Privacy Policy

EFFECTIVE OCTOBER 25, 2026

This policy explains what information NOVA HQ ("we", "us") collects through thenovahq.com and the NOVA HQ dashboard (the "Service"), how we use it, and the choices you have.

1. Information we collect

• When you sign up: your name, email, mobile number, role (agent or upline), team size, CRM, agency name, and your consent to be texted about setup.
• Your account: your login email, a scrambled (hashed) version of your password, your settings and your team membership.
• Data from tools you connect: to do their work, the agents read and update leads, appointments, policies and notes in your CRM, commission statements you upload, and the calendars you connect. This is your data; we process it for you.
• Live calls (L.E.O. and S.P.A.R.): call audio is sent to our speech-to-text provider and turned into text live so the agent can help you. We keep no audio. The CRM note L.E.O. drafts is saved only when you save it. S.P.A.R. practice transcripts are kept in your account so you can review your scores.
• Recordings you send for D.R.E.W.: if you connect your dialer's recordings, D.R.E.W. transcribes them to find deals worth a callback. The recordings, transcripts and its notes stay in your account and are deleted when you close it.
• Shared learning (off unless your agency turns it on): we keep short lessons from Sold calls with names and numbers removed, and we review them before they help any agency. Your agency can turn it off at any time in Setup.
• Usage: basic logs such as sign-in times and IP addresses, used to keep the Service secure and working.

2. How we use it

• To run the Service for you: send the texts and emails you've set up, book appointments, write notes, prepare reports and mail handwritten cards you order.
• To contact you about setup, your account and changes to the Service.
• To keep the Service secure, fix problems and improve it.
• To bill you for your plan and purchases.

We don't sell personal information, and we don't use your leads' or clients' information to market to them ourselves.

3. Text messages

If you agree to receive texts from us, we text you about setup and your account. Message frequency varies and message and data rates may apply. Reply STOP to stop or HELP for help. We do not share your mobile number or text-message consent with third parties or affiliates for their marketing.

4. Who we share it with

Only with service providers that help us run the Service, under agreements that limit their use of the data:

• Fly.io (hosting) and Cloudflare (domain and network).
• Anthropic (the AI that powers the agents), Deepgram (speech to text) and ElevenLabs (voices for practice calls).
• Your CRM, such as GoHighLevel, which sends texts and emails from your account.
• Simply Noted (writing and mailing handwritten cards you order).
• Our payment processor, which handles card payments on its own secure pages. We never see or store full card numbers.

We may also share information if the law requires it, to protect people's safety, or as part of a sale of the business (with notice to you).

5. Uplines and teams

If you join an upline's team, your upline sees your totals, such as appointments, sales, premium at risk and S.P.A.R. practice hours. Your upline does not see your leads' or clients' names or numbers. You can leave a team any time in Settings.

6. How long we keep it

We keep account data while your account is open. When you close it, you can ask for a copy within 30 days; after that we delete it, except what we must keep for tax, billing or legal reasons. Sign-up details from people who never open an account are deleted after 12 months.

7. Security

Connection keys for your tools are encrypted, passwords are stored only in scrambled form, and the site uses HTTPS. No system is perfectly secure; if a breach affects your information we'll tell you as the law requires.

8. Your choices and rights

You can see and update most of your information in the dashboard. You can ask us for a copy of your information, to correct it, or to delete it. Depending on where you live you may have more rights under state privacy laws; we honor them. We won't treat you differently for using them.

9. Children

The Service is for licensed professionals and is not meant for anyone under 18.

10. Changes

If we change this policy in a way that matters, we'll tell you by email or in the dashboard before the change applies.

11. Contact

Privacy questions or requests: privacy@thenovahq.com.