Privacy Policy

Potomac Worx ("Company," "we," "our," or "us") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and protect your information when you use our services, including payments made through Square and QuickBooks.

This Policy applies to our website, online services, and communications (collectively, the "Services"). By using our Services, you agree to this Policy.

1. Information We Collect

We collect identifiers, payment information, technical data, and other information you provide directly to us or that is collected automatically when you use our Services.

2. How We Collect Information

We collect information directly from you, from third-party processors (Square, QuickBooks), and automatically via cookies or similar technologies.

3. How We Use Information

We use information to provide and improve our Services, process payments, communicate with you, comply with legal obligations, and ensure security.

4. How We Share Information

We share your information with trusted third parties such as Square and QuickBooks for secure payment processing, and with legal authorities when required. We do not sell your personal information.

5. Google Business Profile Integration

We integrate with Google Business Profile to display reviews, business information, and provide enhanced local search visibility. This section explains how we handle Google Business Profile data and your related privacy rights.

Google Business Profile Data

When you view our website, we may display information from our Google Business Profile, including:

• Customer reviews and ratings
• Business hours and contact information
• Service areas and location details
• Photos and business updates

Google's Role and Disclaimers

Important Disclaimers: Google Business Profile data is provided by Google and is subject to Google's Terms of Service and Privacy Policy. We are not responsible for:

• The accuracy or completeness of information provided by Google
• Changes to Google's services or data availability
• Third-party access to Google Business Profile data
• Google's use of data for advertising or other purposes

Google's Independent Operation: Google operates independently and we have no control over Google's data collection, processing, or usage practices. Google's services are provided "as is" and we make no warranties about their availability, accuracy, or reliability.

Data Processing by Google: When you interact with Google Business Profile features on our website, Google may collect and process data according to their privacy policy. This may include your IP address, browser information, and interaction data.

Your Rights Regarding Google Data

For information about how Google handles your data:

• Review Google's Privacy Policy
• Manage your Google account data at My Account
• Control ad personalization in your Ads Settings
• Opt out of Google Analytics tracking

Local Search and Reviews

Reviews displayed on our website are sourced from Google Business Profile. These reviews reflect the experiences of actual customers and help other customers make informed decisions. We do not moderate or filter reviews unless they violate our terms of service.

6. Conversation AI and Recording Consent

This website utilizes Conversation AI capabilities to provide enhanced customer service through automated chat interactions. By using this site and engaging with our Conversation AI chatbot, you consent to the following practices:

Recording and Storage

• Conversation Recording: All interactions with our Conversation AI chatbot may be recorded, stored, and analyzed to improve service quality and customer experience
• Data Storage: Conversation transcripts and related metadata are securely stored in accordance with this Privacy Policy
• Duration: Conversation records are retained for service improvement and legal compliance purposes

Third-Party Service Providers

Our Conversation AI functionality is powered by third-party artificial intelligence service providers (e.g. ElevenLabs). By using the chatbot, you consent to the sharing of your communications with these providers for the purpose of:

• Processing and responding to your inquiries
• Improving AI model accuracy and performance
• Providing customer service and support
• Training and optimizing the conversational experience

Your Consent and Opt-Out Rights

Consent: By engaging with our Conversation AI chatbot, you explicitly consent to the recording, storage, and sharing of your communications with third-party service providers as described in this Privacy Policy.

Opt-Out: If you do not wish to have your conversations recorded, stored, or shared with third-party AI providers, please refrain from using the Conversation AI chatbot feature. You can still contact us through traditional methods:

• Email: service@potomacworx.com
• Contact form on our website (non-AI)

Data Security

While we implement security measures to protect conversation data, please be aware that conversations with AI chatbots may be processed by third-party providers. We encourage you not to share sensitive personal information, payment card numbers, or other confidential data through the chatbot interface.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to provide and improve our services. This section explains what cookies we use and why we use them.

What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide essential functionality and improve your experience.

Types of Cookies We Use

Essential Cookies (Always Active)

• Authentication Cookies: `customer_session` - Maintains your login session (expires after 30 days of inactivity)
• Admin Session Cookies: `admin_session`, `admin_authenticated` - Secure admin access (expires after 24 hours)
• Security Cookies: Session validation and security protection
• Purpose: These cookies are essential for website functionality and cannot be disabled

Functional Cookies

• Preference Cookies: Remember your booking preferences and form data
• Service Area Cookies: Remember your location for faster service area validation
• Purpose: Enhance user experience by remembering your preferences
• Duration: Up to 1 year

Analytics Cookies

• Usage Analytics: Google Analytics to understand how visitors use our site
• Performance Monitoring: Track page load times and errors
• Purpose: Help us improve website performance and user experience
• Duration: Up to 2 years

Managing Cookies

You can control cookies through your browser settings. However, disabling essential cookies may affect website functionality. Most browsers allow you to:

• View and delete cookies
• Block cookies from specific sites
• Block third-party cookies
• Clear all cookies when you close your browser

Third-Party Services

We use Google Analytics and Firebase for analytics and authentication. These services may set their own cookies. Please review their privacy policies for more information.

8. Data Retention

We retain your personal information only as long as necessary to provide our Services or as required by law.

9. Security

We implement safeguards to protect your information, including encryption and secure storage through Square and QuickBooks. Both platforms maintain PCI-DSS compliance for payment processing and credit card storage.

10. Third-Party Services and Integrations

We integrate with various third-party services to provide enhanced functionality. Each service has its own privacy practices:

Payment Processing

• Square: PCI-DSS compliant payment processing. See Square's Privacy Policy
• QuickBooks: Secure accounting and invoicing. See Intuit's Privacy Policy

Analytics and Performance

• Google Analytics: Website usage analytics. See Google's Privacy Policy
• Firebase: Authentication and hosting. See Firebase Privacy Policy

Local Services and Reviews

• Google Business Profile: Local business information and reviews. See Google's Privacy Policy
• Google Maps/Places API: Address validation and location services

Important: These third-party services operate independently and have their own privacy policies and data practices. We encourage you to review their policies to understand how they handle your data.

11. Your Rights

California (CCPA/CPRA)

You have rights to access, delete, and opt out of the sale of personal information. See our California Privacy Notice for details.

Nevada

Nevada residents may opt out of the sale of personal information by contacting us.

Virginia (VCDPA)

If you are a resident of Virginia, you have the following rights under the Virginia Consumer Data Protection Act (VCDPA):

• Right to Access
• Right to Correct
• Right to Delete
• Right to Data Portability
• Right to Opt Out of targeted advertising, sale of personal data, or profiling

To exercise your rights, contact us at service@potomacworx.com. If we deny your request, you may appeal by emailing us with "Privacy Appeal" in the subject line. If your appeal is denied, you may contact the Virginia Attorney General.

European Union / UK (GDPR)

EU/UK residents have rights to access, correct, delete, restrict processing, and data portability. We rely on Standard Contractual Clauses for international transfers.

Canada

Canadian residents have rights under PIPEDA, including access and correction of personal information.

12. Children's Privacy

Our Services are not directed to children under 13, and we do not knowingly collect their information.

13. International Data Transfers

We may transfer your information outside your country. When we do, we use safeguards like Standard Contractual Clauses.

14. Changes to This Policy

We may update this Privacy Policy periodically. The updated version will be posted with a new "Last Updated" date.

15. Contact Us