Sherwood Software Solutions
Legal

Privacy Policy

Effective date: October 15, 2026

Sherwood Software Solutions LLC ("Sherwood," "we," "us"), a California limited liability company, operates the website at sherwoodsoftware.ai (the "Site"). This Privacy Policy explains what information we collect through the Site, how we use it, and the choices you have.

1. Information we collect

Consultation inquiries. When you submit our consultation form, we collect the information you provide: your name, your business name, your business website (optional), your business email address, and your description of what you would like to improve or build. We also record the page from which you submitted the form and the date and time of your submission. When your inquiry is received, our systems send us an internal email notification containing the information you submitted.

Free SEO audit requests. When you request a free SEO audit, we collect your name, your business name, the website you would like us to review, your business email address, and, if you choose to give them, your phone number and any notes. Your request is handled in the same way as a consultation inquiry, including the internal email notification and the option to schedule a time to go over the results. To prepare the audit, we review your website's publicly available pages; we do not log in to your website or any of your accounts.

Job applications. When you apply for a position through our careers page, we collect the information you provide: your name, your email address, your phone number and a LinkedIn profile or resume link if you choose to give them, a resume file if you choose to upload one, your answers to our screening questions (your years of sales experience, whether you are comfortable with an independent contractor, commission-only arrangement, whether you are authorized to work in the United States, and whether you live in California), and your description of your sales experience. We also record the date and time of your submission. When your application is received, our systems send us an internal email notification containing your answers and, if you uploaded a resume, a link to it that expires after a limited time. Resume files are kept in private storage on our hosting platform and are not publicly accessible. Please do not include government identifiers, such as a Social Security number, or financial account details in your resume or answers.

Consultation scheduling. If you choose to schedule a consultation after submitting an inquiry, we record your selected appointment time and the timezone your browser reports, and we create a calendar event for the appointment. Scheduling does not ask you for any additional personal information. To keep your scheduling session working across page refreshes, the Site stores a reference to your inquiry (an internal request identifier and the email address you submitted) in your browser's local storage; this stored reference expires automatically and you can remove it at any time by clearing your browser's site data.

Voice and chat assistant. If you choose to talk with the AI voice assistant on the Site ("Talk to Sherwood"), your browser asks for access to your microphone, and your voice is sent to our AI service provider, which processes it to understand you and to generate spoken replies. Sherwood does not record or store the audio of the conversation, and does not store a transcript of it, with one exception: if you are an existing Sherwood client and verify yourself during the conversation with your client code and last name, the conversation from that point on is saved to your client account so we can help you next time. If you ask the assistant to set up a consultation, the details you give it (your name, business name, business email, business website if you give one, and what you would like to improve or build) are submitted and handled in the same way as the consultation form, and any appointment you book is handled as described under Consultation scheduling. To limit usage, we keep a count of voice sessions started and the page each was started from; this count does not include your voice, your words, or your identity. If you chat with the assistant by text instead, your messages are sent to our AI service provider in the same way to generate replies, and Sherwood does not store the conversation, except that a conversation with an existing Sherwood client who verifies with their client code is saved to their client account in the same way. To limit usage, we also keep a count of chat conversations started and the page each was started from, without their content.

Interactive demonstrations. Our Demonstration Center includes interactive demonstrations. What is processed when you use them is described in Section 4.

Automatic technical information. Our hosting platform collects limited technical information when you visit the Site, described in our Cookie Policy. With your consent, we also use Microsoft Clarity, an optional analytics tool described in our Cookie Policy, to understand how visitors use the Site. We have not installed any advertising or cross-site tracking tools on the Site.

A note on sensitive information. Our forms and demonstrations are intended for ordinary business inquiries and exploration. They are not intended for sensitive, confidential, or regulated information, such as health or patient information, government identifiers, financial account details, or information protected by professional or legal obligations, and we ask that you not enter such information. If you nonetheless choose to enter information, it is handled as described in this Policy.

2. How we use your information

We use the information you submit to review your inquiry, prepare any free SEO audit you request, respond to you by email or by phone if you gave us your number, arrange and conduct your consultation, and manage our relationship with your business, including tracking your inquiry and any scheduled consultation in our internal sales records. We use job application information only to review your application, contact you about it, and, if we work together, set up that relationship. We use demonstration usage information to operate the demonstrations and understand how they are used. We do not sell your personal information, and we do not use it for third-party advertising.

3. How your information is shared

We share information only as needed to operate the Site and provide the services described above:

  • Hosting and infrastructure. The Site and its data are hosted on the Base44 platform (base44.com). Information you submit is stored on that platform, and the platform's email service delivers our internal notifications about inquiries and bookings. The platform also performs its own operational telemetry, described in our Cookie Policy.
  • Google (calendar and meetings). When you schedule a consultation, we create a Google Calendar event on our company calendar containing the details needed to hold the meeting, such as your name, your email address, your business name, and the appointment time, and Google generates a Google Meet link for the meeting. Google sends you the calendar invitation and reminder emails directly. Google processes this information under its own terms and privacy policy.
  • AI service provider (voice and chat assistant). When you use the assistant, your voice or messages and the conversation are processed by a specialized AI service provider to operate the assistant. The provider processes this information under its own terms and privacy policy.
  • Internal sales records. If you schedule a consultation, we record your inquiry and appointment, including your description of what you would like to improve or build, in our internal customer relationship system, which we operate. This is an internal system, not a third-party marketing service.
  • Demonstration hosting. Our interactive demonstrations run on Sherwood Platform, software Sherwood builds and operates, and are served from platform.sherwoodsoftware.ai. The platform is hosted for us by Render (render.com), and conversations with demonstration assistants are processed by our AI service provider described above. Section 4 describes what is processed when you use a demonstration.
  • Fonts and page resources. The Site loads fonts and certain page resources from third-party content delivery services, described in our Cookie Policy, which means those services receive standard technical request information such as your IP address when the resources load.
  • Legal requirements. We may disclose information if required by law or to protect our rights, safety, or property.

We do not sell personal information, and we do not give it to third parties for their own advertising or marketing.

4. Interactive demonstrations

The Site includes a Demonstration Center. Two different kinds of experience appear there, and they work differently:

Guided walkthroughs. Some demonstrations on the Site are animated walkthroughs built into our own pages. They are populated entirely with fictional sample businesses and data, they do not ask you for information, and interacting with them does not collect anything beyond the automatic technical information described in Section 1.

Embedded interactive demonstrations. Some pages embed live interactive demonstrations, including chat and voice experiences. These run on Sherwood's own demonstration platform and are served from platform.sherwoodsoftware.ai. When you open a page containing one, your browser loads the demonstration from that subdomain, which receives standard technical request information such as your IP address. If you choose to interact, what you type or say is sent to our platform and to our AI service provider in order to generate responses. Sherwood does not store the text of demonstration chats or the audio of demonstration calls.

Demonstration usage information. Our demonstration platform records usage information that we can review: when demonstration conversations and calls start, the page they started from, how long calls last, and how much AI processing each reply used. It applies per-visitor and daily usage limits. This usage information does not include the content of your conversations.

Details you give a demonstration. Demonstration assistants show how a business would collect an inquiry, so they may ask for a name, phone number, or email address for their fictional business. If you give them, those details are saved in our demonstration system, where Sherwood can see them. We use them only to operate and review the demonstrations; they do not create a real request with Sherwood, and we do not contact you because of them. You are welcome to use sample details instead, and you can ask us to delete anything you entered by emailing john@sherwoodsoftware.ai.

Live builds from the Architect. If you choose See it live, the capabilities you selected and any business name, industry, goal, color and logo you entered are sent to our demonstration system, which uses an AI service provider to write sample website text and create a sample image for a sample business. Anything you type into a live build (such as a name, email or phone number, a booking, a help request, or a question to the team assistant) is processed by our AI service provider to run the demonstration, is kept only in that live build, and is deleted automatically 24 hours after it started. A logo you add is resized in your browser before it is sent, is shown only in your live build, and is deleted with it. Live builds never send emails, texts or notifications to anyone. Your website reference is never sent to a live build.

Demonstration phone and text features. Some demonstration experiences may display a demonstration telephone number that you can choose to call or text. If you use that feature, information associated with the interaction, such as your telephone number and the content you provide during the call or message, is processed through the demonstration system to provide the demonstration.

Microphone. On-page voice demonstrations may request access to your microphone when you choose to start a voice interaction. Your browser controls the microphone permission and allows you to accept or decline the request.

Demonstrations are simulations. The businesses, prices, availability, and other details in the demonstrations are fictional sample data, and notices in the demonstration experiences say so. A conversation with a demonstration assistant does not create a real appointment, quote, or business relationship with Sherwood or anyone else. Real consultations with Sherwood are booked only through the consultation scheduling flow described in Sections 1 and 3, either with the consultation form or by asking the Site's voice assistant described in Section 1. Neither is a simulation.

Demonstrations are intended for exploring Sherwood's demonstration capabilities, not for submitting sensitive, confidential, or regulated information. Please do not enter or communicate such information through a demonstration.

5. Retention

We retain inquiry, scheduling, and related business records for as long as reasonably needed for legitimate business purposes, including responding to you, providing services, maintaining business records, and complying with legal obligations. We keep job applications, including any resume file, for as long as reasonably needed to consider you for current and future openings, and you may ask us to delete your application at any time by emailing john@sherwoodsoftware.ai. We do not currently apply fixed automatic deletion schedules.

6. Your choices and requests

You may request access to, correction of, or deletion of personal information we hold about you by emailing john@sherwoodsoftware.ai. We will review and respond to requests as applicable, subject to legitimate business retention needs and applicable law.

7. California residents

Sherwood is a California business. If you are a California resident, you may submit the requests described in Section 6 to the same contact address, and we will handle them as described there. The factual statements in this Policy about what we collect, how we use it, and with whom we share it apply equally to California residents.

8. Children

The Site is a business-to-business website intended for adults. It is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, contact us and we will address it.

9. Security

The Site relies on the infrastructure and access controls of the hosting platform and service providers described in this Policy. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Changes to this Policy

We may update this Policy from time to time. The effective date above reflects the current version. Material changes will be posted on this page.

11. Contact

Sherwood Software Solutions LLC

Email: john@sherwoodsoftware.ai

This site uses essential browser storage to function. With your consent, Sherwood also uses Microsoft Clarity, an optional analytics tool, to understand how visitors use the Site. Set your preference for this and any other optional technology, or read the Cookie Policy.