Privacy Policy

This Privacy Policy explains how SoCal United AI Business Solutions ("Company," "we," "us," or "our") collects, uses, shares, and retains information in connection with our artificial intelligence agent services, our website, and our customer portal (collectively, the "Services").

1. WHO THIS POLICY COVERS

This Policy applies to three groups, and our role differs for each:

• Subscribers — businesses that purchase and configure an AI Agent. We act as the business responsible for Subscriber account information.
• Callers and other individuals who speak or message with an AI Agent operated on behalf of a Subscriber. We process this information as a service provider to that Subscriber, acting on that Subscriber's instructions and configuration.
• Website visitors who browse our site, request a demonstration, or use the customer portal.

If you interacted with an AI Agent belonging to one of our Subscribers, that Subscriber determines what the agent asks, what it records, and how the resulting information is used. Privacy requests about that information should be directed to that business, and we will assist it in responding.

2. INFORMATION WE COLLECT FROM SUBSCRIBERS

• Business and contact details, including company name, contact name, email address, telephone number, business address, industry, and website.
• Account credentials and authentication information for the customer portal.
• Billing information, including subscription plan, billing term, transaction history, and invoices. Card details are handled by our payment processor and are described in Section 8.
• Configuration content supplied by the Subscriber, which may include greetings, scripts, business hours, service descriptions, pricing, frequently asked questions, intake questions, escalation and transfer instructions, and the names and contact details of the Subscriber's staff.
• Support requests, change requests, and related correspondence.

3. INFORMATION COLLECTED THROUGH THE AI AGENTS

When an AI Agent handles a telephone call, text message, or other interaction, the following may be collected, depending on how the Subscriber has configured the agent:

• Telephone number, name, and email address of the individual interacting with the agent.
• Audio recordings of calls, and written transcripts of those calls.
• Automated summaries, categorizations, and outcome notes generated from the interaction.
• Appointment details, including requested dates, times, locations, and services.
• Intake information the Subscriber has instructed the agent to collect.
• Text message content exchanged with the agent.
• Interaction metadata, including date, time, duration, call direction, and disposition.

4. INFORMATION COLLECTED AUTOMATICALLY

• IP address, browser type, device type, operating system, and referring page.
• Pages viewed, features used, and timestamps.
• Cookies and similar browser storage used to keep you signed in, remember preferences, and secure the portal. We do not use advertising cookies on the customer portal.

5. CALL RECORDING AND TRANSCRIPTION

Calls handled by an AI Agent may be recorded and transcribed. Recordings, transcripts, and summaries are stored and made available to the Subscriber whose agent handled the call.

California and several other states restrict the recording of telephone conversations without the consent of the participants. As stated in Section 31 of the Terms and Conditions, the Subscriber is responsible for determining what notices, disclosures, or consents its use of the AI Agent requires, and for ensuring those are given. This includes any notice that a call is being recorded and any disclosure that the caller is speaking with an automated system.

We do not sell recordings, transcripts, or the information contained in them. Service providers that process this content do so to deliver the Services and are contractually restricted from using it for their own purposes.

6. HOW WE USE INFORMATION

• To operate the AI Agents and deliver the Services the Subscriber has purchased.
• To transcribe, summarize, route, and deliver messages and interaction records to the Subscriber.
• To schedule, reschedule, and cancel appointments on the Subscriber's calendar.
• To process payments, issue invoices, and manage subscriptions and renewals.
• To provide support, respond to requests, and implement configuration changes.
• To monitor, troubleshoot, secure, and improve the Services.
• To detect and prevent fraud, abuse, and unlawful use.
• To comply with legal obligations and to establish, exercise, or defend legal claims, including responding to payment disputes as described in Section 23 of the Terms.

7. SERVICE PROVIDERS AND AI PROCESSING

Delivering the Services requires transmitting information to third-party providers. These currently fall into the following categories:

• Telecommunications and messaging providers, which carry calls and text messages.
• Voice and language model providers, which convert speech to text, generate the agent's responses, and produce synthesized speech and written summaries.
• Cloud hosting, database, and workflow automation providers, which store records and move information between systems.
• Scheduling providers, which manage calendar availability and bookings.
• Payment processing providers, described in Section 8.

We select providers that commit to using the information only to provide their service to us. Providers may change from time to time as the Services evolve.

8. PAYMENT INFORMATION

Payments are processed by our payment processor. Card numbers, bank account numbers, and similar payment credentials are submitted directly to that processor and are not received or stored by us. We retain the transaction record, the last four digits and card type where provided, billing contact details, and invoice history.

9. HOW WE SHARE INFORMATION

• With the Subscriber whose AI Agent collected the information.
• With service providers described in Section 7, for the purposes described there.
• For legal reasons, where required by law, subpoena, court order, or governmental request, or where necessary to protect our rights, safety, or property or those of others.
• With payment processors and financial institutions, as described in Section 23 of the Terms, to respond to a chargeback or payment dispute.
• In a business transfer, such as a merger, acquisition, or sale of assets, subject to applicable law.

We do not sell personal information, and we do not share personal information for cross-context behavioral advertising, as those terms are defined under California law.

10. DATA RETENTION

We retain Subscriber account and billing records for as long as the account is active and thereafter as required for tax, accounting, dispute-resolution, and legal-compliance purposes.

Call recordings, transcripts, and interaction records are retained for twelve (12) months unless the Subscriber requests earlier deletion or a longer period is required by law or by the Subscriber's own regulatory obligations. A Subscriber may request deletion of its interaction records by contacting us using the details in Section 15.

11. SECURITY

We use commercially reasonable administrative, technical, and physical safeguards to protect information, including encrypted transmission, access controls, and restricted administrative access. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

12. YOUR CALIFORNIA PRIVACY RIGHTS

If you are a California resident, you may have the right to:

• Know what personal information we have collected about you, the sources, the purposes, and the categories of recipients.
• Request deletion of personal information we hold about you.
• Request correction of inaccurate personal information.
• Opt out of the sale or sharing of personal information. As stated in Section 9, we do not sell or share personal information.
• Limit the use of sensitive personal information.
• Not be discriminated against for exercising these rights.

To exercise a right, contact us using the details in Section 15. We will take reasonable steps to verify your identity before responding, and we may decline a request where verification is not possible or an exception applies. You may use an authorized agent, subject to proof of authorization.

If your information was collected by an AI Agent operated for one of our Subscribers, that Subscriber is the business responsible for it. Please direct your request to that business. If you contact us instead, we will forward the request and assist the Subscriber in responding.

13. SUBSCRIBER RESPONSIBILITIES

Consistent with Section 31 of the Terms and Conditions, each Subscriber is responsible for determining whether its use of an AI Agent requires notices, disclosures, permissions, or consents from its own customers, callers, or employees. This includes obligations relating to call recording, artificial intelligence disclosures, privacy notices, and any medical, financial, attorney-client, or other regulated information. Subscribers must not instruct an AI Agent to collect information in violation of applicable law.

14. CHILDREN

The Services are provided to businesses and are not directed to children. We do not knowingly collect personal information from children under 16. If we learn that we have done so, we will delete it.

15. CHANGES AND CONTACT

We may update this Policy from time to time. The Effective Date above indicates when it was last revised, and material changes will be communicated as required by applicable law.

Questions, privacy requests, and complaints may be directed to:

SoCal United AI Business Solutions
Email: socalaibookings@gmail.com
Telephone: 951.899.2751