Judy's Appliance Receptionist Privacy Notice

Effective date: October 29, 2026

This notice explains how Judy's Appliance Outlet, LLC ("Judy's," "we," or "us") handles information when you call our appliance service line and speak with our AI receptionist. The receptionist is a private tool used by Judy's to handle service calls; it is not offered as a public software product.

Information we handle

During a service call, we may process your caller ID and call audio, name, callback number, email address, service address, appliance type, brand and model, the reported problem, purchase details, and information needed to check a customer account or warranty. If you request service, we may also handle appointment details and invoice or payment status.

How we use information

• Answer and route service calls, understand the requested repair, and contact you about that request.
• Look up customer, purchase, and warranty records in QuickBooks Online and, when appropriate, create or update a customer record.
• Offer available service times and place confirmed appointments on Judy's service calendar.
• When messaging is activated and you opt in, send the specific product links or service/payment information you request. Consent is optional and does not authorize recurring promotions.
• Protect, troubleshoot, and operate the receptionist and meet business, accounting, and legal requirements.

Live call audio and AI

Call audio is streamed in real time to our phone and AI service providers so the receptionist can hear and respond. Audio recording is off. During the staff-only pilot, the application saves encrypted, machine-generated call transcripts for up to seven days; expired copies are removed on the next transcript list or save. Transcripts are emailed to Judy's designated staff inbox for review. Email copies and service-provider copies have their own retention policies. The opening staff-test notice explains transcription. Public customer calling is not enabled during this pilot. Service providers may process or retain data under their own policies, including for security and service operation. We do not use customer QuickBooks data to train AI models.

Service providers and payment

To provide the receptionist, Judy's uses Twilio for phone services, OpenAI for real-time AI processing, Google Calendar for appointments, Intuit QuickBooks Online for customer, warranty, invoice, and payment-link functions, and Render for application hosting. These providers receive information needed to perform their services and handle it under their own privacy and security terms.

When a payment is due, the receptionist sends a QuickBooks payment link after your consent. Payment details are entered on the payment provider's page; the receptionist does not ask for or store your card number or security code.

Sharing and retention

We do not sell personal information or use it for third-party advertising. We share information with the service providers listed above, with Judy's personnel who handle your service request, and when needed to comply with law or protect rights and safety. Service and accounting records may remain in QuickBooks, Google Calendar, and provider systems for the period needed to operate the business and meet applicable recordkeeping requirements. Provider retention is governed by each provider's own policies.

Mobile information and consent

Mobile information and SMS opt-in data and consent are not sold or shared with third parties or affiliates for marketing or promotional purposes. We may share the information necessary to operate requested messages with messaging service providers. We record your request and consent to the specific messaging purpose. Message frequency varies with your requests; you may reply STOP to opt out or HELP for assistance.

Your choices and requests

You may choose not to provide details through the AI receptionist and may ask to speak with Judy's staff. You may contact us to ask about or request correction or deletion of information, subject to records Judy's must retain for business or legal reasons. For a service-related text, reply STOP to opt out of further texts from that messaging flow.

Security and changes

Judy's uses administrative and technical safeguards appropriate to the service. No system can be guaranteed completely secure. We may update this notice when the receptionist or its data practices change; the effective date above will be revised when we do.

Contact Judy's

Judy's Appliance Outlet, LLC
1944 McGilchrist St SE
Salem, OR 97302
Email: sales@judys.store
Phone: (503) 339-7265
Service line: (503) 966-3374

Payment provider: Payment services for QuickBooks invoice payment links are provided by Intuit Payments Inc. Judy’s receptionist does not receive or store payment-card numbers or security codes.