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Xoptra RCS

Privacy Policy

Last updated: June 25, 2026

This Privacy Policy explains how Xoptra LLC ("Xoptra", "we", "us", "our") handles information in connection with Xoptra RCS (the "Repeat Client System" or "Service"). Please read it alongside our Terms.

What Xoptra RCS is

Xoptra RCS is software used by US home-service businesses — such as HVAC and plumbing companies ("service businesses," "you," or "our clients") — to stay in touch with their own existing customers. The Service helps a business turn past customers into repeat revenue by sending relationship and transactional messages on the business's behalf: appointment confirmations, missed-call follow-up texts, post-service review requests, maintenance and rebooking reminders, and invoice or review links.

Our two roles, in plain English

Xoptra plays two different roles depending on whose data is involved:

  • Customer data and messages (we act on the business's behalf). When a service business uploads its customers' contact details and sends them messages through Xoptra RCS, we act as a service provider/processor — we handle that information on the business's instructions to operate the Service. The service business decides who to message and why.
  • Account data (we are the controller). For the service-business account holders themselves — the owners, managers, and staff who sign in and use Xoptra RCS — we are the controller of their account information and use it to run and support the Service.

If you are an end customer of one of our service-business clients and have a question about your data or messages, the service business that contacted you is your first point of contact, since they control that relationship. We will support them in responding to your request.

Information we process

Service-business account data (we control): business name and details, account holders' names, email addresses, phone numbers, login credentials, role/permission settings, branding details, billing-related information, and usage and activity logs.

End-customer data (we process on a business's behalf): the contact and service details a business provides about its own customers, which typically include name, mobile phone number, email address, and service or appointment details (for example, job type, appointment times, service history, and invoice or review links).

Message and delivery data: the content of messages a business sends through the Service and related delivery information (such as send status and opt-out status).

How we use information

We use the information above to:

  • operate, maintain, and secure the Service;
  • send the transactional and relationship messages a service business chooses to send to its own customers;
  • support our clients and respond to requests;
  • monitor reliability, prevent abuse, and improve the Service; and
  • meet our legal and recordkeeping obligations, including honoring opt-out requests.

We use end-customer data only to provide the Service to the business that gave it to us. We do not use it for our own marketing.

The SMS messaging program

Xoptra RCS sends SMS messages from a US toll-free number (delivered through Twilio) to US recipients only. Messages are transactional and relationship-based only — they are never third-party advertising.

Consent (verbal opt-in). A service business collects each customer's mobile number directly — at booking, intake, missed-call follow-up, or service scheduling. At that point, the customer is shown or read an SMS disclosure (describing the message types, that message frequency varies, that message and data rates may apply, the STOP/START/HELP keywords, and that consent isn't a condition of purchase) and affirmatively agrees to receive service-related texts from that business. The business records that consent. We and our clients message only a business's own existing customers. We do not use purchased, rented, or third-party contact lists.

Message types. Appointment confirmations, missed-call follow-up texts, post-service review requests, maintenance and rebooking reminders, and invoice or review links. Every message identifies the sending business and includes opt-out instructions.

What to know about the program:

  • Message frequency varies depending on your interactions with the business.
  • Message and data rates may apply, depending on your mobile carrier and plan.
  • Reply STOP to opt out, START to resume, and HELP for help.
  • Consent is not a condition of any purchase.
  • We do not sell mobile opt-in data, and we do not share it with third parties for their own marketing.
  • This Privacy Policy and our Terms are available for you to review.

Opt-outs are honored on a per-business basis. When someone replies STOP, they stop receiving messages from that specific business. Each service business controls its own customer relationship and opt-out list. Replying HELP returns the sending business's name, a support contact, and opt-out instructions.

How we share information

We share information only as needed to run the Service:

  • Service providers / sub-processors. We use Amazon Web Services (AWS) for cloud hosting and Twilio for SMS message delivery. These providers process data on our behalf to operate the Service.
  • Within a service business. Account data is accessible to the authorized users of that business's account, according to their roles and permissions.
  • Legal and safety. We may disclose information if required by law or to protect the rights, safety, and security of users, the public, or Xoptra.

We do not sell personal information, and we do not buy, rent, or use third-party marketing lists. Mobile opt-in data is never sold and never shared with third parties for their own marketing — it is used only to deliver the messages a service business sends to its own customers.

Data retention

We keep information for as long as a service business maintains its account and as needed to provide the Service, then for a reasonable period afterward to meet legal, tax, recordkeeping, and dispute-resolution needs. On the business's behalf, we record opt-out status and the time consent was captured, so opt-out requests are honored; the service business remains the owner of the underlying consent records. A service business may request deletion of its data, subject to those obligations.

Data security

We use reasonable measures designed to protect information, including access controls, least-privilege access, encryption of data in transit, and logical separation between business accounts. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your choices and rights

  • Opt out of texts anytime by replying STOP to a message; reply START to resume or HELP for help.
  • Access, correct, or delete data. If you are an end customer, contact the service business that messaged you, since it controls your information. If you are a service-business account holder, contact us using the details below.
  • Depending on where you live, you may have additional rights regarding your personal information. Contact us and we will respond consistent with applicable law.

Children's privacy

Xoptra RCS is intended for businesses and their adult customers. The Service is not directed to children, and we do not knowingly collect personal information from children.

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. Material changes will be communicated through the Service or by other reasonable means.

Contact us

  • Email: support@xoptra.com
  • Mailing address: 17350 State Hwy 249, Ste 220, Houston, TX 77064
  • Phone: (346) 608-4295

Governing law: Texas.