Contents
1. Who we are
Madro Solutions ("Madro Solutions," "we," "us," or "our") is a Florida limited liability company that builds automation systems for local service businesses — including AI phone receptionists, automated workflows, lead generation, custom websites, and digital signage.
This Privacy Policy explains what information we collect, why we collect it, and what we do with it. It applies to our website at madrosolutions.com, to the automation services we operate on behalf of our clients, and to any application we publish that connects to third-party accounts on a client's behalf.
2. Information we collect
Information you give us directly
- Contact details — name, business name, email address, phone number, and mailing address, submitted through our website forms, booking pages, or during a consultation.
- Business information — details about your services, hours, pricing, service area, and operations that you provide so we can configure your automation system.
- Account credentials and access — where you authorize us to connect a system on your behalf (for example a calendar, email inbox, phone number, or CRM), we receive the access necessary to operate that connection.
- Billing information — processed by our payment provider. We do not store full payment card numbers on our systems.
Information collected automatically
- Usage and device data — IP address, browser type, device type, pages visited, referring page, and timestamps, collected when you visit our website.
- Cookies and similar technologies — see Cookies and analytics below.
Information we process on behalf of our clients
When we operate an automation system for a client, that system may process information about the client's own customers and prospects — for example a caller's name and phone number, a call transcript or summary, an appointment time, or an inquiry submitted through the client's website. We process this information as a service provider to that client, under the client's instructions and for the purpose of delivering the service they engaged us to provide.
3. Google user data
Some of our services connect to Google accounts — for example, to read calendar availability, create calendar events, or send and read email on your behalf. When you grant that access, Google shows you exactly which permissions are requested, and you may decline or revoke them at any time.
What we access
- Google Calendar data — to check availability and to create, update, or cancel appointments booked through your automation system.
- Gmail data — to send messages on your behalf, and where you have specifically enabled it, to read replies so that your system can route, classify, or log them.
- Basic profile information — your name and email address, to identify the connected account.
How we use it
We use Google user data solely to provide and improve the specific features you have enabled in your automation system. We do not use it for advertising, we do not sell it, and we do not use it to build profiles or train generalized machine learning or AI models.
Limited Use disclosure. Madro Solutions' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
How we store and protect it
Access tokens are stored encrypted on our infrastructure and are used only by the automated workflows that serve your account. We retain the minimum data required to operate your system. We do not transfer Google user data to third parties except as required to operate the service you requested, to comply with law, or as part of a merger or acquisition with notice to you.
How to revoke access
You may disconnect Madro Solutions from your Google Account at any time at myaccount.google.com/permissions, or by emailing us at info@madrosolutions.com. Revoking access stops any features that depend on it.
4. How we use information
- To build, configure, operate, and maintain the automation systems our clients purchase.
- To answer calls, respond to inquiries, book appointments, and send recaps, reminders, and follow-ups by phone and email on a client's behalf.
- To communicate with you about proposals, onboarding, support, billing, and service changes.
- To improve the reliability and quality of our services, using aggregated or de-identified information wherever possible.
- To comply with legal obligations and to enforce our agreements.
We do not sell your personal information, and we do not share it with third parties for their own independent marketing purposes.
5. How we share information
We share information only in these circumstances:
- With service providers that we use to deliver our services, listed below, and only to the extent needed to perform their function.
- With the client whose system we operate — for example, we deliver call summaries and lead details to the business that engaged us.
- For legal reasons — to comply with applicable law, legal process, or a lawful government request, or to protect the rights, property, or safety of Madro Solutions, our clients, or the public.
- In a business transfer — in connection with a merger, acquisition, or sale of assets, subject to this policy.
We never sell your personal information.
6. Service providers we use
We rely on established third-party platforms to deliver our services. Each processes only the data necessary for its function, and each maintains its own privacy policy:
- Google — email, calendar, cloud infrastructure, and analytics.
- Meta (Facebook) — advertising measurement and audience tools for our own marketing.
- Twilio — telephone numbers and voice calls.
- Fish Audio — AI voice agents that answer and place calls, processing call audio, transcripts, caller phone numbers, and lead details captured during the call.
- Bland AI — AI voice agents that answer and place calls.
- AI model providers (Anthropic, OpenAI, Google) — models used to answer calls and to summarize, classify, and draft text.
- Calendly — appointment scheduling.
- Stripe — payment processing.
- SignWell — electronic signature of agreements.
- Hostinger — website and application hosting.
- n8n — the workflow automation engine that connects the systems above.
7. Data retention
We keep information only as long as needed for the purpose it was collected:
- Prospect and inquiry data — retained while we are in contact and for a reasonable period afterward, then deleted or de-identified.
- Client operational data (call records, transcripts, appointments, leads) — retained for the duration of the engagement and for up to 12 months after it ends, unless the client requests earlier deletion or a longer period is agreed.
- Billing and contract records — retained as long as required by tax and accounting law.
- Google user data — deleted when the connection is revoked or the engagement ends, whichever comes first.
8. Security
We protect information using encryption in transit, encrypted credential storage, access controls limiting who can reach client systems, and multi-factor authentication on our administrative accounts. No method of transmission or storage is completely secure, so we cannot guarantee absolute security — but we work to protect your information and to notify affected parties promptly if a breach occurs.
9. Your rights and choices
Depending on where you live, you may have the right to:
- Request a copy of the personal information we hold about you.
- Request correction of inaccurate information.
- Request deletion of your information.
- Opt out of marketing communications at any time.
- Revoke a third-party account connection you previously authorized.
To exercise any of these, email info@madrosolutions.com. We will respond within 30 days. If we process your information on behalf of one of our clients, we will refer your request to that client and assist them in responding.
10. Calls and recordings
Our AI receptionist services answer and place telephone calls on behalf of our clients. Calls may be recorded, transcribed, and summarized so the business can review what was discussed and follow up.
Florida is a two-party consent state. Where recording occurs, callers are notified at the start of the call, and clients are responsible for ensuring their use of these services complies with applicable recording and consent laws in the jurisdictions where they operate.
11. Cookies and analytics
Our website uses cookies and similar technologies to keep the site working correctly and to understand how visitors use it. We use Google Analytics to collect aggregated usage statistics such as page views, session duration, and traffic sources. This data is not used to identify you personally.
We also use the Meta (Facebook) pixel to measure the performance of our own advertising and to understand which visits and inquiries came from our ads. It records page views and lead actions such as submitting our contact form, booking a call, or tapping our phone number, and may set cookies used by Meta for advertising measurement.
You can block or delete cookies through your browser settings. You may also opt out of Google Analytics using Google's browser opt-out add-on, and control how Meta uses your activity for advertising through your Meta ad preferences.
12. Children's privacy
Our services are intended for businesses and are not directed to anyone under 18. We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.
13. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above. If the changes are material, we will notify affected clients directly. Continued use of our services after an update constitutes acceptance of the revised policy.
14. Contact us
Questions about this policy or about how we handle your information:
- Email: info@madrosolutions.com
- Phone: (321) 483-1005
- Mail: Madro Solutions, 11731 East Colonial Drive, Apt 527, Orlando, FL 32817