HOW WE WORK

How we handle your data.

Workflow builds touch day-to-day operating data: quote requests, customer records, catalog files, pricing notes, inbox messages, CRM fields, calendars, documents, and the handoff rules your team already uses. We keep that work scoped to the engagement and use the systems your team already owns where possible.

During an audit or build, customer data may sit in your existing tools, a temporary project workspace, the automation platform used for the workflow, the model provider used for drafting or parsing, and the deployment/database tools needed to run the system. The exact flow is documented in the scope so you know which systems are involved.

Access is limited to the engagement team and removed during offboarding. We use scoped or OAuth-based access where possible. We do not ask for shared admin passwords. If a password must be used temporarily, it should live in your password manager and be rotated or revoked when the work ends.

Customer-facing output keeps a human-review gate. Quotes, replies, follow-ups, and marketing drafts stop for your team to review before anything goes out. The one exception is the after-hours call workflow, which answers callers as they call. It runs only inside the service, booking, and escalation rules your team approved and tested, and a staffed or voicemail fallback stays in place.

At the end of an engagement, project data is returned or deleted within 30 days unless you ask otherwise. Offboarding includes a one-page exit checklist covering access removal, credential rotation, ownership handoff, documentation, and which systems remain active.

Phone calls, recordings, and transcripts

For an after-hours call workflow, the business owns the phone, voice-platform, and messaging accounts and controls access to call records. Recording or transcription stays off unless the client approves it, along with the caller notice and consent steps. The greeting identifies the assistant as automated. Callers who do not consent use a non-recorded route the client approves. Retention is set with the client to the shortest practical period, then records are deleted under the agreed schedule. Exact settings depend on the selected providers and applicable law.