Privacy Policy
Who we are
Phantom OS is a suite of software tools for funeral homes, operated by Phantom OS LLC, a Massachusetts limited liability company. Phantom Crew, the staffing-coordination product within the suite, is the service that sends SMS messages to funeral home staff. For all matters related to this policy, contact [email protected] or write to:
Phantom OS LLC
128 Revere St
Revere, MA 02151
Information we collect
- Funeral home name, address, billing contact
- Director names, emails, hashed login passwords
- Staff names and mobile phone numbers added to a funeral home's roster by an authorized director
- Service-related data: decedent name, service dates, venues, assigned roles
- SMS delivery metadata (timestamps, message IDs, status) for the invitations Phantom Crew sends on a funeral home's behalf
How we use SMS — consent, opt-in, and message flow
Phantom Crew sends SMS only to staff who have explicitly opted in via SMS reply. The opt-in process is:
- A funeral home's director adds a staff member's name, role, and mobile number to Phantom Crew's bench (the staff member has previously agreed in writing or by signed paper roster to be on the funeral home's staffing call list).
- Phantom Crew automatically sends a one-time consent-request SMS to the staff member. The message identifies the funeral home, describes the service-assignment SMS they may receive, discloses message frequency (typically 2–5 per week), and asks the staff member to reply YES to confirm.
- Only after the staff member replies YES does their record's consent status become "confirmed" and become eligible to receive service-assignment SMS.
- When the director assigns a confirmed staff member to a specific service, Phantom Crew sends a single SMS containing: the decedent's name, the event (wake / funeral / committal), the service date and time, the role being asked, and a tap-to-confirm/decline link.
- A staff member may opt out at any time by replying STOP to any message. Replying HELP returns support information. Phone numbers and opt-out preferences are honored immediately and indefinitely.
Message frequency: typically 2–5 messages per week per staff member, only when they are being asked to work a service. Msg & data rates may apply. Phantom Crew does not send promotional, marketing, or recurring-broadcast SMS. Every message is tied to a specific service assignment.
How we share information
Phantom Crew uses Twilio Inc. as its SMS delivery provider. Phone numbers and message bodies are transmitted to Twilio solely for the purpose of delivering the SMS. We do not sell, rent, or share staff mobile phone numbers or SMS opt-in data with any third party for marketing, advertising, or any unrelated purpose.
Data retention
Service and invitation records are retained while a funeral home maintains an active Phantom OS subscription, plus 90 days after cancellation, so funeral homes can recover data if they reactivate. After that window, records are deleted. Funeral homes may request earlier deletion at any time by emailing [email protected].
Security
Passwords are stored as bcrypt hashes. Phantom Crew runs on encrypted storage with restricted access. Twilio SMS credentials and any other third-party API keys are stored with file-system permissions limited to the application user.
Your rights
Staff members may opt out of SMS at any time by replying STOP. Reply HELP for support. Staff may also ask the funeral home director who added them to remove them from the roster. Funeral homes can request export or deletion of their data by emailing [email protected].
Changes to this policy
If we materially change how data is used, we will update the "last updated" date at the top of this page and notify funeral home administrators by email.