Privacy Policy

Total One Solutions LLC (“Total One Solutions,” “we,” “us”) is a property maintenance, painting and cleaning company based in Murfreesboro, Tennessee. This Privacy Policy explains what information we collect when you contact us through our website at www.totalonesolutionstn.com (including the chat assistant on our website), by phone, or through Sarah, our AI receptionist in ChatGPT, and how we use and share it.

The personal information we collect is the information you choose to give us. Depending on how you contact us, this may include:

• Your name
• Your phone number
• Your email address
• The name and street address of the property where you need work done
• Details of your service request, such as the type of service, a description of the job, the number of units or rooms, and your preferred date or timeframe
• Anything else you include in a message to us

Through our website

The contact form on our website asks for your name, email address, optional phone number and a message describing the work you need. When you submit it, your message is sent to our office by email so we can reply. The website form does not create an account for you.

Like most websites, when you visit ours our hosting provider processes basic technical information, such as your IP address and browser type, in order to deliver the site to you. See also “Cookies and analytics” below.

Through the chat assistant on our website

The chat assistant on our website is an automated, rule-based assistant; it does not use artificial intelligence. If you submit a quote or service request through it, it collects your name, phone number, property address, requested service and job description, and, if you provide them, your email address, property name, number of units and preferred date. Nothing is sent until you review and confirm your request. We store confirmed requests in our database and notify our office by email. To prevent abuse, our systems briefly use your IP address to limit how many requests can be sent in a short time; we do not store it with your request.

When you call us

Calls to our phone line may be answered by Sarah, our automated phone assistant. Sarah is not a person. She uses a keypad menu, and what you say is converted to text only so she can understand your answers during the call. Our phone service provider receives your phone number and call details, such as the time and length of the call.

• If you submit a service request, Sarah reads it back to you and sends it only after you confirm it on your keypad. We keep the details you confirm (your name, callback number, property address and a description of the work) in our database and notify our office by email.
• If you leave a message, we send your name (if you give it), your message, your callback number and the number you called from to our office by email. If that email cannot be sent, we keep the message in our database instead so our team still receives it.
• We do not record calls, and we do not keep transcripts of calls. What you say is used for the current step of the call and is not stored, except for the request or message you confirm.

Through Sarah, our AI receptionist in ChatGPT

When you ask Sarah to submit a maintenance inquiry, she sends your name, phone number, property address, requested service and job description — and, if you provide them, your email address, property name, number of units and preferred service date — to our business systems. We store that inquiry in our database and notify our office by email.

We also use the name Sarah for the chat assistant on our website and for our automated phone assistant. Those two are automated but do not use artificial intelligence, and your conversations with them are not shared with OpenAI. The points below apply to Sarah in ChatGPT.

Please be aware that:

• OpenAI processes your conversation. Everything you share with Sarah is processed by OpenAI to generate her responses. OpenAI handles that conversation under its own terms and privacy policy (openai.com/policies/privacy-policy), not this one.
• Your inquiry is sent to our systems. When Sarah submits a maintenance inquiry, the details listed above are transmitted from OpenAI to our company’s systems over an HTTPS connection that requires a secret access key. There, the inquiry is stored in our Supabase database and an email notification is sent to our office through Resend. When Sarah looks up our service prices, that request does not include any of your personal information.
• Sarah can make mistakes. Please confirm any price or detail with our team before relying on it.
• Please do not share sensitive information with Sarah — such as payment card numbers, bank details, passwords or government ID numbers. She does not need them to take a service request.

If you prefer not to use an AI assistant, you can call us at (615) 805-5805, email tos@totalonesolutions.com or use the contact form on our website instead.

We use the information you provide to:

• Respond to your inquiry and contact you about it
• Prepare estimates and quotes
• Schedule and coordinate maintenance, painting, cleaning and related services
• Keep a record of requests we have received so we can follow up and avoid duplicates

We do not use your contact information to send you marketing emails or text messages, and we do not use your information for purposes unrelated to your service request.

We rely on the following service providers to run our website and handle your requests. They process your information on our behalf to provide their services to us.

• Vercel hosts our website and the systems that receive inquiries from Sarah, our website chat assistant and our phone line.
• Supabase provides the database where we store service requests submitted through Sarah, our website chat assistant and our phone line.
• Resend delivers the email notifications that carry website contact form messages, phone messages, new service requests and messages customers send from the customer portal to our office.
• Twilio provides our phone line, including answering calls, converting what you say to text during the call and the automated voice you hear. Twilio keeps its own call records (such as phone numbers, call times and durations) under its own policies.
• OpenAI operates ChatGPT, where Sarah is available, and processes your conversations with her as described above.
• Stripe processes online payments if you pay an invoice through our customer portal. We do not receive or store your full card details.

We do not sell or rent your personal information to anyone.

We may also disclose information if required by law, such as in response to a valid legal request.

Service requests submitted through Sarah, our website chat assistant or our phone line are kept in our database until we delete them. We do not currently delete them automatically after a set period. Messages that customers send through the customer portal are kept in our database with the customer account until we delete them. Website contact form messages and phone messages are sent to our office by email and are not stored in our database (unless the email cannot be sent, as described above). These messages and the notifications about new requests exist as emails in our office inbox and in our email provider’s records.

To manage the cost of our phone line, we keep monthly totals of phone usage, such as the number of calls and minutes. These totals do not include phone numbers or anything you said.

Copies of notification emails may remain in our email service provider’s records for a period determined by that provider. Deleting an inquiry from our database does not automatically delete associated email notifications or conversations stored by OpenAI.

You can ask us to delete your information at any time (see “Your choices” below).

Our website and the connections between Sarah, our phone provider and our systems use HTTPS connections. Our systems accept inquiries from Sarah in ChatGPT only when the request includes a secret access key, and accept phone-call data only when it carries a valid signature from our phone provider. Database access rules limit who can view stored requests to authorized team members who sign in to their own accounts.

No method of transmitting or storing information is completely secure, and we cannot guarantee absolute security.

Our public website does not use advertising cookies, and it does not set cookies when you browse it, use the chat assistant or submit the contact form. Our private business application, used only by our team and existing customers who sign in, uses cookies to keep you signed in.

Our public website does not currently use analytics or tracking tools.

You can contact our office at any time to request that we:

• Give you access to the information we have about you
• Correct information that is wrong
• Delete your information

We will process requests in accordance with applicable law. Deleting your information from our records does not delete your conversations with Sarah in ChatGPT; those are handled by OpenAI under its own privacy policy and your ChatGPT account settings.

Our services are intended for property owners, property managers and adults. We do not knowingly collect information from children under 13. If you believe a child has sent us information, contact us and we will delete it.

We may update this Privacy Policy from time to time. When we do, we will post the new version on this page and update the effective date above.

Questions about this policy or your personal information? Reach us at: