Privacy Policy
Last updated: April 12, 2026
Pedraza Surveying, LLC (dba Tejas Surveying) operates the Pedraza Ops platform and the Elena virtual assistant system. This privacy policy describes how we collect, use, store, and protect your data when you interact with our services, including our website, operations platform, phone system, and chat widget.
1. Data We Collect
1a. Operations Platform (Internal)
- Employee accounts (name, email, role)
- Project and client information (addresses, contacts, project details)
- Financial data (invoices, billing amounts, payment status)
- Time tracking entries
- Field photos and notes uploaded by crew members
1b. Phone Calls (Elena Voice System)
- Call recordings — inbound calls may be recorded for service quality and training purposes
- Voiceprint data — voice characteristics may be collected and processed to identify returning callers. Voiceprints are classified as biometric identifiers under Texas Business & Commerce Code § 503.001 (CUBI)
- Caller phone number, call duration, and call metadata
- Conversation transcripts generated by our AI assistant
- Contact information provided during the call (name, company, property address, project details)
1c. Web Chat (Elena Chat Widget)
- Device fingerprint — a hash computed from your browser characteristics (user agent, screen resolution, timezone, browser language) used to recognize returning visitors. No raw browser data is stored; only the computed hash.
- Chat transcripts and messages exchanged with our AI assistant
- Contact information you provide during the conversation
- A first-party cookie (
elena_fp) to maintain session continuity
2. Purpose of Collection
All data described above is collected solely for the following purposes:
- Service personalization — recognizing returning clients so we can provide informed, relationship-quality service without asking you to repeat yourself
- Intake management — recording your survey inquiry so our team can follow up promptly with a proposal
- Project communication — providing status updates on active projects
- Internal operations — managing projects, scheduling, billing, and quality control
We do not use your data for advertising, marketing to third parties, or any purpose beyond operating our surveying business.
3. Retention Schedule
Data Retention Schedule| Data Type | Retention Period |
|---|
| Voiceprints (biometric) | 1 year from last interaction, then permanently deleted |
| Call recordings | 90 days unless flagged for project reference |
| Chat transcripts | 1 year from interaction |
| Device fingerprints | 1 year from last session |
| Project and financial records | Indefinite (business and legal compliance) |
| Employee account data | Duration of employment; removed upon request after separation |
4. Third-Party Processors
We use the following third-party services to process data:
- Microsoft Azure Cognitive Services — for voiceprint processing (speaker recognition) only. Audio is processed under a Microsoft data processing agreement and is not retained by Azure beyond the processing session.
- Twilio — for telephone call routing and recording
- Anthropic — for AI conversation processing (chat and voice transcripts)
- Intuit QuickBooks Online — for invoice synchronization and accounting
- Supabase — for database hosting and authentication
- Vercel — for application hosting
We do not sell, lease, or distribute your data to any third party. Data is shared with the processors listed above solely to the extent necessary to provide our services.
5. Biometric Data (Texas CUBI Compliance)
Under Texas Business & Commerce Code § 503.001, voiceprint data is a biometric identifier. We collect voiceprints to recognize returning callers and provide personalized service. Before any voiceprint data is collected, callers hear a recorded disclosure at the beginning of every call. By remaining on the line after the disclosure, you consent to voiceprint collection and processing.
Voiceprint data is:
- Stored securely with encryption at rest
- Never shared with any party beyond Azure Cognitive Services
- Automatically flagged for deletion after 1 year of inactivity
- Permanently deleted (hard delete) upon expiration or upon your request
6. Data Storage and Security
All data is stored in secured databases with encryption at rest and in transit. Authentication tokens for third-party services are stored server-side and are never exposed to client applications. Access to the operations platform is controlled by role-based permissions.
7. Your Rights
You may request:
- A copy of the personal data we hold about you
- Deletion of your personal data, including voiceprints and device fingerprints
- Correction of inaccurate personal data
To submit a data request, contact us at the address below. We will respond within 30 days.
8. Contact
For privacy-related questions or data requests, contact:
Jose A. Pedraza, President
Pedraza Surveying, LLC
info@pedrazasurveying.com
(281) 240-9099
1810 First Oaks Street, Suite 220
Richmond, Texas 77406