Privacy Policy

1. Introduction

AIEmply ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI receptionist service, including our website, mobile applications, and related services (collectively, the "Service").

By using our Service, you agree to the collection and use of information in accordance with this policy. We are based in the United States and operate globally, complying with applicable data protection laws including GDPR and CCPA.

2. Information We Collect

We collect information that you provide directly to us and information that is automatically collected when you use our Service:

2.1 Information You Provide

Account Information: Name, email address, phone number, company name, and website
Business Information: Industry, use case, project details, and plan interest
Payment Information: Billing address and payment details (processed securely through our payment processor)
Communication Data: Information you provide when contacting our support team

2.2 Automatically Collected Information

Usage Data: How you interact with our Service, including pages visited, features used, and time spent
Device Information: IP address, browser type, device type, operating system, and unique device identifiers
Call Data: Call logs, call duration, call transcripts, and call recordings (processed through our third-party voice orchestration provider)
CRM Integration Data: Information synced from your CRM systems, calendars, and other integrated tools

3. How We Use Your Information

We use the information we collect to:

Provide, maintain, and improve our Service
Process your requests, transactions, and manage your account
Enable AI voice agents to answer calls, qualify leads, and schedule appointments
Sync data with your CRM systems, calendars, and other integrated tools
Send you service-related communications, updates, and notifications
Respond to your inquiries, comments, and support requests
Monitor and analyze usage patterns to improve our Service
Detect, prevent, and address technical issues and security threats
Comply with legal obligations and enforce our Terms of Service

4. How We Use Voice Data

We use voice recordings and transcripts solely to provide the Service to you (e.g., to answer calls, book appointments, and sync data to your CRM).

Important: We do NOT use your specific customer voice data to train our general AI models. Your conversations remain private to your account.

Text Messaging (SMS) and Mobile Information

When you provide your mobile number and opt in to receive text messages from AIEmply, we use that number and the consent you gave us only to send the messages described in our SMS Terms & Opt-Out: replies to your texts, confirmations and reminders for consultations you book, follow-ups on a conversation you started, and account and onboarding updates once you are a customer. Message frequency varies. Message and data rates may apply. Reply STOP at any time to opt out and HELP for help.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support roles, such as the messaging platform that delivers our texts, is limited to what is needed to deliver the service. All other categories of use exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Text conversations handled by an AI SMS Employee on behalf of one of our customers are sent from that customer's own business number under that customer's messaging program and privacy policy. We process those messages solely to provide the Service to that customer, store them for as long as the customer's account requires, and never use them to train general AI models.

5. Third-Party Service Providers

We use trusted third-party service providers to help us operate our Service. These providers are contractually obligated to protect your information and use it only for the purposes we specify:

4.1 Voice Orchestration & AI Processing

Retell AI / Vapi: Voice orchestration and call handling. Retell AI processes call recordings and transcripts on our behalf.
OpenAI / Anthropic: Large language models (LLMs) that power our AI voice agents. These providers process conversation data to generate responses but do not use your data to train their models (as per our agreement).

4.2 Telephony Services

Twilio / Telnyx: Telephony services that handle voice calls and SMS messaging. These providers process call metadata and voice data.

4.3 Payment Processing

Payment Processor: A PCI-compliant third-party payment processor handles subscription payments and billing. Payment card information is processed securely and is not stored on our servers.

4.4 Other Service Providers

We may also use other service providers for analytics, hosting, email delivery, and customer support. All providers are required to maintain appropriate security measures and comply with applicable data protection laws.

6. Call Recording Compliance

Our Service uses Retell AI to handle voice calls. Retell AI may record calls and create transcripts for the purpose of providing our Service. These recordings and transcripts are stored by Retell AI and are accessible to us for Service management purposes.

You acknowledge that you are responsible for compliance with all applicable laws regarding the recording of telephone calls. Depending on your jurisdiction, this may require you to configure the AI agent to announce that the call is being recorded (e.g., in two-party consent states like California).

7. Data Retention

We retain recordings and transcripts for as long as your account is active or as needed to provide you the Service. You may request deletion of specific data or your entire account by contacting us at [email protected].

8. Data Security

We implement enterprise-grade security measures to protect your information:

Encryption: All voice conversations and data transmissions are encrypted using industry-standard encryption protocols
Access Controls: We limit access to your data to authorized personnel who need it to provide the Service
Secure Infrastructure: Our Service is hosted on secure, compliant cloud infrastructure
Regular Audits: We conduct regular security audits and assessments to identify and address vulnerabilities
GDPR-Ready: Our Service is designed to be GDPR-compliant, with appropriate data protection measures in place

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to maintaining the highest standards of data protection.

9. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

7.1 GDPR Rights (EU/EEA Users)

Right to Access: Request a copy of your personal data
Right to Rectification: Request correction of inaccurate data
Right to Erasure: Request deletion of your data ("right to be forgotten")
Right to Restrict Processing: Request limitation of how we process your data
Right to Data Portability: Request transfer of your data to another service
Right to Object: Object to processing of your data for certain purposes

7.2 CCPA Rights (California Users)

Right to Know: Request disclosure of what personal information we collect and how we use it
Right to Delete: Request deletion of your personal information
Right to Opt-Out: Opt-out of the sale of personal information (we do not sell personal information)
Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

7.3 How to Exercise Your Rights

To exercise any of these rights, please contact us at:

Privacy Inquiries

[email protected]

We will respond to your request within 30 days (or as required by applicable law).

10. Children's Privacy

Our Service is available to users of all ages. We do not knowingly collect personal information from children under 13 without parental consent. If you believe we have collected information from a child under 13, please contact us immediately, and we will take steps to delete such information.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. We ensure that appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable data protection laws.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

AIEmply

5900 Balcones Drive STE 100
Austin, TX 78731
United States