Summary. PowerwaveAI runs this website, a demo sign-up form and a demonstration AI phone line. To get the demo number you give us your name, work email, company and phone number. We store these in our CRM (Zoho CRM) and use them to send your demo confirmation email and, because you agreed, to follow up about our AI phone assistants. Calls to the demo line are answered by an AI voice assistant and are recorded and transcribed. We do not sell your personal information. You can opt out of follow-up at any time by replying to any of our emails or writing to info@fluentdatasystems.com. We do not send text messages.
1. Who we are
PowerwaveAI ("PowerwaveAI," "we," "us") is a brand operated by Fluent Data Systems, based in Florida, USA. This policy covers powerwave.ai, our contact form, our demo sign-up form, our demonstration phone line and the emails we send (together, the "Services").
The demonstration line answers as a fictional business (for example, "Coastal Comfort HVAC") to show how an AI receptionist works. No real HVAC company is involved, and no technician will be sent.
2. Information we collect
Information you give us
- Demo sign-up form: first and last name, work email address, company, the phone number you will call from, your industry (optional), and your consent (the checkbox text, and the date and time you agreed). We then issue a short demo code tied to your sign-up.
- Contact form: name, email address, company, phone number (optional) and your message.
- Demo phone line: anything you say on the call, such as your name, callback number, a service address and ZIP code, a description of the problem, whether vulnerable people are in the home, your preferred appointment time and language, your demo code, and, only if you have no demo code, an email address you spell out for the confirmation.
- Emails you send us: replies to our emails and their contents.
Information collected automatically
- Call data: your caller ID (phone number), the date, time and length of the call, call identifiers, the audio recording and an automatic transcript. We compare your caller ID with the phone number on your sign-up so we know where to send your confirmation.
- Email data: the date and time each email was sent, delivery status, and bounce or complaint notices from receiving mail servers. We do not use tracking pixels or click tracking in demo emails.
- Website data: standard hosting and content-delivery logs (IP address, browser type, pages requested, date and time). We use your IP address to limit repeated sign-ups and prevent abuse. We do not currently use advertising or analytics cookies. Fonts and icons load from Google Fonts and cdnjs (Cloudflare), which receive your IP address as part of normal web requests.
Please use a made-up service address when you try the demo. Do not share payment card numbers, Social Security numbers, health information or other sensitive data on the demo line.
3. Call recording and AI disclosure
- Calls to the demo line are answered by an artificial-intelligence (AI) voice assistant, not a person. The assistant says so at the start of every call.
- Calls are recorded and transcribed. At the start of every call we tell you that the call may be recorded (in English, and again in Spanish if you choose Spanish). Florida law requires the consent of all parties to record a call. By staying on the line after this notice, you consent to the recording. If you do not consent, please hang up. You can reach us by email instead.
- If you describe an emergency (for example a gas smell, smoke, flooding, or a vulnerable person without cooling), the assistant may give basic safety instructions and transfer the call to, or email an alert to, a person on call. The demo line is not an emergency service. In an emergency, call 911.
- We use recordings and transcripts only to run and improve the demo, check quality, troubleshoot, and meet legal obligations. We do not use them to build voice prints to identify you.
4. How we use information
- To give you the demo number and code, recognize you when you call, schedule demonstration appointments, and show bookings on the demo board (the board shows only a reference number, first initial, ZIP code and job type, never names, email addresses, phone numbers or street addresses).
- To send the demo confirmation email for an appointment you book, and to alert the on-call person by email if you report an emergency.
- To follow up with you about PowerwaveAI's AI phone assistants, as you agreed on the sign-up form, and to respond to inquiries sent through the contact form.
- To operate, secure, debug and improve the Services, prevent abuse, and comply with law.
5. Emails and follow-up contact
- Demo confirmation: when you book a demo appointment on the call, we send one confirmation email to the address on your sign-up (or, if you had no sign-up, to the address you spelled out and confirmed on the call). It is sent from info@fluentdatasystems.com (shown as "Coastal Comfort HVAC (demo)") with the subject beginning "PowerwaveAI demo", is clearly marked as a demo, and contains no advertising.
- Follow-up: by checking the box on the sign-up form, you agreed that PowerwaveAI may contact you by email or phone about our AI phone assistant services. Agreeing is required to get the demo number, but it is not a condition of any purchase.
- Opting out: reply "unsubscribe" to any email from us, or write to info@fluentdatasystems.com, and we will stop follow-up contact within 10 business days. Any commercial email we send will include our postal address and a way to opt out, as required by the CAN-SPAM Act.
- We do not send text messages (SMS) from the demo line.
6. How we share information
We do not sell or rent your personal information, and we do not share it with third parties for their own marketing. We share information only with service providers that process it for us under contract, and only for the purposes above:
| Provider | What it does for us |
|---|
| Zoho Corporation (Zoho CRM) | Stores demo sign-ups and contact-form inquiries as leads so we can follow up |
| Amazon Web Services | Website hosting, the booking and sign-up system, and contact-form storage |
| Twilio Inc. | Phone number and call connection, including transfers to the on-call person |
| ElevenLabs | AI voice assistant, speech recognition, call recording and transcripts |
| Google (Gemini, via ElevenLabs) | Language model that generates the assistant's replies during the call |
| Google Workspace (Gmail, Google Calendar) | Sending demo emails, receiving replies to them, and keeping the calendar of demo appointments |
We may also disclose information if required by law, subpoena or court order, to protect someone's safety (for example, to emergency services), or to a successor if the business is sold or reorganized, subject to this policy.
7. How long we keep it
- Demo codes: valid for 7 days. Sign-up details in the booking system: only as long as needed to run the demo, or until you ask us to delete them.
- Leads in Zoho CRM: as long as needed to follow up and maintain our business relationship, or until you ask us to delete them. After an opt-out we keep your email address on a do-not-contact list so that we honor it.
- Call recordings and transcripts: stored with our voice-assistant provider (ElevenLabs) only as long as needed to run and improve the demo, and deleted on request.
- Demo bookings (including the demo appointment calendar) and email delivery records: only as long as needed to run the demo, or until you ask us to delete them.
- Contact-form inquiries: as long as needed to respond and maintain our business relationship, unless you ask us to delete them.
8. Security
We use reasonable administrative, technical and physical safeguards, including encryption in transit (HTTPS/TLS), encrypted storage, restricted access and secret-protected interfaces. On the call, the assistant reads back only a partial hint of your registered email address. No method of transmission or storage is completely secure.
9. Your choices and rights
- Opt out of follow-up contact at any time (see section 5).
- Ask us to access, correct or delete your information, including your Zoho CRM lead and a call recording, by emailing info@fluentdatasystems.com. We may need to verify your request and may keep limited records required by law or needed to honor an opt-out.
- You can block or delete cookies in your browser settings.
10. Children
The Services are intended for adults and are not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has provided information, contact us and we will delete it.
11. Changes to this policy
We may update this policy from time to time. We will post the new version here with a new "Last updated" date. If we make material changes to how we use the information from your sign-up, we will ask for your consent where the law requires it.
PowerwaveAI, operated by Fluent Data Systems
Email: info@fluentdatasystems.com