What we collect, and why

• Your questionnaire. Business details, services, contact info, and the answers you give in our forms. It is the material we build the website from.
• Saved drafts. Once you enter your email in the questionnaire, your progress saves to our server as you type, so you can finish on any device. This is on by default, said right beside the field, and one click turns it off (then a half-finished questionnaire lives only in your own browser). Either way we send one reminder and no more, and the draft is deleted after 30 days or the moment you submit.
• Photos and logos you upload. Stored so we can put them on your site.
• Support email, kept as the history of your account. Messages to support@plainsmith.co and our replies, kept as long as your account and then 90 days.
• Domain searches, which go to the public registry. The names you type into our domain checker are sent to public registry servers (RDAP) to check availability. We cache the answer for an hour.
• If you run our tools, we hold what your customers tell them. Their phone numbers, what the assistant heard when it answered, the texts and emails it sent on your behalf, and the appointments it booked. All of it lives in your account page, you can download it free, and it goes with you if you leave.
• What happens on the call itself. The greeting says it is an automated assistant before it asks anything. Then it asks, the caller answers, and what we keep is the answers as text: what they wanted, when they are free, the number to call back. The call audio passes through Twilio and is turned into words as it goes. Nothing is written to disk and no recording of that conversation exists after the call ends. Their words go through a language model on Cloudflare’s network so it can tell a booking from a quote from a message. The assistant’s own voice is ElevenLabs.
• If they leave a voicemail instead. They hear a beep and record a message, the way anyone has left a voicemail for forty years. That recording lands in your Twilio account, not ours, on whatever retention you set there. We fetch it once, turn it into text on Cloudflare’s network, and send you the words.
• Payments go to Stripe. Your card details never reach us; we see the payment status and the receipt details.
• Visits to the sites we host for you. We record the page viewed, the site the visitor came from, and their city and country. It is reported back so the owner can see their traffic in their account. We take the visitor’s IP address, turn it into a city, and throw the address away. What is left is a hash that starts again every night, so we cannot follow anyone from one day to the next. There is one exception: if you’re signed in to Plainsmith when you visit, the visit is filed as an account holder’s, and as the owner’s own when the site belongs to you. That’s what keeps an owner’s own opens out of their visitor numbers. What’s stored is that it was an account holder, never which one. Any browser can stop being counted. Open the site once with ?nostats=1 on the end of the address and it’ll say so on the page, and ?nostats=0 puts it back. That setting is the one thing kept in your own browser.

What we don’t do

• We don’t sell or rent your information to anyone.
• We don’t run advertising trackers or third-party analytics cookies on this site.
• The only lasting thing we put in a visitor’s browser is the opt-out flag, and only if they ask for it. The identifier a hosted site sends us is rebuilt from scratch every day.
• We don’t use your content for anything except building and supporting your site, and nothing that passes through our tools is used to train anybody’s model. All four vendors in that path — Twilio, which holds the recording, Cloudflare, which runs the model, ElevenLabs, which speaks, and Resend, which carries the email — are under terms that forbid training on it.
• Your finished site may appear in our portfolio. Tell us and it won’t.
• We don’t share your questionnaire with anyone beyond the processors named below.

Whose data it is

Your customers' details are yours, not ours. We hold them to run the thing you are paying us to run, and we act on your instruction. You decide what is collected and what is deleted, and we do not use any of it for our own purposes. In the language the privacy laws use, you are the controller and we are your processor. If your insurer or a bigger customer asks for that in a signed document, email us and we will take care of it. We are two people, and no such form is drafted yet.

If somebody with a badge asks

If law enforcement or a court asks us for your data, we tell you before we hand anything over, so you can object — unless the order itself forbids us from telling you, which does happen. We do not volunteer anything, and we ask to see the order.

If the business changes hands

If Plainsmith is ever sold or merged, your data goes with it and this policy goes with it too. We would email you before that happened, and if you would sooner go than come along, your export and your deletion work exactly as they do today.

Keeping it, and what happens if we lose it

Everything is encrypted in transit and at rest. Two people have production access, Jason Walls and Tadar Puakpaibool, and they reach your customers’ messages only to fix something broken — usually something you have reported, sometimes something we spot first, and we tell you either way. If data of yours is ever reached by somebody who should not have it, or lost, we email you within 24 hours of learning something might be wrong — not 24 hours from us finishing the investigation. There is more of this on the security page.

If you called a business that uses our assistant

You have never heard of us and you did not agree to anything with us. Email support@plainsmith.co with the number you called from and we will find what we hold. You don’t need an account with anybody. We pass the request to the business you called, because the records are theirs and they may be in the middle of a job with you. We tell you we have done it. If the law requires us to act without them, we do, and we tell them. If we turn a request down you can appeal by replying, and a person answers within 45 days, wherever you are.

Where it lives

Questionnaires and support records are stored on Cloudflare infrastructure (databases and file storage) in the United States. Payments live in Stripe. When your site goes live, its content is served from Cloudflare’s network. When we send you a new-questionnaire notification internally, it goes through Pushover (name and email only). If you run our tools: calls run through Twilio, on an account in your own name, and that is where the recordings stay; the transcript is read by a model on Cloudflare’s network; the assistant’s voice is ElevenLabs; email it sends for you goes out through Resend. Texts do not go through a vendor. The assistant writes the message and it goes out from your own phone through the app, from your own number, which is why no vendor ever holds it. We keep what it wrote, not a copy sent from somewhere else. All six companies are US-based, and your data at rest sits in the United States. Two things do not: your live site is cached on Cloudflare’s network wherever your visitors are, because that is what makes it fast, and a domain search goes to whoever runs that registry, wherever they are. Plainsmith is a trade name of GutCall LLC, Colorado, registered in Colorado. For anything about your data, email support@plainsmith.co and Jason answers it.

How long we keep it

For as long as you’re a customer, plus 90 days so you can come back for your files. If you never become a customer, questionnaires are deleted within 12 months. Your customers’ numbers, messages and appointments are different: they are your records, so we keep them until you delete them or close the account, and then for the same 90 days. Voicemail recordings are not ours to keep or delete — they are in your Twilio account, on whatever schedule you set there.

Your rights

Email support@plainsmith.co from the address on your account and we’ll send you a copy of what we hold about you, or correct it, delete it, or export it, your choice, within 7 days. If the request comes from anywhere else we will write to the account address first, because a data request nobody checks is a way to hand your customer list to a stranger. If you’re in a jurisdiction with formal privacy rights under the GDPR, the UK GDPR, the CCPA or Colorado’s own act, those requests are honored the same way.

Changes

If we change what we collect, or who we send it to, we’ll email active customers before it takes effect and date the change here.