Privacy Policy

Our two roles: controller and processor

For information about our own visitors, account holders, and billing — for example when a dealer, installer (EPC), or sales rep signs up, or when someone browses volnova.app — we act as a "controller": we decide how and why that information is used, and this Policy governs it.

For information that our business customers load into or capture through the platform about their own leads and homeowners (names, contact details, project and site information, call/message content, and similar), we act as a "processor" (a "service provider" under U.S. state law) on that customer's behalf. The customer — the dealer or installer you did business with — is the controller of that information and is responsible for its collection and for responding to privacy requests about it. If you are a homeowner or prospect and want to access, correct, or delete information a business holds about you, please contact that business directly; we will assist our customer as required by our agreement with them.

Information we collect

Depending on how you interact with the Service, we may collect:

• Account and business information: your name, business/organization name, email address, phone number, role, and login credentials.
• Billing information: subscription plan, transaction history, and the payment/bank details needed to charge Volnova's own fees (subscriptions, usage, and the platform margin). Card and bank numbers are collected and stored by our payment processor — we do not store full card or bank account numbers on our own systems.
• Customer Data you provide as a controller: if you are a customer, the lead, homeowner, contact, project, proposal, and pipeline data you input or import. We process this on your behalf (see "Our two roles").
• Communications content: the calls, text messages, emails, chats, and support tickets sent or received through the platform, including recordings, transcripts, and AI-generated drafts and summaries, used to deliver the messaging features and power the AI assistants.
• Install-network data: for installers (EPCs), your service areas (states/counties), capabilities, availability, ratings, and confidential pricing (redline and install-only rates) used to match and route projects.
• Usage, device, and log data: IP address, browser and device information, pages viewed, actions taken, and timestamps — including records used to document communications consent.
• Information from third parties: for example phone-number and Do-Not-Call verification results from data providers, and information from integrations you connect.

How we use information

• Provide, operate, maintain, secure, and improve the Service.
• Create and administer accounts and authenticate users.
• Process subscriptions, usage charges, and the platform margin, and record the payments participants report making to one another.
• Match and route projects across the install network based on coverage, capability, availability, ratings, and pricing.
• Power communications and AI features — placing/receiving calls and messages you initiate, transcribing and summarizing them, and drafting responses for your review.
• Provide customer support and respond to your requests.
• Detect, prevent, and address fraud, abuse, security incidents, and technical issues.
• Comply with legal obligations, enforce our Terms, and establish or defend legal claims.
• Send you service, security, and administrative notices, and — where permitted — communications about our own products.

Artificial intelligence and automated features

The Service includes AI-assisted features, such as voice, SMS, and email assistants and design/proposal tools. To provide these, communications and related content may be processed by us and by trusted AI sub-processors. AI outputs can be inaccurate or incomplete and are intended to be reviewed by a human before use; they are not professional, legal, financial, engineering, or tax advice, and design outputs are estimates, not guarantees.

We do not sell your content, and we do not permit our AI sub-processors to use customer content to train their general-purpose models except as necessary to provide the Service or as otherwise agreed with you.

Improving our AI with de-identified data: to make the AI features work well for every customer, we use de-identified, aggregated data derived from use of the Service to train and improve our own AI models and knowledge base. Before any data is used this way, we remove personal identifiers (such as names, phone numbers, email addresses, and street addresses), and we learn general patterns — not raw conversations. We never expose one customer's data to another customer, and identifiable customer data is not shared between accounts. If you would prefer your account be excluded from this aggregate model improvement, email privacy@volnova.app.

Text messaging (SMS/MMS) and consent

Volnova sends text messages to its own account holders and, at the direction of and on behalf of the businesses that use the platform, to those businesses' contacts. This section explains how we collect, use, and protect information relating to text messaging.

• Messaging information we collect: mobile phone numbers you provide to us, or that a business using the platform provides when it enrolls a contact; opt-in and consent records, including the date, time, source, and method of consent and, where applicable, the IP address; and message content, delivery status, and related metadata used to send messages and provide support.
• How consent is obtained: we send text messages only to people who have opted in to receive them — for example, by submitting a web form and providing a mobile number, replying with a keyword, or otherwise affirmatively agreeing to receive messages. Providing a mobile number is optional, and agreeing to receive text messages is never a condition of purchasing any goods or services. Where we send messages on behalf of a business using the platform, that business is responsible for obtaining the consent the law requires from its contacts, and we act as the service provider that delivers those messages.
• Message frequency, rates, and opt-out: message frequency varies, and message and data rates may apply. You can opt out at any time by replying STOP to any message; we also honor END, UNSUBSCRIBE, CANCEL, and QUIT. Reply HELP for help, or email support@volnova.app.

No sharing of mobile opt-in data

Your mobile phone number and SMS opt-in and consent data will not be sold, rented, or shared with any third parties or affiliates for marketing or promotional purposes. All of the categories of information and sharing described in this Privacy Policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, other than the aggregators and providers that deliver the text-message service itself. We share mobile information only with the vendors that help us provide messaging services — messaging platform providers, telephone carriers, and other vendors that assist in delivering text messages — and only as needed to deliver the messaging service.

Cookies and similar technologies

We use cookies and similar technologies that are necessary to sign you in, keep your session secure, remember preferences, and understand how the Service is used so we can improve it. You can control cookies through your browser settings; disabling some cookies may affect functionality. volnova.app is not designed to respond to browser "Do Not Track" signals; where required, we honor recognized opt-out preference signals as described under "Your rights and choices."

How we share information

We share information only as described here. We do not sell personal information. Text messaging originator opt-in data and consent is excluded from all of the sharing below — see "No sharing of mobile opt-in data."

• Sub-processors and service providers: vendors that host and operate the Service and perform functions on our behalf (see "Sub-processors"), under contracts that limit their use of the information.
• Within the install network: when a project is routed, the business contact and project details needed to fulfill it are shared between the dealer and the matched installer. Confidential installer pricing is disclosed only to the platform and the specific dealer a job is quoted to — never to competing organizations. Only aggregate benchmarks (not any org's individual pricing) are ever shown to others.
• Payments: our payment processor to process the charges Volnova makes (subscriptions, usage, and the platform margin). Volnova does not receive, hold, or route funds that participants pay one another.
• At your direction: with integrations, lenders, or other parties you choose to connect or engage.
• Legal, safety, and rights: to comply with law, regulation, legal process, or governmental request, and to protect the rights, property, and safety of Volnova, our customers, and others.
• Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy.

Sub-processors

We rely on a limited set of sub-processors to deliver the Service, which currently include providers for: payment processing; voice and SMS communications; AI processing; transactional email delivery; phone/Do-Not-Call data verification; and cloud hosting and infrastructure.

The categories above reflect our current providers; the specific list may change as the Service evolves. A current list of sub-processors is available on request at privacy@volnova.app.

Data retention

We retain personal information for as long as your account is active and as needed to provide the Service, and thereafter as necessary to comply with our legal, tax, and accounting obligations, resolve disputes, and enforce our agreements. Consent and communications records are retained as needed to demonstrate compliance.

For Customer Data we process on a customer's behalf, we retain, return, or delete it in accordance with our agreement with that customer, typically deleting or de-identifying it within a reasonable period after account termination, subject to any legal retention requirements.

Security

We use administrative, technical, and physical safeguards designed to protect information, including encryption in transit, access controls, and least-privilege practices. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. You are responsible for keeping your credentials confidential and for configuring your account and users appropriately.

Your rights and choices

Depending on where you live, you may have rights to access, correct, delete, or receive a portable copy of your personal information, and to opt out of certain processing. You can also unsubscribe from marketing emails using the link in those messages, and reply STOP to opt out of texts.

California residents have rights under the CCPA/CPRA, including to know, delete, and correct personal information, and to opt out of "sale" or "sharing" of personal information and of targeted advertising. We do not sell personal information and do not share it for cross-context behavioral advertising. Residents of other U.S. states with comparable laws have similar rights. We do not discriminate against you for exercising these rights.

To exercise rights with respect to information for which we are the controller, contact us at privacy@volnova.app; we will verify your request as required by law. If your request concerns information a business customer controls (for example, a homeowner's information a dealer holds), please contact that business — as the controller, it is responsible for responding, and we will support it as required.

International users

The Service is operated in the United States and is intended for users in the United States. If you access it from outside the U.S., you understand your information will be processed in the United States, where data-protection laws may differ from those in your location.

Children's privacy

The Service is a business tool intended for use by adults (18+) and is not directed to children. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, contact us and we will delete it.

Third-party sites and services

The Service may link to or interoperate with third-party sites and services (for example, financing/lender portals and payment providers). We are not responsible for their content or privacy practices; their own terms and policies govern your use of them.

Changes to this Policy

We may update this Policy from time to time. If we make material changes, we will provide notice as appropriate — for example, by posting the updated Policy here with a new date or by notifying you through the Service. Your continued use of the Service after the effective date means you accept the updated Policy.

Contact us

If you have questions or requests regarding this Policy or your information, contact us at privacy@volnova.app, or by mail at Sales Team Toolbox, LLC (d/b/a Volnova), 75 E 3rd St. STE #7, Sheridan, WY 82801.