Privacy Policy
Headwater AI ("Headwater", "we", "us") is a paid search consultancy for home-service businesses, run by John Tracy from 1149 Clancy Dr, Prescott, AZ 86305. This policy explains what information we collect, how we use it, who we share it with, and the choices you have. Questions go to john@headwateraigroup.com.
Information we collect
Business information from public sources. To find businesses we can help, we read publicly available information: Google search results and Local Services listings, Google Maps listings, the Google Ads Transparency Center, and business websites. This includes business names, addresses, phone numbers, ratings, review counts, ads a business runs, and names and roles of people published on a business's own website or in its reviews.
Business contact details. We collect work email addresses for people at businesses we contact, from the business's own website and from contact-data providers such as Hunter.io, and we check whether an address can receive mail.
What you send us. Emails, replies, phone and text messages, and anything you submit through our pages, such as a "Yes, let's start" request or documents you upload for a setup (for example a license or insurance certificate).
Your page with us. If we send you a personal page (an address under headwateraigroup.com/p/), we record how it is used: when it is opened, which sections are viewed, whether the walkthrough video is played and for how long, and which buttons are tapped. We keep a session identifier in your browser's session storage for that visit and a one-way hash of your IP address, not the address itself. We do not use advertising cookies or third-party analytics on this site.
Client account data. If you hire us and connect your Google Ads or Local Services Ads account to our manager account, we access that account's data through the Google Ads API with your authorization. This can include campaign settings and budgets, lead details (name, phone number, job type, time), call recordings and durations, messages with your customers, and verification status. Details on how we handle this are in the next section.
Payments. Payments are processed by Stripe. We receive a confirmation and the details needed for our records; we never see or store your full card number.
Google user data
Headwater's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
- We access a client's Google Ads and Local Services Ads data only after the client links their account to ours, and only to provide the services that client hired us for: reviewing and changing account settings, reporting, tracking how leads are handled, replying to or rating leads when the client has asked us to, and the client's dashboard.
- We do not sell this data, use it for advertising, use it to build profiles of the client's customers, or combine one client's data with another's.
- We do not use this data to train artificial intelligence models.
- Only the operator and service providers needed to run the service (hosting and database) can access it.
- A client can remove our access at any time in their Google Ads account (Admin, Access and security, Managers). When our work ends, or on request, we delete the client's account data we stored within 30 days, except records we must keep by law (such as invoices).
How we use information
- To find businesses that may benefit from our services and to contact them with a specific finding about their advertising.
- To prepare rundowns, reports and walkthrough videos for a business that asked for one.
- To deliver the services a client hires us for, bill for them, and keep records.
- To see whether our emails and pages are useful (opened, read, replied to) and to improve them.
- To keep our systems secure and to meet legal obligations.
We use automated tools, including AI models, to read public web pages and replies (for example, to find who owns a business on its own website, or to sort a reply as interested or not). These tools do not decide prices or send emails on their own judgment.
Who we share information with
We do not sell personal information. We share it only with service providers that help us run the business, under their own privacy and security terms, including: hosting and database (Supabase, Railway, Vercel), email (Google Workspace), payments (Stripe), video (Mux), data and search providers (Hunter.io, SerpApi, Apify), email deliverability (MailReach), and AI processing (Anthropic, OpenAI). We may also disclose information if the law requires it or to protect our rights.
Email from us
Our first email to a business is a short, individual message about something we found. Every email says who we are and how to reach us. If you don't want to hear from us, reply "stop" or "unsubscribe" and we will not email you again; we keep your address on a suppression list only so that it stays that way.
How long we keep information
- Prospect business information: while it is useful for outreach, then deleted or kept only on the suppression list.
- Page activity: up to 24 months.
- Client account data from Google: for the length of the engagement, deleted within 30 days after it ends or on request. Google keeps Local Services call recordings for 30 days on its side.
- Uploaded documents: until the setup is finished plus 90 days, unless you ask us to delete them sooner.
- Invoices and payment records: as long as tax law requires.
Your choices and rights
You can ask us what information we hold about you or your business, ask us to correct it, or ask us to delete it, by emailing john@headwateraigroup.com. We will respond within 30 days. Depending on where you live (for example California), you may have additional rights under state law; we honor them on request, and we do not sell or share personal information for cross-context behavioral advertising.
Security
Data is stored with encryption at rest by our providers, access is limited to the operator, uploaded documents are kept in private storage, and links to personal pages are unguessable. No system is perfectly secure; if a breach affects your information, we will tell you.
Children
Our services are for businesses. We do not knowingly collect information from children under 13.
Changes
If we change this policy, we will post the new version here with a new effective date. For material changes affecting clients, we will tell clients directly.
Contact
Headwater AI · John Tracy · 1149 Clancy Dr, Prescott, AZ 86305 · john@headwateraigroup.com · (480) 526-1114