Canopy by Copp Oak

Canopy Privacy Policy

Effective October 17, 2026.

1. Who we are and what this policy covers

Canopy is a booking service operated by Copp Oak LLC, a Virginia limited liability company ("Copp Oak," "we," "us," or "our").

Canopy lets an AI assistant that you choose, such as ChatGPT, Claude, Muse, or Grok, ask a local service business (for example, an HVAC or plumbing company) for an appointment on your behalf. We call that business the "Business" or the "Operator."

This policy covers:

Customers: people who use an AI assistant to request an appointment, callback, or reschedule through Canopy, or who receive a Canopy confirmation email.
Operators: businesses, and their staff, that sign up to receive bookings through Canopy.
The Canopy pages at https://canopy.coppoak.com, Canopy confirmation pages and emails, the Canopy Operator dashboard, and the Canopy connector that AI assistants use.

The Copp Oak Privacy Notice at https://coppoak.com/privacy covers Copp Oak's other websites and services. For Canopy, this policy controls where the two differ.

2. The short version

We collect what is needed to request and confirm an appointment: your name, email address, and, if you give them, your phone number, ZIP code, and a short description of the job.
We send that information to the Business you chose. We do not sell it, use it for advertising, or use it to train AI models.
A request is not a booking. You have an appointment only when Canopy tells you it is booked, which happens after the Business's own scheduling system accepts it.
When you create a request, your AI assistant receives a private code called a manage token. We do not keep a copy of it. If it is lost, you can't use the assistant to check or move that booking. You can still contact the Business directly.
Canopy cannot cancel a booking. To cancel, contact the Business.
Your AI assistant is run by another company. That company's privacy policy, not ours, covers your conversation with it.

3. How Canopy works, in plain terms

You ask your AI assistant to book a service. The assistant decides which Business to contact. Canopy does not rank or recommend Businesses.
The assistant calls Canopy's tools to check whether that Business takes bookings through Canopy, look up open times, and send your request.
Depending on how the Business has set up Canopy, one of three things happens:
- Instant booking: Canopy holds the time for 15 minutes and emails you a 6-digit code and a confirmation link. Nothing goes to the Business until you confirm, and an unconfirmed hold expires.
- Preferred times: your request goes to the Business, which can approve a time, suggest a different one, or decline. If it approves or suggests a time, we email you a code and link so you can confirm. Requests the Business does not answer expire after 48 hours.
- Callback: your request goes to the Business, which contacts you directly. No appointment is booked through Canopy.
After you confirm, Canopy writes the appointment into the Business's own scheduling or customer-management system (its "CRM"). The appointment counts as booked only after Canopy has written it there and checked that it was saved. Until then, Canopy reports it as pending. If the Business's system rejects it, Canopy reports that nothing was booked and emails you and the Business.

4. Information we collect

4.1 From customers (through your AI assistant or our confirmation pages)

Information	When	Why
Name	Every request	So the Business knows who the appointment is for.
Email address (required)	Every request	To send your confirmation code and booking updates. Your email address is also how we confirm that a real person made the request. We do not accept disposable email addresses.
Phone number (optional)	If you provide it	So the Business can reach you about the appointment.
ZIP code (optional)	If you provide it	To find the right location of a Business with more than one location.
Job description and notes (optional)	If you provide them	So the Business understands the work.
The time you chose or the times you prefer, the service, and the Business	Every request	To make the request.
What happened to the request	Ongoing	So you, your assistant, and the Business see the same status: held, pending, booked, rescheduled, cancelled, expired, or failed.
Confirmation-code records	Instant and approved bookings	We keep only a scrambled (hashed) copy of your code, and only to check it. Codes expire after 10 minutes and allow 5 attempts.

Canopy's own tools do not ask for your street address. The Business may ask you for your address when it contacts you, under its own privacy practices.

Do not share payment card numbers, passwords, government ID numbers, health information, or other sensitive details through Canopy. Canopy does not take payments.

4.2 From the AI platform you use

Canopy receives only what your AI assistant actually sends to Canopy's tools, plus the identity of the platform (for example, "ChatGPT" or "Claude"), which we record with each booking. We do not receive your full conversation, your account with that platform, or conversation identifiers.

Our connector servers see the network address (IP address) of your device or of the AI platform when a request arrives. The connector uses it for a short time to limit request rates and block abuse. It does not write IP addresses to its logs or pass them to our booking database. Our hosting providers may also record network addresses in their standard request logs, which we use only for security and troubleshooting.

4.3 From and about Operators

Business details: business name, trade, business email and phone, website, locations (address and time zone), service types, availability rules, booking mode, and optional Google Business Profile and Facebook page identifiers.
Staff accounts: name and email from the Google or Microsoft account used to sign in, plus multi-factor authentication records. We store only hashed recovery codes. We never receive the account password.
Connected systems: when an Operator connects a CRM (currently Jobber, GoHighLevel, HubSpot, or Salesforce), we store the access credentials that system gives us, encrypted using Amazon Web Services Key Management Service. We use them to read availability and to create, move, or check appointments that came through Canopy.
Pilot records: pilot status and the Operator's contact details for the pilot. See Section 9.
Security and audit records: a tamper-evident log of significant account and booking actions.

4.4 Information we create

Booking and request identifiers, status history, and timestamps.
Anti-abuse records tied to an email address: how many bookings it has made, whether any were flagged as fake, and any temporary block. We use these records only to prevent fake or abusive bookings, never to make decisions about you in any other context.
Short-lived rate-limit counters, some keyed to an email address. They are deleted automatically after about 25 hours.

5. The manage token

When Canopy creates a new booking or request, it returns a manage token to your AI assistant along with the booking or request number. It is a 32-character code generated with a cryptographic function from our secret key and the booking details.

Why it exists. Booking numbers are not secret: they appear in email links and can be repeated. The manage token proves that the conversation asking about a booking is the one that created it. Without it, Canopy will not tell anyone the status of a request or let anyone move a booking through an AI assistant.
What it unlocks. Checking a request's status (which returns the customer's name, the job notes, the Business's reply, and any approved time) and rescheduling a booking. When a preferred-times request becomes a booking, the status check also returns a manage token for that booking. It does not allow cancelling.
Where it lives. It lives only in your conversation with your AI assistant. We do not store it, log it, or send it to our booking database or to the Business. Because it is in your conversation, the company that runs your assistant can see it, as it can see the rest of your conversation.
It is issued once. It is returned only in the response that created the record, not if the same request is repeated.
It works only on the same platform. A token issued in ChatGPT will not work through Claude, and the reverse.
If it's lost. We do not keep a copy and do not reissue tokens. If you lose the conversation or the token, you cannot check or move that booking through an AI assistant. Your booking itself is not affected. Your Canopy emails still show the Business and the appointment details, and you can contact the Business directly to check, change, or cancel it.
Treat it like a key. Anyone who has the token and the booking number can, through the same AI platform, see the request details and move the booking. Don't paste it elsewhere. If you share a conversation (for example, with a "share chat" link), the token goes with it.
If we change our security keys, existing tokens may stop working.

6. How we use information

We use information to:

create, confirm, write, reschedule, and report on the appointments and callbacks you request;
send transactional emails: confirmation codes, booking confirmations, changes, cancellations, failures, and "This wasn't me" handling;
let Operators receive and manage requests, and keep their connected systems in sync;
prevent fraud, fake bookings, and abuse, and keep Canopy secure;
run the Operator pilot described in Section 9;
understand and improve Canopy using totals and counts (for example, how many requests each platform sends), not individual profiles;
comply with law and enforce the Canopy Terms of Service.

We do not sell personal information, share it for cross-context behavioral advertising, use it for targeted advertising, or use it to train or fine-tune AI models. Canopy does not send your information to any AI model provider that we hire. The only AI involved is the assistant you choose to use.

We do not send marketing email to customers. We do not send text messages.

7. Who receives information

The Business you chose. It receives your name, email, phone (if given), notes, and appointment details, in its CRM and in notification emails. With an instant booking, the Business receives nothing until you confirm. With a preferred-times or callback request, the Business receives your request when you send it. Once the Business has your information, its own privacy practices apply to its use of it. Copp Oak does not control how the Business uses its own CRM.
Your AI assistant. Canopy's responses, including booking status and, for the holder of the manage token, your name and job notes, go back to the assistant that called Canopy. Your assistant's provider handles that information under its own terms.
Service providers working for us, under contracts that limit their use of the information:

Provider	What it does for Canopy
Supabase	Database and Operator sign-in.
Amazon Web Services (US East, N. Virginia)	Transactional email (Amazon SES); encryption keys (KMS); the secure service that holds CRM credentials and talks to CRMs; security audit logs (CloudTrail); alerts.
Railway	Hosts the Canopy booking API.
Google, Microsoft	Operator sign-in only.

Connected CRMs (Jobber, GoHighLevel, HubSpot, Salesforce). These are the Operator's own systems. We send them the appointment and customer details for bookings made through Canopy.
Legal and safety. We may disclose information when we reasonably believe it is required by law or legal process, or needed to protect someone's safety, to investigate fraud or security incidents, or to establish or defend legal claims.
Business transfers. If Copp Oak is involved in a merger, acquisition, financing, or sale of assets, information may transfer under confidentiality protections. The new owner must honor this policy for information collected under it.

8. AI platforms are independent

Canopy works inside AI assistants run by other companies, including OpenAI (ChatGPT), Anthropic (Claude), xAI (Grok), and the provider of Muse. We do not control those platforms. Your prompts, the assistant's replies, the manage token, and anything else in the conversation are collected, stored, and used by that company under its own terms and privacy policy, including any rules about chat history, sharing, and model training. Review the platform's settings and policy. Deleting information from Canopy does not delete it from your AI conversation, and the reverse is also true.

An AI assistant can make mistakes, for example about which Business it picked or what time you said. Before you confirm by email, check that the Business, service, and time are right. Only you, by confirming from your email, can turn an instant booking into a confirmed request. An AI assistant cannot confirm on your behalf.

9. Operators: the Canopy pilot

During the Canopy pilot, Canopy is free for Operators. We use pilot records, and the bookings and requests that come through Canopy, to operate the pilot, support Operators, and show the pilot's results to the Operator. We do not share that information outside Copp Oak except with the recipients in Section 7.

10. How long we keep information

Canopy does not currently delete booking, request, or customer records automatically. We keep them only as long as they are needed for the purposes in this policy, and we delete them when you ask, subject to the exceptions below.

Information	How long
Unconfirmed holds	The hold expires after 15 minutes. The expired record stays in our database until it is no longer needed or you ask us to delete it.
Confirmation codes (hashed)	Expire after 10 minutes and can no longer be used. The hashed record is kept with the booking record.
Customer details on bookings and requests (name, email, phone, ZIP, notes)	Kept with the booking or request record until it is no longer needed or you ask us to delete it.
Anti-abuse records tied to an email address	Kept while needed to prevent fake or abusive bookings.
Rate-limit counters	About 25 hours, then deleted automatically.
Tamper-evident audit log	Kept permanently. By design, entries in this log cannot be edited or deleted, including by us, so that the record of what happened to an account or booking can be trusted.
Operator account and business details	While the account is active, and afterward only as long as needed to close out the account, resolve disputes, or meet legal obligations.
Encrypted CRM credentials	Until the Operator disconnects the CRM or closes its account.
AWS security audit logs	400 days.
Connector-vault operational logs (no customer content)	3 months.

We may keep a limited record longer if the law requires it, to resolve a specific dispute, or to establish or defend a legal claim.

11. Security

Our safeguards include:

encryption in transit (TLS);
encryption of CRM credentials with keys held in a separate AWS key-management service, not in our database;
required multi-factor authentication for Operator and administrative accounts;
hashing of confirmation and recovery codes;
access limits so each Operator sees only its own data;
logs designed to exclude request contents, credentials, and tokens.

No system is perfectly secure. Report security issues to support@coppoak.com. Do not include passwords, tokens, or other secrets in your report.

12. Your choices and rights

Don't confirm. If you don't confirm an instant booking, it expires and the Business receives nothing.
"This wasn't me." If you get a Canopy email for a request you did not make, use the "This wasn't me" link. It releases the hold.
Cancel or change. Canopy cannot cancel a booking: none of Canopy's tools cancel appointments. To cancel, contact the Business directly. An AI assistant can reschedule a booking through Canopy only if it has the manage token from the conversation that created it.
Access, correction, deletion, and copies. You can ask to see, correct, or delete the personal information Canopy holds about you, or to get a copy, subject to legal exceptions. Entries in our tamper-evident audit log cannot be deleted (see Section 10). Deleting information from Canopy does not delete it from the Business's CRM or from your AI platform. For those, contact the Business or the platform directly. We will tell you which Business received your information so you can contact it.
How to ask. Email support@coppoak.com with the subject "Privacy Request," and tell us the email address you used with Canopy. We will verify your request by writing to that address. We do not ask for passwords or ID documents to verify you. We aim to respond within 45 days. If we decline your request, you can appeal by replying with "Privacy Appeal." We will answer within 45 days and tell you how to contact your state attorney general if you disagree.
No discrimination. We will not treat you differently for exercising these rights.
Opt-out signals. We do not sell or share personal information for targeted advertising, so there is nothing to opt out of. We honor Global Privacy Control signals where the law requires.

Residents of some states, such as California, Virginia, and Colorado, have additional rights under state law. We honor the requests above for everyone in the United States.

13. Cookies

The Canopy service (the connector, confirmation pages, and Operator dashboard) uses only cookies that it needs to work:

the Operator sign-in session;
a short-lived cookie (10 minutes) on the confirmation page for the booking you just confirmed;
a security cookie used while an Operator connects a CRM.

The Canopy service uses no advertising, analytics, or tracking cookies, and no third-party tracking pixels.

The informational pages at canopy.coppoak.com, including this policy, are served by the Copp Oak website. That website currently loads the Meta Pixel, which lets Meta Platforms record visits to its pages for advertising measurement. It is not used on the Canopy connector, confirmation pages, or Operator dashboard, and Canopy does not send booking or customer information to Meta.

14. Children

Canopy is for adults aged 18 or over. It is not directed to children, and we do not knowingly collect information from children under 13. If you believe a child has used Canopy, contact us and we will delete their information.

15. Where information is processed

Canopy is operated from the United States and offered only in the United States. Our Amazon Web Services resources for Canopy run in the US East (N. Virginia) region.

16. Changes

We will post any change on this page and update the date at the top. If a change materially affects how we use information we already have, we will notify Operators by email at least 30 days before it takes effect, and we will ask for consent where the law requires it.

17. Contact

Copp Oak LLC
Attn: Privacy, Canopy
c/o Republic Registered Agent LLC, 2807 N Parham Rd Ste 320, Henrico, VA 23294
Privacy requests and support: support@coppoak.com (subject "Privacy Request" for privacy requests)