Privacy Policy

Last updated: October 6, 2026

SiteMason, a product of Roberts Systems LLC ("SiteMason," "we," "us," or "our"), sets up and runs client communication systems for service businesses: missed-call text-back, text replies, booking, reminders, follow-up, and review requests. This policy explains what information we collect, how we use it, who we share it with, and how long we keep it.

1. Two Roles

We handle information in two different roles:

• Our own business. When you call or text the SiteMason demo line, contact us through sitemason.co, book a call, or sign up as a client, we decide how that information is used.
• On behalf of our clients. When a client's customer calls or texts that client's business, we process the customer's information only to provide the client's service, under the client's instructions. The client is the business the customer is dealing with, and the client's own privacy policy also applies.

2. Information We Collect

• Demo line callers and texters: your phone number, the text messages you exchange with the demo line, and the time of your call. If you choose to leave a voicemail after the tone, we keep the recording and an automatic transcript. If you hang up before the tone, nothing is recorded.
• Inquiries and bookings: the name, email, phone number, business name, and message you give us through a website form, the chat widget, or our booking page.
• Client account information: the business owner's name, email, and phone; the business name, legal name, EIN, and address (required to register the client's text messaging with carriers); team members who should receive alerts; and service preferences.
• Billing: handled by our payment processor. We see the plan and billing status. We never receive or store card numbers.
• Our clients' customers: names, phone numbers, messages, appointment details, and job or estimate status, processed on the client's behalf to run the client's service.
• Usage data: call and message logs, delivery status, and booking activity for each client account.

3. How We Use Information

• To answer the demo line: send one automated text after your call, reply to texts you send us, and book an introductory call when you ask for one
• To respond to inquiries and follow up with people who contacted us about SiteMason
• To provide each client's service: text-backs, replies, booking, reminders, follow-up, review requests, and monthly reports
• To register client phone numbers with carriers (A2P 10DLC registration)
• To bill clients and communicate with them about their accounts
• To keep the platform secure and working, and to comply with the law

After the one automated text, we text demo line callers only in reply to messages they send, plus up to two follow-up texts if they reply LATER to ask for them. We never sell personal information.

4. Text Messaging and Consent

Mobile information and SMS consent. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, excluding vendors and service providers acting on our behalf solely to deliver messages (such as our telephony provider, Twilio).

Texts sent on behalf of a client go out under that client's business name and carrier registration. The client is responsible for having its customers' permission to text them, and marketing texts (such as win-back or seasonal offers) require separate permission from service texts (such as text-backs, replies, and reminders).

Opting out: reply STOP to any message to stop receiving texts from that number. Reply HELP for help, or email jay@getsitemason.com. Message and data rates may apply.

5. Who We Share Information With

We share information only with our trusted third-party service providers, such as providers for calls and text messaging, customer relationship management, scheduling, email, payments, and hosting. They may use it only to provide those services to us. Client business details (not customer data) are also submitted for carrier registration so client numbers can send texts.

We may also disclose information when required by law, court order, or a government authority.

6. How Long We Keep Information

• Demo line data (phone number, texts, voicemail recordings, and transcripts) is deleted after 90 days with no activity, from our systems and our third-party providers' systems, unless you sign up or send us an inquiry. If you replied LATER, we keep your number and conversation as a sales lead for up to 12 months from your last message, unless you opt out first. If you opt out, we keep only your number and opt-out status so we never text you again.
• Inquiries and booked calls are kept while we have a working relationship or a business need, then deleted.
• Client account data and client customers' data are kept for the length of the subscription and deleted 30 days after cancellation.
• Billing records are kept as long as tax and accounting law requires.

7. Health Information

SiteMason is not designed to handle protected health information. Clients should not use it to send or store medical information, and customers should not text health details to a business through it.

8. Data Security

We use encrypted connections (TLS), access controls, verified webhooks, and login protections to protect information on our platform. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Choices

You can ask us what information we have about you, or ask us to delete it, by emailing jay@getsitemason.com. If you are a client's customer, we will work with that client to respond.

10. Children's Privacy

SiteMason is not directed to children under 13, and we do not knowingly collect their information.

11. Changes to This Policy

We may update this policy. We will email active clients about material changes, and the date at the top of this page always shows the latest version.

12. Contact Us