Privacy Policy

Arion Technologies ("Arion," "we," "us," or "our") operates a revenue optimization platform that deploys automated SMS follow-up campaigns on behalf of HVAC service companies. This Privacy Policy explains what data we collect, how it is used, how long it is retained, and your rights regarding that data.

By using our platform or engaging with communications sent through our system, you acknowledge the practices described in this policy.

Data We Collect

Arion collects and processes the following categories of data in connection with operating the Revenue Yield Engine™ on behalf of HVAC service companies:

• Contact Information — Phone numbers, names, and email addresses of homeowners and customers within the HVAC company's existing CRM system
• CRM Data — Job type, job status, appointment timestamps, estimate history, service history, and membership status as stored in the client's ServiceTitan, Jobber, FieldPulse, HouseCall Pro, BuildOps, or QuoteIQ account
• Message Logs — Records of SMS messages sent, delivered, failed, and responded to — including opt-out (STOP) responses
• Performance Data — Aggregate campaign performance metrics including open rates, reply rates, conversion events, and RPAS (Revenue Per Available Slot) calculations
• Technical Data — System logs, API call records, and integration event data used to operate and monitor the platform

How We Use Your Data

Data collected through the Arion platform is used exclusively for the following purposes:

• Deploying and operating automated SMS follow-up campaigns on behalf of HVAC service companies — including missed call recovery, stale estimate follow-up, no-show recovery, and membership reactivation sequences
• Calculating and tracking Revenue Per Available Slot (RPAS) baselines and lift measurements against documented starting points
• Generating performance reports and dashboards for the HVAC company's internal review
• Ensuring compliance with opt-out requests — including permanent suppression of STOP responses
• Platform monitoring, debugging, and service improvement

Data is not used for advertising, remarketing, cross-client targeting, or any purpose unrelated to the specific HVAC company engagement under which it was collected.

Arion's Role as an Independent Software Vendor (ISV)

Arion operates as a technology platform and Independent Software Vendor (ISV) — not as the originating sender of SMS communications. This distinction is important:

• The HVAC company is the sender of record for all campaigns deployed through the Arion platform. Messages are sent on behalf of the HVAC company using their registered business identity and messaging credentials
• Arion provides the infrastructure — automation logic, sequence deployment, CRM integration, and campaign management — but does not initiate communications under its own name or brand
• The HVAC company is responsible for obtaining proper consent from their customers prior to any SMS communications being deployed through the platform, in accordance with TCPA requirements
• Arion is responsible for ensuring the platform itself operates in compliance with applicable messaging laws, carrier requirements, and opt-out processing standards

Third-Party Sharing

Arion does not sell, rent, or share personal data with third parties for marketing, advertising, or commercial purposes.

Data may be shared with the following categories of service providers solely to operate the platform:

• SMS delivery providers (e.g., Twilio) — for the purpose of transmitting messages on behalf of the HVAC company sender of record
• Cloud infrastructure providers — for data storage, processing, and platform operation
• CRM integration partners — for accessing job and customer data through authorized API connections established by the HVAC company

All third-party service providers are contractually bound to process data only for the purposes specified by Arion and are prohibited from using data for their own marketing or commercial purposes.

Data may be disclosed if required by law, court order, or regulatory authority — in which case Arion will provide notice to the affected HVAC company to the extent permitted by law.

SMS Opt-Out & STOP Responses

Arion processes opt-out requests in full compliance with TCPA regulations and carrier messaging standards:

• Replying STOP to any message sent through the Arion platform results in immediate and permanent suppression — no further messages will be sent to that phone number under any campaign or sequence
• STOP suppression is processed at the platform level and applies across all campaigns associated with the relevant HVAC company engagement
• Opt-out records are retained permanently to ensure suppressed numbers are never re-enrolled, even if contact data is later re-imported
• Additional opt-out keywords honored include: STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, and QUIT
• Confirmation of opt-out may be sent as a single final message per carrier requirements

Data Retention Policy

Arion retains data for the minimum period necessary to operate the platform and fulfill contractual obligations:

• Phone numbers and contact records — Retained for the duration of the active engagement plus 90 days following engagement termination, to support final reporting and transition
• Message logs — Retained for 12 months from the date of message transmission, then purged from active systems. Aggregate performance metrics may be retained longer in anonymized form
• Opt-out records (STOP responses) — Retained permanently as a suppression list to prevent re-enrollment
• CRM integration data — Retained only while the CRM access credential is active. Access is revoked upon engagement termination
• Performance and RPAS data — Retained for the duration of the engagement for reporting purposes. Anonymized benchmarking data may be retained beyond engagement close

Data subject to a deletion request (see Section 7) is removed within 30 days of a verified request, with the exception of opt-out suppression records which are retained permanently.

Data Deletion

In accordance with Arion's Data Governance Agreement:

• Upon engagement termination, all personal data — including phone numbers, contact records, message logs, and CRM data — is deleted from Arion's active systems within 30 days of the termination date
• Deletion confirmation is provided in writing to the HVAC company upon request
• Opt-out suppression records are excluded from deletion to maintain compliance with TCPA regulations
• Anonymized aggregate performance data (containing no personally identifiable information) may be retained for internal benchmarking purposes

To request early deletion of your data or to verify deletion status, contact us at info@arionai.co.

TCPA Compliance

Arion operates in compliance with the Telephone Consumer Protection Act (TCPA) and applicable FCC regulations governing automated text messaging. The following compliance measures are in place:

• Consent requirement — The HVAC company, as the sender of record, is contractually required to obtain prior express written consent from recipients before deploying any SMS campaign through the Arion platform
• Opt-out processing — STOP responses are processed immediately and result in permanent suppression as described in Section 5
• Quiet hours — The platform enforces delivery windows in compliance with TCPA time-of-day restrictions (no messages before 8:00 AM or after 9:00 PM in the recipient's local time zone)
• Sender identification — All messages are sent under the HVAC company's registered business identity per carrier requirements
• Audit trail — Message logs, consent records, and opt-out records are maintained to support compliance audits and regulatory inquiries

Arion does not provide legal advice. HVAC companies are responsible for ensuring their own compliance with TCPA, state telemarketing laws, and any other applicable regulations. Arion's compliance obligations are limited to the operation of the platform infrastructure.

Policy Updates

Arion reserves the right to update this Privacy Policy at any time to reflect changes in our practices, platform capabilities, or applicable law.

• Material changes — HVAC company clients will be notified of material changes via email to the address on file at least 14 days prior to the effective date of the change
• Minor changes — Non-material updates (such as clarifications or formatting changes) will be posted to this page with an updated effective date and no advance notice is required
• Continued use — Continued use of the Arion platform following the effective date of any update constitutes acceptance of the revised policy

We recommend reviewing this page periodically. The effective date at the top of this page reflects the most recent revision.