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Privacy Policy

Comprehensive privacy protection for your field service operations

Effective Date: July 21, 2026

1. Introduction and Scope

HelioNova, Inc., doing business as Tradecraft Nexus ("Company," "we," "our," or "us") is committed to protecting the privacy and security of your personal information. This Privacy Policy ("Policy") explains how we collect, use, disclose, and safeguard information through our field service management application, websites, APIs, the Tradecraft Voice mobile application, and related services (collectively, the "Service"). This Policy applies to all users of our Service, including field service businesses, their employees, contractors, customers, and other individuals who interact with our Service.

2. Information Collection

2.1 Information You Provide

We collect information that you provide directly to us, including:

  • Business Information: Company name, business type, industry sector, tax identification numbers, and business contact details
  • Personal Information: Names, email addresses, phone numbers, physical addresses, and job titles of business representatives, employees, and customers
  • Service Data: Work orders, service histories, customer feedback, maintenance records, and equipment information
  • Financial Information: Payment details, billing addresses, invoice records, and transaction histories
  • Employee Data: Staff schedules, qualifications, certifications, performance records, and location data during service delivery
  • Customer Relationship Data: Customer preferences, service history, communication records, and satisfaction metrics
  • Authentication Information: Login credentials, password recovery information, and security questions
  • Field documentation: Job-site photos and related metadata captured or attached through the Service (including Tradecraft Voice), which may be linked to jobs or customers

2.2 Information Collected via AI Interactions

When you use Tradecraft AI voice or assistant features (including the web assistant and Tradecraft Voice), the following categories of information may be processed:

  • Live voice content: Microphone audio streamed in real time for speech recognition, language understanding, speech synthesis, and tool use through our AI provider (xAI) and voice infrastructure
  • Assistant context: Instructions, tool results, job and customer context, and generated responses needed to operate the assistant
  • Field photos submitted for AI analysis to support job documentation (summaries, tags, and related operational metadata)
  • Opt-in technician location shared with your business for dispatch map visibility and arrival estimates when location sharing is enabled

2.3 Information Collected Automatically

Through your use of our Service, we automatically collect:

  • Device Information: Hardware specifications, operating system, browser type, unique device identifiers, and network information
  • Usage Data: Access times, pages viewed, features used, clicks, interactions, and navigation patterns
  • Location Data: GPS coordinates and mobile device location when you enable location sharing, and service area information
  • Performance Data: Error reports, debug information, and service analytics
  • Mobile Application Data: App version, installation date, and usage frequency

3. Use of Information

3.1 Core Service Functionality

We use collected information to:

  • Facilitate service scheduling, dispatch, and live dispatch map visibility
  • Power AI voice and assistant interactions for authorized business users
  • Process and analyze field photos for job documentation
  • Process payments and manage billing operations
  • Generate work orders and service reports
  • Track field service personnel and equipment when location sharing is enabled
  • Maintain customer service histories and preferences
  • Enable real-time communication between field teams and customers
  • Generate analytics and performance reports

3.2 Service Improvement and Development

We utilize information to:

  • Enhance service features and functionality
  • Develop new service offerings and capabilities
  • Optimize user experience and interface design
  • Conduct research and statistical analysis in aggregate or de-identified form where appropriate
  • Troubleshoot issues and maintain platform security

We do not use your voice audio, field photos, or assistant content to train our own machine learning models by default. Based on current xAI documentation, xAI does not use API inputs or outputs to train models without explicit permission.

4. Information Sharing and Disclosure

4.1 Service Providers

We engage trusted third-party service providers to perform essential functions of our Service. These providers are contractually bound to use personal information only for the purposes of providing services to us and in accordance with our instructions. Our service providers include:

  • xAI: real-time speech recognition, language model processing, speech synthesis, and related AI processing for voice and assistant sessions
  • Cloud infrastructure, hosting, and authentication providers
  • Payment processing and financial services providers
  • Analytics and business intelligence services that support product operations
  • Customer support and communication platforms
  • Telecommunications providers (for example, Twilio) for SMS delivery where SMS features are used

Providers process personal information only as needed to deliver services on our behalf and may temporarily retain data under their account configuration, contracts, and published policies.

4.2 Legal Requirements

We may disclose information if required to do so by law or in response to valid requests from public authorities (e.g., court orders, subpoenas, or government regulations). We may also disclose information if we reasonably believe disclosure is necessary to:

  • Comply with legal obligations
  • Protect our rights, property, or safety
  • Prevent or investigate possible wrongdoing
  • Protect against legal liability

5. Data Security and Protection

We implement industry-standard technical, administrative, and physical security measures to protect your information, including:

  • Encryption for data transmission (TLS)
  • Multi-factor authentication and access controls where offered
  • Role-based access and row-level security where implemented
  • Regular security assessments and ongoing review of application code
  • Employee training on data protection and security practices
  • Disaster recovery and business continuity planning

6. Data Retention and Deletion

We retain information for as long as necessary to provide our Service and fulfill the purposes outlined in this Policy. When determining retention periods, we consider:

  • Legal and regulatory requirements
  • Statute of limitations for legal claims
  • Ongoing business needs
  • Industry best practices

Field photos and related job documentation may be retained as part of your business records while your account is active. Mobile voice session transcripts in Tradecraft Voice are not persisted server-side in the current product version (they are shown only during the active session). Web assistant conversation history may be retained where that feature is enabled for your account. Providers such as xAI may temporarily retain related data under their own account settings and published policies.

7. Your Rights and Choices

Depending on your jurisdiction, you may have certain rights regarding your personal information:

  • Right to access and receive a copy of your data
  • Right to correct or update your data
  • Right to delete your data (subject to certain exceptions)
  • Right to restrict or object to processing
  • Right to data portability
  • Right to withdraw consent

To exercise these rights, contact us using the details in Section 13. For SMS opt-out, reply STOP or see our SMS Terms.

8. International Data Transfers

We may transfer, store, and process your information in countries other than your own. We ensure appropriate safeguards are in place through:

  • Standard contractual clauses
  • Data processing agreements
  • Appropriate contractual and technical safeguards where required by applicable law
  • Regional data storage options where offered

9. Specific Privacy Considerations

9.1 Mobile Applications (Tradecraft Voice)

Tradecraft Voice is our native mobile application for authorized business users and field technicians. It may request device permissions necessary for field operations. Permissions are requested with system prompts, and you can deny or revoke them in device settings (some features will not work without the related permission):

  • Microphone: push-to-talk with the AI assistant. Audio is streamed for real-time AI assistance and is not recorded or stored on the device. During an active voice session, audio may continue while the app is backgrounded so the session can remain usable; this is not always-on recording when you are not in a session.
  • Camera and photo library: capture or attach job-site photos for AI analysis and job documentation. Photos may be uploaded and retained as part of your business records.
  • Location: opt-in location sharing so dispatch can see where technicians are and estimate arrival times. When you enable sharing, location may continue in the background while sharing remains on. You can turn sharing off in the app.

Authentication tokens and certain preferences (for example, UI mode) are stored securely on the device. We do not use biometrics or push notifications in the current Tradecraft Voice product version.

9.2 Voice Processing and Transcripts

Live AI voice processing is part of normal Tradecraft assistant operations:

  • Live audio is streamed through our voice infrastructure and processed by xAI in real time to understand speech, generate responses, synthesize speech, and run tools
  • In Tradecraft Voice, session transcripts shown in the app are ephemeral and are not persisted server-side in the current product version
  • Where the web assistant retains conversation history for your account, that history is stored to operate the Service; we do not currently store raw call-audio recordings of assistant sessions

You are responsible for providing any notices and obtaining any permissions required by applicable law for AI-assisted voice use and related processing in your jurisdiction.

9.3 Internet of Things (IoT) Integration

When our Service integrates with IoT devices or equipment sensors, we may collect:

  • Equipment performance data
  • Maintenance metrics
  • Usage patterns
  • Environmental data

9.4 SMS and Text Messaging

Our Service includes a text messaging (SMS) program used by subscriber businesses (the trade and service businesses that use Tradecraft) to deliver transactional and service-related communications to their end customers. Tradecraft acts as the platform operator; the subscriber business is responsible for obtaining each recipient's consent under applicable law before enabling SMS for that customer.

Message types. Messages are limited to transactional and service-related communications tied to an end user's existing relationship or explicit service request with a subscriber business, including appointment confirmations and reminders, technician en-route updates, job completion notices, estimate and invoice notifications, payment receipts and overdue reminders, and optional AI-assisted follow-up messages related to existing appointments, estimates, or service requests. We do not use this program for affiliate or third-party marketing.

Frequency. Message frequency varies by user activity and is driven by service events. A typical end user receives approximately 1-5 messages per service engagement.

Rates. Message and data rates may apply based on the recipient's wireless plan. Tradecraft does not charge end users to receive program messages.

Opt-out. Recipients may reply STOP to any message at any time to unsubscribe; a confirmation message will be sent and no further messages will be delivered from the sending number. Recipients may reply HELP for customer care contact information or email support@tradecraft.nexus.

No sale or sharing for marketing. Mobile numbers and SMS consent information collected under this program are not sold, rented, or shared with unaffiliated third parties for their marketing purposes. Mobile numbers are shared with our telecommunications providers (e.g., Twilio and wireless carriers) only to the extent necessary to deliver the messages.

Full program disclosures. For the complete SMS program description (including consent paths, program name, and subscriber business obligations), see our SMS Terms & Consent Disclosures.

10. California Privacy Rights

If you are a California resident, you may have rights under the California Consumer Privacy Act (CCPA), as amended, including the right to know, access, correct, delete, and receive a portable copy of certain personal information. Based on current practices, we do not sell personal information for monetary consideration. To exercise California privacy rights, email support@tradecraft.nexus or use our contact page. We will verify requests as required by applicable law and will not discriminate against you for exercising your privacy rights.

11. Children's Privacy

The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided personal information to us, contact support@tradecraft.nexus and we will take appropriate steps to delete the information.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes through:

  • Email notifications (for registered users)
  • In-app notifications
  • Website announcements
  • Service dashboard alerts

13. Contact Information

For questions, concerns, or to exercise your privacy rights, email support@tradecraft.nexus or visit our contact page.

This Privacy Policy was last updated on July 21, 2026. Previous versions of this policy are available upon request.