Privacy Policy

Last updated: 29 August 2026

Signal Node Systems builds and operates communication systems for other businesses. That means we handle two different kinds of information: data about the businesses who hire us, and data about the customers, patients or clients who contact those businesses. This policy explains both, in plain language.

Who we are

Signal Node Systems LLC (trading as “Signal Node Systems”) is a Florida-based business providing automated communication and workflow services to service businesses — trades and home services, health and wellness practices, and professional firms. You can reach us at hello@signalnodesystems.com or (904) 746-1401.

Information we collect from visitors to this website

When you submit the callback form, we collect the information you type into it:

What	Why we need it
Name and company	So we know who we're calling and can look up your business before we do.
Phone number	To return your call and, if you consented, to text you.
Email address	To confirm your request and follow up if we can't reach you by phone.
Kind of business, company size, preferred call window	To route your request and call at a time that suits your day.
What you describe as your problem	So the call is useful instead of exploratory.
IP address, browser, referring page, timestamp	Abuse prevention, and a record of when and how you consented.

We do not use advertising trackers, third-party analytics pixels, or cross-site cookies on this website. The cost calculator on our homepage runs entirely in your browser — the numbers you enter are never transmitted to us or to anyone else.

The chat assistant on this site

The chat window on our homepage is an AI assistant, not a person. It says so itself if you ask. Anything it tells you is information, not a quote, a contract, or professional advice, and it can be wrong.

What	Why we need it
What you type into the chat, and what it replies	Stored so we can see which questions come up, fix wrong answers, and improve what's written on the site. We read these.
IP address, browser, timestamp	Rate limiting and abuse prevention.

To generate its replies, the text of your conversation is sent to Anthropic, the company that makes the model behind it. Please don't type anything into it you wouldn't want recorded — there is no reason to give it a card number, a password, or anything confidential, and it will never ask you for one.

If you ask the assistant to text you a demonstration message, it shows you a short form with its own consent checkbox. That is a separate, explicit opt-in: we send one message to the number you type, we record the exact wording you agreed to, and you can reply STOP to it like any other message. We do not add that number to a marketing list, and we will not text it again unless you ask us to.

How we use it

• To call and, with your consent, text you about the request you submitted.
• To prepare for that call, including reviewing your publicly available business information.
• To send you a proposal or scheduling information if you ask for one.
• To keep records required for telecommunications compliance, including proof of consent.

We do not sell your information. We do not share it with data brokers, lead aggregators, or advertisers. We do not add you to a newsletter or a marketing drip sequence because you filled in a callback form.

Who we share it with

We use a small number of service providers to operate the business, and they only receive what they need to do their job:

• Our hosting provider — stores the website and the database this form writes to.
• Twilio — delivers calls and text messages.
• Anthropic — generates the chat assistant's replies. Your conversation text is sent to them to produce an answer.
• Vapi — runs the demonstration voice line. If you call it, that call is recorded so we can improve the agent.
• Stripe — processes payments if you become a client. We never see or store your full card number.
• Our email provider — delivers the notification and any correspondence.

We may also disclose information where we're legally required to, or where it's necessary to protect our rights or someone's safety.

Data belonging to our clients' customers

When we operate a system for a client, we process messages and details from that client's own customers — a homeowner calling about a leak, a patient calling about an appointment, someone calling a law firm about a matter. In that relationship the client is the owner of that data and we act on their instructions as a service provider. We do not use it for our own marketing, we do not share it between clients, and we return or delete it when the engagement ends.

Where a client operates in a regulated field — health care, legal, financial services — the handling of their customers' information is governed by whatever additional agreement we sign with that client, including a business associate agreement where one is required. This policy does not override it.

If you received a text from a system we operate and you want to know who is behind it, the business name is in the message. Contact them directly, or reach us and we'll point you to the right place.

How long we keep things

• Callback requests that don't become clients: 24 months, then deleted.
• Client records: for the length of the engagement plus seven years, for tax and contractual reasons.
• Consent records: at least four years after the last message we send you. Telecommunications rules require us to be able to prove consent, so these outlive the rest.
• Chat transcripts: 12 months, then deleted.
• Server logs: 90 days.

Your choices

• Stop the texts: reply STOP to any message. It takes effect immediately and permanently unless you opt back in.
• Stop the calls: tell us on the phone or email us. We'll mark the record and stop.
• See what we hold: email us and we'll send you the record we have on you.
• Delete it: email us and we'll delete it, except for consent and transaction records we're required to retain.
• Correct it: tell us what's wrong and we'll fix it.

Send any of these to hello@signalnodesystems.com. We respond within 30 days, usually much faster.

Security

The site is served over HTTPS, form submissions are stored using parameterized database queries, and access to our systems is limited to people who need it. No system is perfect; if we ever discover a breach affecting your information, we'll tell you and tell you what to do about it.

Children

This is a business-to-business service. We don't knowingly collect information from anyone under 18, and there's no reason a minor should be submitting this form.

Changes

If we change this policy we'll update the date at the top. Material changes affecting how we use information you already gave us will be emailed to you.