Privacy Policy

1. Introduction

NextPhase Labs LLC ("NextPhase Labs," "we," "our," or "us") respects your privacy. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the choices you have. It applies to:

• our website at www.usenextphase.com (the "Site");
• our client portal at app.usenextphase.com (the "Portal");
• calls to our phone lines, including our AI receptionist;
• text messages (SMS) and email we send you; and
• the IT, networking, security and web services we provide (the "Services").

2. Information We Collect

We collect only what we need to respond to you and provide the Services:

• Contact information: your name, business name, email address, phone number and service address, provided through our contact and quote forms, by phone, by text, or when we set up your account.
• Job applications: the details you submit through our careers page.
• Portal account information: your login email, name, mobile number, the businesses you belong to and your role, support tickets and the messages and files you attach to them, website content you manage, and documents you view or sign (including the typed name, time, IP address and browser details recorded with an electronic signature).
• Billing information: invoices, payments and balances. Card details are entered directly with our payment processor, Stripe; we do not store full card numbers on our systems.
• Call information: when you call us, your phone number (caller ID), the time and length of the call, a recording of the call, a written transcript, and a summary of it. See Section 4.
• Text message information: your mobile number, your consent to receive texts, and the content of messages you send to and receive from us.
• Service data: technical details about the networks, devices, cameras, access systems and websites we install or manage for you.
• Usage data: how visitors use the Site and Portal, such as pages viewed, device and browser type, and approximate location. See Section 7.

3. How We Use Your Information

• To respond to your inquiries, quote work and schedule appointments.
• To deliver, support and monitor the Services you request.
• To run the Portal: signing you in, handling support tickets, showing invoices and processing payments.
• To recognize you when you call, verify your identity before discussing your account, and email you verification codes, invoices and payment links.
• To send service-related emails and text messages (see Section 5).
• To review applications for open positions.
• To keep the Site, Portal and our systems secure, prevent fraud, and meet legal obligations.
• To improve the Site, Portal and Services.

4. Phone Calls, Recordings and Transcripts

Calls to NextPhase Labs phone lines may be recorded and transcribed. Some calls are answered by an AI receptionist, an automated voice assistant, rather than a person. By staying on the line, you consent to the call being answered by the AI receptionist and to it being recorded, transcribed and summarized.

During a call, the AI receptionist may look up your phone number to see whether you are an existing client. Before it discusses account details such as balances or invoices, it verifies you by emailing a one-time code to the address we have on file.

We use recordings, transcripts and summaries to respond to your request, route it to the right person, keep a record of what was discussed, and improve our service. They are processed by our voice AI and telephone providers and are accessible only to NextPhase Labs staff. We do not use them for advertising, and we do not sell them.

If you do not want your call recorded, you may hang up and email us at info@usenextphase.com instead.

5. Text Messaging (SMS)

If you give us your mobile number and agree to receive text messages, NextPhase Labs may text you about appointment scheduling and confirmations, service and support updates, replies to your inquiries, and account notices such as invoices and payment reminders.

• Message frequency varies based on your requests and the work we are doing for you.
• Message and data rates may apply.
• To opt out, reply STOP to any message. We will send one message confirming you have been unsubscribed and will not text you again unless you opt back in.
• For help, reply HELP or email info@usenextphase.com.
• Consent to receive text messages is not a condition of purchasing any goods or services.
• Carriers are not liable for delayed or undelivered messages.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

6. How We Share Information

We do not sell, rent or trade your personal information. We share it only with service providers that help us run our business, and only as needed for them to do that work:

• Google (Firebase and Google Cloud): Portal accounts, data and file storage; careers applications; website analytics; and the spreadsheets that receive our contact and quote forms.
• Stripe: card payments and saved payment methods.
• Intuit QuickBooks: invoices and accounting records.
• ElevenLabs and our telephone and messaging carriers: answering, recording and transcribing calls, and delivering text messages.
• Resend: delivering email.
• Vercel and Cloudflare: hosting the Site, the Portal and client websites, and measuring client website traffic.

We may also disclose information if required by law, to protect our rights or the safety of others, or as part of a merger, sale or transfer of our business.

7. Cookies and Analytics

The Site uses cookies to understand how visitors use it. We use Google Analytics for this, which sets cookies and shares usage data — pages viewed, approximate location, device and browser — with Google. We do not use it to identify you personally, and we do not sell this data. Google’s handling of it is covered by the Google Privacy Policy.

You can disable cookies through your browser settings, or opt out of Google Analytics entirely with Google’s browser add-on. The Portal uses cookies and browser storage that are needed to keep you signed in; disabling them will prevent you from signing in.

8. Data Security

We use industry-standard safeguards, including encryption in transit, access controls and restricted administrator access, to protect your information. No system is perfectly secure, and we cannot guarantee the security of information sent over the internet.

9. Data Retention

We keep personal information for as long as we need it for the purposes described in this policy, including providing the Services and meeting legal, tax and accounting requirements. When we no longer need it, we delete it or make it anonymous.

10. Your Rights and Choices

You may ask us to access, correct or delete the personal information we hold about you, or to stop contacting you. To opt out of texts, reply STOP. To make any other request, email us at the address below. Some information, such as invoices and payment records, we may be required to keep by law.

11. Children

Our Site and Services are intended for businesses and adults. We do not knowingly collect personal information from children under 13.

12. Changes to this Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Any updates will be posted on this page with a new "Last Updated" date at the top.

13. Contact Us

If you have questions about this Privacy Policy or how we handle your information, contact us at:

NextPhase Labs LLC
New York, NY
Email: info@usenextphase.com