Privacy Policy
The short version. FM Agents makes phone calls, sends emails and holds chats for facilities teams. To do that we handle three kinds of information: what you give us on this site, what our customers load into their accounts, and what contractors and store staff tell an agent. We use it to run the service. We do not sell it.
Who we are
FM Agents is operated by Envoy Facilities Maintenance, LLC. In this policy, “we” and “us” mean that company. Questions go to hello@envoyfm.com.
Who this policy covers
- Visitors who read this site or request the live demo.
- Customers: people who sign in to an FM Agents account for their company.
- Contractors, store staff and other people an agent contacts on a customer’s behalf.
When an agent calls, emails or chats with you for one of our customers, that customer decides why and how your information is used, and we handle it on their instructions. Their own privacy notice applies too.
What we collect
When you request the live demo. Your name, work email and phone number. We place one automated AI phone call to that number and send a follow-up email. The call is recorded and transcribed, and the chat that follows is saved.
When you create an account. Your name, email address, sign-in details, company name and phone number, and later your billing contact. Card details go straight to our payment processor. We do not see or store full card numbers.
What customers load into an account. Work orders, locations, and contractor names, phone numbers and email addresses, read from the work order system the customer connects or from files they upload. The credentials for that connection are stored encrypted.
What agents hear and send. Recordings and transcripts of calls, summaries of what was said, emails, chat messages, and the updates an agent proposes for a work order. Every call opens by saying it is an AI assistant, and says the call is recorded.
Requests to stop. When a contractor asks an agent to stop calling or emailing, we keep a record of the request and the phone number so it stays honored.
Support tickets. What you typed, the last pages you visited in the app, any errors your browser reported, and a screenshot if you attach one.
Technical information. IP address, browser and device details, and request logs, which our hosting and security services process to deliver the site and prevent abuse.
How we use it
- To run the service: place calls, send emails, hold chats, and bring answers back to the work order.
- To show customers what their agents did and what is waiting for a decision.
- To bill for the service and answer support requests.
- To keep the service secure, find problems and improve how agents perform.
- To contact you about your demo, your account, or products from our family of companies, where you have agreed to that.
We do not sell personal information, and we do not share it for cross-context behavioral advertising. We do not use customer data, call recordings or transcripts to train AI models.
AI and automated calls
Agents are AI. They speak with a synthetic voice, and AI models write what they say and read what they hear. AI can be wrong. That is why a customer’s work order system changes only when a person approves an update, or when the customer has chosen to let that kind of update apply on its own.
One contact record across our companies
FM Agents is part of the Envoy family, with envoyfm.com, fmdashboard.com and fmallies.com. When you request a demo or create an account here, your contact details join one shared contact record for that family, so we don’t ask you for the same information twice. The Envoy Privacy Policy describes that record.
Cookies
We use one cookie to keep you signed in. We do not currently use advertising cookies or third-party analytics on this site. We may add analytics tools later. If we do, we will update this policy to say what they collect.
Who helps us run the service
We share information with companies that process it for us, only as needed to run FM Agents:
- Telephone, voice and transcription services, which carry and transcribe calls.
- AI model providers, which process the words of a call, chat or email to produce a reply or a summary.
- Hosting, database and background-job services.
- An email delivery service.
- A payment processor.
A current list of these companies is available on request.
We also disclose information when the law requires it, to protect people or the service, or as part of a business reorganization, in which case the successor must handle it consistently with this policy.
How long we keep it
We keep information for as long as we need it to provide the service, and for the legal, accounting and security reasons that require us to keep it. For a customer, that means while the account is open. After an account closes, the customer has 90 days to export its data, and after that we delete it or remove what identifies people. Copies in backups are removed as those backups expire. We keep demo requests and messages sent to us for as long as we need them to respond and to keep a record of the conversation. Records of a contractor’s request to stop are kept after the contractor’s other details are removed, so the request stays honored.
Your choices
If an agent contacted you. You can stop calls and emails at any time: say so on the call, use the “Stop calls and emails” link in any email, or choose it in the chat. You can also ask the company the agent was calling for, or email us at hello@envoyfm.com.
If you are a customer or a visitor. Email hello@envoyfm.com to see, correct or delete your information, or to close your account. We may need to verify who you are. The rights you have depend on the laws that apply to you.
Security
Each customer’s data is kept separate from every other customer’s. Connection credentials are encrypted, and access is limited to people who need it. No system is completely secure.
Audience, location and changes
FM Agents is for businesses and for adults acting for them. It is not for children. We operate from the United States, and our providers may process information there or in other countries where they operate.
We will post changes here with a new effective date, and tell customers directly when a change is significant. Contact Envoy Facilities Maintenance, LLC at hello@envoyfm.com or 1100 Market St Suite 614, Chattanooga, TN 37402.