Privacy Policy

AI Phone 360 (aiphone360.com) — A Service of Houston IT Developers LLC
Effective Date: November 27, 2025 | Last Updated: November 27, 2025

1. Information We Collect

Account Information

When you create an account, we collect:

• Full name and contact information
• Email address and phone number
• Business name and address
• Billing information and payment method details
• Account credentials (username, password hash)

Communication Data

When you use our Service, we collect and process:

• Phone Calls: Audio recordings, call metadata (duration, timestamps, phone numbers), AI-generated transcriptions, and AI processing data
• Text Messages: SMS/MMS content, message metadata, delivery status, and media attachments
• Voicemails: Audio recordings and transcriptions
• AI Interactions: All interactions with our AI systems, including prompts, responses, and training feedback

Technical Information

• IP addresses and device identifiers
• Browser type and operating system
• Usage patterns and feature interactions
• Error logs and diagnostic data
• Cookies and similar tracking technologies

2. How We Use Your Information

We use collected information for:

• Service Delivery: Providing, maintaining, and improving our AI phone answering services
• AI Training: Improving our AI models, voice recognition, natural language processing, and automated response systems
• Billing: Processing payments, managing subscriptions, and usage-based billing
• Communication: Sending service updates, security alerts, and marketing communications (with consent)
• Legal Compliance: Meeting regulatory requirements and responding to legal requests
• Security: Detecting fraud, abuse, and security threats

3. AI and Machine Learning

Our AI systems may:

• Analyze call patterns and content to improve response accuracy
• Use anonymized or aggregated data for model training
• Process voice data for speech recognition improvements
• Learn from user feedback to enhance service quality

4. Information Sharing

We may share your information with:

• Service Providers: Third-party vendors who assist in operating our service (payment processors, cloud hosting, telecommunications carriers)
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In connection with mergers, acquisitions, or sale of assets
• With Your Consent: When you explicitly authorize sharing

We do not sell your personal information to third parties for their marketing purposes.

5. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes described in this policy. Retention periods vary based on:

• Account Data: Retained while your account is active and for 7 years after closure for legal compliance
• Call Recordings: Retained according to your plan settings, typically 30-90 days unless extended storage is purchased
• Text Messages: Retained for up to 1 year for service quality and compliance
• Billing Records: Retained for 7 years for tax and legal purposes

6. Data Security

We implement industry-standard security measures including:

• Encryption in transit (TLS 1.3) and at rest (AES-256)
• Access controls and authentication requirements
• Regular security audits and vulnerability assessments
• Employee training on data protection

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your information.

7. Your Rights and Choices

Depending on your jurisdiction, you may have the right to:

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Portability: Receive your data in a portable format
• Opt-Out: Opt out of marketing communications

To exercise these rights, contact us at the information provided below.

8. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising privacy rights

9. Children's Privacy

AI Phone 360 is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it.

10. International Data Transfers

Your information may be transferred to and processed in the United States and other countries where our servers and service providers are located. By using our Service, you consent to this transfer and processing.

11. Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on our website and updating the "Last Updated" date. Continued use of the Service after changes constitutes acceptance of the revised policy.

13. Do Not Track

Our Service does not currently respond to "Do Not Track" browser signals. We may use cookies and similar technologies as described in this policy.

14. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain session information and authentication
• Remember your preferences
• Analyze usage patterns and improve our service
• Provide personalized experiences

You can control cookies through your browser settings, but some features may not function properly without them.