Privacy Policy

Last updated: October 26, 2026

Who we are

Office by Sam LLC ("Office by Sam", "we", "us") is a Wyoming limited liability company. We set up and run a managed front desk for plumbing businesses in the United States. Our AI assistant, Liam, answers calls to each plumbing business's own business number.

Mailing address: Office by Sam LLC, 30 N Gould St, Suite #43853, Sheridan WY 82801
Email: info@officebysam.com
Phone: +1 (401) 289-8785

This policy explains what information we collect, how we use it, who we share it with, and how long we keep it.

Whose information this policy covers

Plumbing businesses that buy our service ("customers"), their owners, and the staff they name to receive job and emergency messages.
People who visit our website, or who call or email us. Calls to our front desk at +1 (401) 289-8785 are answered by Liam, our AI assistant, who tells you at the start of the call that you're speaking with an AI.
People who call a plumbing business that uses our service ("callers"). For callers, we act as a service provider for that plumbing business: we handle the call for the business and only to deal with the caller's request.

Information we collect

From customers: business name, EIN, business address, contact names, phone numbers and email addresses, service details (services, ZIP codes served, hours, prices the business approves), and the names and phone numbers of staff the business names.
From customers, for payment: billing details. Card details are entered with and processed by our payment processor.
Text messaging records: phone number, the time and way you agreed to receive texts, the wording you agreed to, the IP address used at sign-up (for online consent), opt-out (STOP) requests, and any replies to our texts. Replies are not read by a person; we check them only for opt-out requests.
From callers: name, callback number, address and ZIP code, problem description, access details, preferred time, and whether it is an emergency.
Call transcripts in text form. We don't make or keep audio recordings of any calls.
From people who call our front desk: phone number, name if given, what you ask about, and a text transcript of the call. Calls are processed in real time by automated systems, including outside technology providers.
Messages you send us by email.

How we use information

To set up, run, support and secure the service, including answering calls, passing job details to the plumbing business, and sending job, emergency and setup messages.
To bill customers and keep business and tax records.
To keep records of consent and opt-outs.
To answer your questions.

We don't sell personal information, and we don't share it with anyone for their own marketing, advertising, lead generation or analytics. We give it to the service providers listed below so they can help us run the service, and we require them to protect it. We don't use transcripts or other caller data to train or fine-tune any AI model.

Cookies and tracking

Our website doesn't use advertising or analytics cookies or tracking pixels. We don't let other companies use our website to collect personal information about your activity over time and across other websites. Our site works the same way whether or not your browser sends a "Do Not Track" signal, because we don't track you across other websites. See our Cookies and tracking page at officebysam.com/cookies.

Text messaging (SMS) and your mobile information

We will not share your mobile information with third parties or affiliates for marketing or promotional purposes. All the categories of sharing described in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. We will not share your opt-in to an SMS program with any third party for purposes unrelated to providing you with the services of that program. We may share your personal information, including your SMS opt-in or consent status, with service providers that help us deliver text messages, such as our messaging platform and phone companies, only to deliver those messages.

Who we share information with

We share information only as needed to provide the service:

With the plumbing business a caller contacted, and with the people that business names to receive job and emergency details (for example by text).
With our service providers, and their own subcontractors, who help us run the service: Telnyx (phone calls and text messages), xAI (Grok Voice: the AI model and voice that process the conversation in real time), ElevenLabs (backup voice provider, used only if the primary provider is unavailable), Cloudflare (hosting of the software that connects the telephone line with the AI assistant during calls), Supabase (storage of transcripts and consent records in the United States), Google Workspace (our email, and the read-only job calendar we share with each plumbing business), Stripe (payment processing), and website hosting and security providers.
When the law requires it, or to protect the safety of a person.
If our business is transferred to a successor, under this policy.

How long we keep information

Call transcripts: deleted automatically 30 days after the call.
Call summaries: deleted automatically 30 days after the caller's last call.
Consent records (date and time, phone number, who gave consent and what for, without transcript text): kept for 4 years after the last call or text that relies on that consent.
Customer and booking records: kept while the customer uses the service. After a subscription ends, the customer has 30 days to ask for an export, and we then delete the data.
In every case, we keep information longer only where the law requires it or while a legal claim, complaint or inquiry about it is open.

Deletion makes the information unreadable.

Where information is stored

Transcripts and consent records are stored with Supabase in the United States. Our team may access information from outside the United States to run the service.

Security

We use reasonable technical and organizational measures to protect information, including keeping each customer's data separate. If a security incident affects a customer's data, we notify that customer immediately after we discover it.

Your choices and requests

To stop text messages from us, reply STOP to any text from +1 (401) 289-8785. See our SMS Terms.
To ask for access to, correction of, or deletion of your personal information, email info@officebysam.com. If you are a caller of a plumbing business that uses our service, we will pass your request to that business, because it decides about your information, and we will help it respond.

Children

Our service is for businesses. We do not knowingly collect information from children under 13.

Changes to this policy

We will post any change on this page with a new "Last updated" date.

Contact

Office by Sam LLC, 30 N Gould St, Suite #43853, Sheridan WY 82801 · info@officebysam.com · +1 (401) 289-8785