Last updated: August 14, 2026
This policy explains what personal information Real Intelligence Ops LLC collects, why we collect it, who we share it with, and what choices you have. We do not sell your data. If anything is unclear, email hello@realintelops.com and we will explain it.
This Privacy Policy covers https://realintelops.com and our products and services, including RIOPS Tracker, EstimateKit, and RIO Voice OS.
1.1 Real Intelligence Ops LLC ("Company," "we," "us," or "our") is a single-member Illinois limited liability company located at 119 S Western Ave, Unit 1 #486, Chicago, IL 60612.
1.2 This policy covers information we handle as a business — that is, when we decide why and how information is used. That includes visitors to our website, prospects who contact us, and the account holders and users of our products.
1.3 It does not cover data we process on behalf of our business clients. When our clients use our tools to handle information about their customers, we act as a service provider (a "processor") and follow their instructions. See Section 10.
2.1 Information you give us:
2.2 Information we collect automatically:
2.3 Information from third parties:
2.4 Special categories. Through our website, we do not intentionally collect sensitive personal information such as government ID numbers, health information, biometric data, or financial account numbers. Please do not submit such information through our tools unless we have agreed in writing to handle it.
2.4a Precise geolocation (RIOPS Tracker). RIOPS Tracker includes field-service location features that may collect precise GPS location of field staff and job sites while the app is in use. This location data is collected on behalf of, and under the control of, the business client whose account it belongs to (see Section 10) — that business decides whether location features are on and who can see the data.
2.5 Voice and call data. If you use RIO Voice OS, the platform processes phone call audio, transcripts, caller phone numbers, and call metadata in order to answer, route, transcribe, and summarize calls. Whether calls are recorded or retained, and for how long, depends on your configuration and applicable law. See Section 8 and Section 10.
We use personal information to:
3.1 Provide the Services — create and maintain accounts, deliver hosted products, run automations, answer calls, send messages, and deliver project work.
3.2 Bill and collect payment — process subscriptions, issue invoices, handle renewals, and manage failed payments.
3.3 Support you — respond to questions, troubleshoot problems, and provide onboarding and training.
3.4 Secure and maintain the Services — monitor for abuse, fraud, and security incidents; debug errors; run backups; and keep systems reliable.
3.5 Improve our products — understand which features are used and where people get stuck, and develop new features. Where we analyze usage for improvement, we use aggregated or de-identified data wherever practical.
3.6 Communicate with you — send service messages, security notices, billing notices, product updates, and (where permitted) marketing about our services. You can opt out of marketing at any time; service and billing messages are not optional while you have an account.
3.7 Comply with law — meet tax, accounting, and legal obligations, and respond to lawful requests.
3.8 What we do not do. We do not sell your personal information. We do not share it for cross-context behavioral advertising. We do not train AI models on Client Content, except as needed to provide the Services to you.
4.1 Payments are processed by Stripe, Inc. We do not collect or store full card numbers, CVC codes, or bank account credentials on our systems.
4.2 When you pay, your card details go directly to Stripe. We receive limited information such as your name, billing contact details, the last four digits and brand of the card, expiration date, transaction amounts, and payment status.
4.3 Stripe processes this information under its own privacy policy, available at stripe.com/privacy. Stripe also acts as a controller of some of that data for its own fraud-prevention and legal-compliance purposes.
5.1 We use trusted third-party providers to run our business and deliver the Services. They may process personal information on our behalf, under contracts requiring them to protect it and use it only for the services they provide to us.
5.2 Our current key providers:
| Provider | What it does | What it may process |
|---|---|---|
| Stripe | Payment processing and subscription billing | Billing contact details, payment status, transaction data |
| Supabase | Database and application hosting | Account data, Client Content, usage records |
| Vercel | Website and application hosting | Requests, IP addresses, logs |
| Netlify | Website hosting | Requests, IP addresses, logs |
| Twilio | SMS and voice telephony | Phone numbers, call and message metadata, message content, call audio and transcripts where applicable |
| Resend | Transactional and notification email | Email addresses, message content, delivery status |
| Google Analytics | Website analytics (see Section 6) | Usage data, device data, approximate location — only after you accept analytics cookies |
| Formspree | Contact form processing | Name, email, and message content you submit through our forms |
5.3 AI model providers. Our AI features are powered by leading third-party AI model providers — currently including OpenAI, Anthropic, Google, Deepgram, and xAI. When you use an AI feature, the content you submit to it (for example, prompts, call audio, and transcripts) is processed by the relevant provider to generate the response. We select providers to give you the best available models and may change or add providers as the technology evolves; this policy applies regardless of which provider handles a given request.
5.3a We may also use error monitoring, scheduling, and internal productivity tools that incidentally process limited personal information.
5.4 We may update this list as our stack changes. Business clients who need advance notice of subprocessor changes can request it in writing; see Section 10.
6.1 We use cookies and similar technologies on our website to keep the site secure, remember your preferences, and understand how the site is used.
6.2 Google Analytics. We use Google Analytics 4 (provided by Google LLC) to understand website traffic and usage — pages visited, time on site, referral source, approximate location, and device type. Google Analytics sets cookies and processes data under Google's privacy policy, available at policies.google.com/privacy.
6.3 Your consent controls analytics. When you first visit our site, a consent banner asks whether you accept analytics cookies:
6.4 Categories of cookies we use:
We do not use advertising or retargeting cookies.
6.5 Other opt-outs. You can also block cookies in your browser settings or install Google's opt-out browser add-on at tools.google.com/dlpage/gaoptout.
6.6 Global Privacy Control and Do Not Track. We honor Global Privacy Control (GPC) signals: if your browser sends a GPC signal, analytics cookies stay off automatically, without you needing to use the banner. We do not respond to the older Do Not Track setting, since there is no common standard for it.
We share personal information only in these situations:
7.1 With service providers and subprocessors — as described in Section 5, to run the Services.
7.2 With your direction — when you ask us to connect the Services to another tool, or enable an integration that sends data elsewhere.
7.3 Within your organization — with other authorized users of your account, including account administrators, who may be able to see activity and content in the account.
7.4 For legal reasons — when required by law, subpoena, court order, or other lawful request; to enforce our Terms; to investigate fraud or security issues; or to protect the rights, property, or safety of the Company, our customers, or the public. Where we are legally permitted, we will try to notify affected customers first.
7.5 In a business transfer — if we are involved in a merger, acquisition, financing, or sale of assets, personal information may transfer as part of that transaction. We will notify affected customers and this policy will continue to apply until it is replaced.
7.6 Aggregated or de-identified data — we may share statistics that do not identify any individual or business.
7.7 We do not sell personal information, and we do not share it for cross-context behavioral advertising as those terms are defined under California law.
8.1 We keep personal information only as long as we need it for the purposes described in this policy, or as long as the law requires.
8.2 General retention practices:
8.3 Backups are cycled out on a rolling schedule, so deleted data may persist in backups for a short additional period before being overwritten.
9.1 We take reasonable and appropriate technical and organizational measures to protect personal information, including encryption in transit, access controls, least-privilege access to production systems, and reliance on established hosting and infrastructure providers.
9.2 No system is perfectly secure. We cannot guarantee absolute security, and you share information with us at your own risk.
9.3 If we become aware of a data breach affecting your personal information, we will notify you and any applicable regulators as required by law, without undue delay.
9.4 You play a part too: use a strong, unique password, protect your login credentials, and remove users who no longer need access.
10.1 Some of our products process personal information about our clients' own customers — for example, homeowner contact details entered into RIOPS Tracker, prospects who submit an EstimateKit quote form, or callers handled by RIO Voice OS.
10.2 For that data, our business client is the controller (or "business") and we are the processor (or "service provider"). The client decides what is collected, why, and how long it is kept. We process it only to provide the Services, per the client's instructions and our agreement with them.
10.3 We do not use client end-customer data for our own purposes, do not sell it, and do not use it to build profiles or advertise.
10.4 If you are an end customer of one of our clients and want to access, correct, or delete your information, please contact that business directly — they control the data. You may also contact us at hello@realintelops.com and we will forward your request to the relevant client and support them in responding.
10.5 If you are a business client and need a Data Processing Addendum (DPA), a current subprocessor list, or notice of subprocessor changes, email hello@realintelops.com.
Where the GDPR or UK GDPR applies, we process personal information on these bases:
11.1 Performance of a contract — to create your account, deliver the Services, and bill you.
11.2 Legitimate interests — to secure and improve the Services, prevent fraud and abuse, understand usage, and market our services to business contacts. We balance these interests against your rights.
11.3 Legal obligation — to meet tax, accounting, and other legal requirements.
11.4 Consent — for analytics cookies and certain marketing communications, where consent is required. You may withdraw consent at any time (for cookies, via Cookie Preferences); withdrawal does not affect processing already carried out.
11.5 Where we act as a processor for a business client (Section 10), the client is responsible for establishing the legal basis for the underlying processing.
12.1 Everyone. Regardless of where you live, you can email hello@realintelops.com to:
12.2 California residents (CCPA/CPRA). If you are a California resident, you have the right to:
You may use an authorized agent to submit a request. We will verify your identity — usually by confirming control of the email address on the account — before acting.
12.3 EEA/UK residents. In addition to the rights in 12.1, you have the right to data portability, the right to withdraw consent, and the right to lodge a complaint with your local data protection authority.
12.4 Other US states. Residents of states with comprehensive privacy laws (including Colorado, Connecticut, Virginia, Utah, Texas, Oregon, and others) have similar rights of access, correction, deletion, portability, and opt-out. We extend the rights in 12.1 to all users regardless of location.
12.5 How to exercise your rights. Email hello@realintelops.com with "Privacy Request" in the subject line and tell us what you want. We will respond within 45 days, and will tell you if we need an extension. There is no charge for reasonable requests.
12.6 Appeals. If we deny your request and your state's law provides an appeal right, you may appeal by replying to our response with "Appeal" in the subject line. We will respond to appeals within the timeframe your state's law requires.
12.7 End-customer requests are handled as described in Section 10.4.
13.1 Our Site and Services are built for businesses and are not directed to children.
13.2 We do not knowingly collect personal information from anyone under 13 (or under 16 in jurisdictions where that is the applicable threshold).
13.3 If we learn we have collected such information without the required parental consent, we will delete it promptly.
13.4 If you believe a child has provided us personal information, contact hello@realintelops.com and we will address it.
14.1 We are based in the United States, and our infrastructure and service providers process data in the United States and potentially in other countries.
14.2 If you access the Services from outside the United States, your information will be transferred to, stored in, and processed in the United States, where privacy laws may differ from those in your country.
14.3 Where required for transfers out of the EEA or UK, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses (and the UK Addendum), together with any supplementary measures needed.
14.4 By using the Services, you understand your information will be handled as described in this policy.
15.1 We may update this Privacy Policy as our products, our providers, or the law change.
15.2 When we do, we will update the "Last updated" date at the top and post the new version at https://realintelops.com.
15.3 For material changes, we will give notice by email or in-product notice before they take effect.
15.4 We encourage you to review this page periodically.
Questions, privacy requests, or concerns:
Real Intelligence Ops LLC
119 S Western Ave, Unit 1 #486
Chicago, IL 60612
Email: hello@realintelops.com
Web: https://realintelops.com
We read every message and will respond as quickly as we can.