Rook Systems LLC
Effective date: March 30, 2026 · Last updated: April 1, 2026
Rook Systems LLC ("Rook Systems," "we," "us," or "our") provides AI-powered lead management services for home service businesses, including HVAC, plumbing, electrical, and related trades. We operate websites, AI chat widgets, lead capture forms, and SMS notification services on behalf of our business clients ("Clients").
This Privacy Policy explains how we collect, use, disclose, and protect the personal information of homeowners and consumers ("you" or "your") who interact with our technology through a Client's website, as well as our Clients themselves. It also describes your rights regarding your personal information.
By submitting a form, using the chat widget, messaging via Facebook Messenger, or sending a text message through a Rook Systems–powered website, you agree to the practices described in this policy.
Information You Provide Directly
When you submit a quote request form or interact with our AI chat assistant, we collect the information you voluntarily provide, which may include: your name, phone number, email address, home address or service area, and a description of the service you need (e.g., "AC not cooling," "water heater replacement").
Information Collected Automatically
When you visit a Rook Systems–powered website, we automatically collect: your IP address, browser type and version, device type, referring URL, pages visited, time and date of your visit, and general geographic location (city/region level, derived from IP address). We use privacy-focused analytics (Plausible Analytics) that do not use cookies or track individuals across websites.
AI Chat Interaction Data
When you use the AI chat widget on a Client's website, you are interacting with an artificial intelligence system powered by Anthropic's Claude language model. The chat widget will identify itself as an AI assistant. We collect the full content of your chat conversation, including any personal information you share during the chat, for the purpose of qualifying your service request and connecting you with the Client.
SMS and Phone Data
If you consent to receive text messages, we collect your phone number and records of messages sent and received, including timestamps and delivery status. We do not collect the contents of any text messages you send to third parties.
We use your personal information for the following purposes:
We do not use your personal information for advertising, profiling, or any purpose unrelated to connecting you with the service provider you contacted.
Our chat widget uses an AI assistant powered by Anthropic's Claude language model. The AI assistant identifies itself as an AI at the start of the conversation. The AI assistant's purpose is to understand your service needs, collect your contact information, and relay that information to the Client so they can contact you.
Your chat messages are sent to Anthropic's API for processing. Anthropic processes this data according to their commercial API terms, which prohibit using API inputs and outputs to train their models. Your chat data is not used to train or fine-tune any AI model.
The AI assistant may generate responses that are inaccurate or incomplete. Service pricing, availability, and scope should always be confirmed directly with the contractor.
Some of our Clients use Facebook Messenger and Instagram Direct Messages as communication channels. When you send a message to a Client's Facebook Page or Instagram Business Account that is connected to Rook Systems, we collect your name, phone number (if provided), your Meta-assigned user ID (PSID or IGSID), and the content of your conversation. This information is used solely to connect you with the service business you contacted and to facilitate your service request.
Conversations on both platforms are facilitated by an AI assistant that identifies itself as an AI at the start of every conversation. Automated responses are powered by Anthropic's Claude AI, and your messages are processed according to the same terms described in our Artificial Intelligence Disclosure section above. Your conversations are also subject to Meta's Privacy Policy.
You can request deletion of your Messenger or Instagram conversation data at any time by emailing privacy@rooksystems.com. You may also use Meta's built-in data deletion tools through your Facebook or Instagram account settings.
By checking the consent box on a lead capture form or by providing your phone number through the AI chat widget and agreeing to be contacted, you provide your prior express written consent to receive automated text messages from the Client (sent via Rook Systems on their behalf) regarding your service request.
Consent to receive text messages is not a condition of purchasing any service. You may choose not to consent and still contact the business by phone or email.
Message Frequency & Content
You may receive up to 5 automated text messages per service request. Messages may include: confirmation of your request, follow-up from the contractor, review requests after completed service, and informational replies. Message and data rates may apply depending on your mobile carrier and plan.
Opting Out
You can opt out of text messages at any time by replying STOP to any message you receive. You will receive one confirmation message and no further texts. You may also opt out by emailing privacy@rooksystems.com with your phone number and a request to stop messages.
Help
Reply HELP to any message for support information. You can also contact us at support@rooksystems.com or (619) 330-8761 for assistance.
Supported Carriers
Our SMS service is compatible with all major US mobile carriers, including AT&T, Verizon, T-Mobile, US Cellular, Cricket Wireless, Metro by T-Mobile, Boost Mobile, and others. T-Mobile is not liable for delayed or undelivered messages. Carriers are not liable for delayed or undelivered messages.
We do not sell, rent, or share your phone number or personal information with any third parties, lead generation services, data brokers, or external organizations for marketing purposes. Ever.
We do not share, sell, or distribute any opt-in consent data or phone numbers with third parties for their own marketing or promotional purposes.
Your information is shared only with the specific contractor whose website you contacted, and with the following service providers who process your data strictly as instructed by us:
Each provider processes data only as necessary to deliver their service and is bound by their own privacy and data protection obligations. We do not permit these providers to use your data for their own purposes.
We retain your lead information for up to 24 months after your service request, or until you request deletion, whichever comes first. SMS consent records are retained for a minimum of 4 years as required by TCPA regulations. If the Client you contacted cancels their service with us, your personal data is deleted within 90 days, except where a longer retention period is required by law.
Aggregated, de-identified data that cannot reasonably be used to identify you may be retained indefinitely for analytics and service improvement.
We use industry-standard security measures to protect your information, including: encrypted data transmission (TLS/HTTPS) for all data in transit, encrypted database storage, access controls and role-based permissions, rate limiting to prevent abuse, and regular security reviews. No method of electronic transmission or storage is 100% secure. While we take reasonable measures to protect your data, we cannot guarantee absolute security.
All Users
Regardless of where you live, you may request that we delete your personal information or provide a copy of the data we hold about you by emailing privacy@rooksystems.com.
California Residents (CCPA / CPRA)
Under the California Consumer Privacy Act, as amended by the California Privacy Rights Act, California residents have the following rights:
Categories of Personal Information We Collect
For CCPA disclosure purposes, we collect the following categories: identifiers (name, phone number, email address, IP address); internet or electronic network activity (browsing history on our sites, chat transcripts); geolocation data (city/region level from IP address); and professional or employment-related information only if voluntarily provided in a service request.
Automated Decision-Making
Our AI chat assistant qualifies service requests automatically. This automated processing helps route your request to the appropriate contractor but does not make decisions that produce legal or similarly significant effects on you. You have the right to request information about this processing.
To exercise any of these rights, email privacy@rooksystems.com with your request. We will verify your identity and respond within 45 days. You may also designate an authorized agent to make a request on your behalf.
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has submitted personal information through our services, please contact us at privacy@rooksystems.com and we will promptly delete it.
We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date at the top of this page. Your continued use of our services after changes are posted constitutes your acceptance of the revised policy.
If you have questions about this Privacy Policy, want to exercise your rights, or have concerns about how your data is handled, contact us at:
Rook Systems LLC
San Diego, CA
Email: privacy@rooksystems.com
Phone: (619) 330-8761
© 2026 Rook Systems LLC · San Diego, CA
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