available at onboarding.responsepro.app and dashboard.responsepro.app. This Privacy Policy explains how we collect, use, and protect your information.

1. Information We Collect

When you complete our onboarding form, we collect:

Business name, owner name, and contact information (email, phone)
Business website URL and industry
Call forwarding number and business hours preferences
Lead source information
Optional custom SMS wording you submit at onboarding (Pro plan only)
Any additional notes you provide

Through our call and SMS tracking system, we also collect:

Inbound call metadata (caller phone numbers, timestamps, call status)
On Pro plans with Voice AI enabled (rolling out): call audio, transcripts, and AI-generated call summaries used for lead qualification and dashboard insights
SMS delivery status and customer reply indicators
Lead event data posted by your automation workflows
System error logs for operational purposes

2. How We Use Your Information

We use collected information to:

Configure and provision your ResponsePro system
Send automated SMS messages on your behalf to your opted-in leads
Generate performance reports and dashboard analytics
Provide customer support
Send service-related emails (confirmations, updates, reports)
Improve our service and diagnose technical issues

3. SMS Communications & TCPA Compliance

We operate as a technology platform that sends automated SMS messages on behalf of our clients. Our system sends two categories of messages:

Initial response messages — sent immediately after a lead form submission or webhook intake (and, on Core or Pro where missed-call recovery is configured, after a missed inbound call). These are transactional in nature.
Follow-up sequences — automated marketing messages in Steps 2–3 on Core or Steps 2–4 on Pro. These require prior express written consent under the TCPA.

By using our service, you represent and warrant that:

Your lead capture forms include TCPA-compliant opt-in language disclosing recurring automated marketing text messages
All individuals who receive follow-up sequence messages have provided prior express written consent
You will honor all opt-out requests promptly (our system processes STOP replies automatically)
You are solely responsible for maintaining compliant opt-in records

We maintain opt-out records and honor STOP requests automatically through our system.

SMS Communications Disclosure

By providing your phone number and checking the SMS consent box on any lead capture form powered by ResponsePro, you agree to receive automated text messages from the business whose form you submitted via ResponsePro. Message frequency varies. Message and data rates may apply. Reply STOP to unsubscribe at any time. Reply HELP for help. Carriers are not liable for delayed or undelivered messages.

4. Data Sharing

We do not sell your data. We share information only with:

Telnyx — to provision phone numbers and deliver SMS and, on Pro plans, AI voice services
Render — cloud hosting provider for our backend application
Supabase (PostgreSQL) — database hosting and storage infrastructure
Stripe — payment processing (we never see your full card details)
Cloudflare — DNS, CDN, Worker edge processing, and security services
Dropbox Sign (HelloSign) — electronic signature processing for your service agreement
Resend — transactional email delivery

All third-party providers are contractually required to protect your data.

5. Data Security

We protect your data through:

TLS/SSL encryption for all data in transit
Strict client_id scoping — no data crosses between clients
Bearer token authentication on all write endpoints
Cloudflare Access protection on internal dashboards
Regular security reviews

6. Data Retention

We retain your lead and business data for the duration of your service agreement. After a verified written deletion request, we will delete this data within thirty (30) days, subject to legal retention requirements.

Consent log retention: Consent records — including IP address, timestamp, consent disclosure text presented, and associated phone number — are retained for a minimum of five (5) years from the date of collection, per the FTC Telemarketing Sales Rule (16 CFR § 310.5) and the applicable Telephone Consumer Protection Act (TCPA) statute of limitations. Consent logs are not subject to the thirty-day deletion process above and will not be deleted upon request during this retention period.

7. Your Rights

You have the right to:

Access the data we hold about your business
Correct inaccurate information
Request deletion of your data, subject to the consent log retention period described in Section 6
Export your data in a machine-readable format

To exercise any of these rights, contact us at support@responsepro.app.

8. Caller Phone Numbers & Voice AI Data (Pro)

Phone numbers of callers are stored for operational purposes (missed-call tracking, SMS delivery, and call routing). These numbers are scoped exclusively to the client whose number was called, are never shared between clients, and are never used for marketing purposes.

On Pro plans with Voice AI enabled (rolling out), we may process call audio, transcripts, and AI-generated summaries to qualify leads and display insights in your dashboard. You are responsible for ensuring callers receive any recording disclosure required by applicable law.

9. Children's Privacy

Our services are intended for business use only and are not directed to individuals under 18 years of age.

10. Changes to This Policy

We may update this Privacy Policy periodically. We will notify active clients of material changes via email. Continued use of our services after notification constitutes acceptance of the updated policy.

11. Contact

Questions about this Privacy Policy? Contact ResponsePro LLC: