Privacy Policy · Ultimate Business Machines

Last updated: October 1, 2026

Who we are

Ultimate Business Machines ("UBM", "we", "us") is an online platform that small businesses use to keep their customer records, answer new leads, run surveys, take bookings, message their team and their customers, run jobs, and more. It is made by Maguire Studio in San Diego. The business responsible for it is Ultimate Business Machines LLC, an Oklahoma limited liability company.

This policy covers this website and the platform behind it, and two kinds of people: the businesses that hold an account with us, and their team members ("account holders"); and the customers of those businesses, whose details a business keeps or collects with UBM.

What we collect

Account details. Your company's name, and the name, email address, role and password of each person on your team. Passwords are stored only as a scrypt hash, never as the password itself.
What your business puts in. The customer list and its history (names, email addresses, phone numbers, addresses, notes), survey questions and answers, leads, bookings, projects, jobs, time entries, photos and files, quotes, invoices and documents, and the other records your team keeps. Your business decides what goes in.
Messages. Emails sent through UBM, the replies that come back, and each email's address, time and delivery status. For a text, a record that someone at the business opened it in their own texting app: who, to which number, when, and the words. UBM doesn't send texts, so it can't see whether a text was sent or delivered, or what the person replied. For a review request, whether its review link was opened and any private note the customer sent back; and your team's own messages in Comms Hub.
Connections. If your business connects Google (Forms, Calendar or Drive), the access it grants, so UBM can read and write those items for you. A website address you ask us to check, and the addresses you plan routes between.
Payments. We don't collect card numbers. Your customers pay you through your own payment link (for example Stripe, Square or PayPal), under that provider's terms.
Usage and devices. Our host's request logs (IP address, browser, the page asked for and when); an audit log of important actions inside each account; a sign-in cookie that keeps you logged in; and your company ID, which your browser remembers on your own device.
Visitors to this website. We don't use advertising or analytics trackers. Pages load their fonts from Google Fonts, so Google receives your IP address when you visit.

How we use it

To run the service: store, show and send what your business asks us to.
To sign you in and keep each account secure.
To send the emails a business asks us to send on its behalf, to write the texts its team sends from their own phones, and to record replies to emails and opt-outs, including a request to stop texting that the business records.
To send account messages, such as a password reset or an answer to a help request.
To run the AI features a business turns on (see below).
To help when you ask, to keep the service working, and to prevent abuse and meet legal duties.

We don't sell personal information, we don't share it for cross-context behavioral advertising, and we don't use a business's customer information for our own marketing.

If you're a customer of a business on UBM

The business you dealt with decides what it collects about you and how it uses it. We hold and process that information on the business's behalf, as its service provider. To see, correct or delete what a business holds about you, ask the business first. If you can't reach it, contact us and we will pass your request on and help it respond.

AI features

Some features use AI: drafting a reply to a lead, reading survey answers for common themes, the assistant that answers questions about your account, and actions the AI takes on its own within limits your administrator sets. When one runs, the text it needs, such as a lead's name and message, survey answers or the records it was asked about, is sent to an AI provider to produce the answer.

Each company can pick its AI provider in Settings, Anthropic (Claude) or DeepSeek, or leave it on Automatic. A company that picks one gets only that one: if it becomes unavailable, the AI features stop rather than send anything to the other. Automatic uses whichever is set up on the platform, Claude first, so a company on Automatic can have its requests go to either. One exception: the check of what AI search says about a business always uses Claude, for its web search, and sends it only the questions set up for that check, never customer records. DeepSeek says in its own privacy policy that it stores data on servers in the People's Republic of China. We don't train AI models on your data.

Who helps us run it

These companies process information for us, each only for its own job:

Vercel hosts the website and the platform, and keeps the request logs.
Neon runs the database where account information is stored.
Resend sends email.
Google provides Google Forms, Calendar and Drive for businesses that connect them; Maps routing, places and map images for Logistics; PageSpeed checks for SEO & AEO; and the fonts on this website.
Anthropic and DeepSeek provide the AI features.
Yelp provides a business's public reviews, when the business asks us to show them.

None of them sends text messages for us: texts go from a business's own phone (see Text messages), so phone numbers aren't shared with a texting provider. Sending texts through a provider may be added later; if it is, we'll update this page before any text is sent that way. When this list changes, we update this page. We may also disclose information when the law requires it, to protect someone's safety or the service, or to a buyer if the business that runs UBM is sold, in which case this policy continues to apply.

Text messages

A business on UBM texts its customers from its own phone. When someone at the business wants to text you, for example about a booking, your inquiry or a job, UBM writes the message and opens the texting app on that person's phone with the message filled in. They press send. UBM itself doesn't send text messages, and it doesn't send automatic or group texts.

So a text from a business on UBM comes from that business's own phone number, and your replies go straight to that phone. The business is the sender. It is responsible for having your consent to text you, and for honoring a request to stop. Our terms allow it to text only people who gave it their number and agreed to get texts.

Msg & data rates may apply.
Reply STOP to any text to opt out, or tell the business another way. Your reply goes to the business's phone, not to UBM, so the business has to act on it. Once it records your request in UBM, UBM won't open another text to your number for that business.
For help, contact the business directly, for example by calling the number the text came from.

UBM keeps a record that a text was opened: who opened it, to which number, when, and the words. It can't see whether the text was actually sent or delivered, or what you replied.

Your phone number isn't shared with a texting provider, because UBM doesn't use one to send texts. No mobile information is shared with third parties or affiliates for their marketing or promotional purposes, and text-messaging opt-in data and consent are never shared with any third party.

How long we keep it

We keep an account's information while the account is open. After an account is closed, we delete its information within 90 days, unless the law requires us to keep part of it longer. Request logs and database backups are kept by our hosting providers for a limited time set by their service plans, and are then deleted on their own schedule. A business can delete its own records from inside UBM at any time.

Your choices and rights

You can ask to see the personal information we hold about you, to correct it, to get a copy, or to have it deleted. Account holders can view and change most of their business's information themselves, and export the customer list and survey answers, from inside UBM. Customers of a business should start with that business (see above).

If you live in California, you have these rights under the California Consumer Privacy Act, including the right to know what we collect and why, to delete and correct it, and not to be treated differently for using them. We don't sell or share personal information as that law defines it. We answer requests within 45 days, after checking that the request comes from you or someone you've authorized.

Do Not Track: this site doesn't track you across other websites, so it doesn't change what it does when your browser sends a Do Not Track signal.

Deleting your information

Account holders: ask through the Help center in your dashboard. We'll confirm with your administrator and delete the account and its information within 45 days.
Team members: your administrator can remove you from the account, or you can ask us.
Customers of a business: ask the business. If you can't reach it, contact us and we'll pass the request on.

Keeping it safe

Everything travels over HTTPS, passwords are hashed, and each business's information is kept apart from every other business's. Our own admin tools never open a business's surveys or its customers' answers; if we reset a password to get someone back into their account, that reset is written into the business's own audit log. No system is perfectly secure, so if a breach affects your information we will tell you as the law requires.

Children

UBM is for businesses and is not directed at children under 13. We don't knowingly collect personal information from them. If you think a child's information has been sent to us, contact us and we'll delete it.

Changes to this policy

When we change this policy we'll post the new version here with a new date. If a change is significant, we'll also tell account holders by email or in the dashboard at least 30 days before it takes effect.

Contact us

Ultimate Business Machines LLC, an Oklahoma limited liability company.

Account holders can reach us from the Help center in the dashboard. If you don't have an account, ask the business you dealt with, or any business that uses UBM, to pass your message to us through the Help center in its dashboard. We'll reply through that business.