Privacy Policy

Houston IT Developers LLC, doing business as AI Phone 360 (“Company,” “we,” “us,” or “our”), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services, including our websites, mobile applications, and APIs (collectively, the “Services”).

By using our Services, you consent to the practices described in this Privacy Policy. If you do not agree, please do not use our Services.

1. Information We Collect

We collect information to provide and improve our Services. This includes:

Account Information: When you create an account, we collect your name, email address, phone number, business name, business address, and payment information (processed securely by Stripe).

Communication Data: We process calls, text messages, voicemails, and live chat conversations through our platform, including call recordings, transcriptions, and AI-generated summaries when enabled by you.

Technical Information: We automatically collect IP addresses, device identifiers, browser type and version, operating system, referring URLs, access times, and pages viewed when you use our Services.

Usage Data: Information about how you interact with our platform, including features used, call duration and frequency, AI configuration settings, and preferences.

Cookies & Tracking Technologies: We use cookies, web beacons, and similar technologies to operate our Services, remember your preferences, analyze traffic, and personalize content. You can control cookies through your browser settings, but disabling them may affect functionality.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, operate, and improve our AI phone services
• AI Processing: To power our AI receptionist, generate call transcriptions, summaries, and suggested responses
• AI Improvement: To train, develop, and improve our artificial intelligence models and algorithms
• Billing & Payments: To process payments, manage subscriptions, and handle refund requests
• Communications: To send transactional emails, service updates, security alerts, and support messages
• Analytics: To understand usage patterns, diagnose technical issues, and improve user experience
• Legal Compliance: To comply with applicable laws, regulations, and legal processes
• Security & Fraud Prevention: To detect, prevent, and address security threats, abuse, and fraudulent activity
• Customer Support: To respond to your inquiries and provide technical assistance

3. AI & Machine Learning

Our Services rely on artificial intelligence and machine learning technologies. By using our Services, you acknowledge and agree that:

• Your communications (calls, texts, voicemails) will be processed by AI systems in real-time to provide automated call handling, responses, and transcription
• AI-generated content (transcriptions, summaries, suggested responses) may contain inaccuracies and should not be relied upon as the sole record of any communication
• Voice data may be used for voice cloning features you enable, and synthetic voice output is generated using AI
• Aggregated, de-identified data derived from your usage may be used to improve our AI models and Services generally
• Sentiment analysis, call categorization, and analytics features use AI to process your communication data

We implement appropriate technical and organizational safeguards to protect data processed by our AI systems. You are responsible for informing your callers that AI may be used in handling their communications, as required by applicable law.

4. Information Sharing & Disclosure

We may share your information in the following circumstances:

Service Providers: With trusted third-party vendors who help us operate our platform (e.g., Stripe for payments, Twilio for telecommunications, cloud hosting providers), subject to confidentiality agreements and data processing terms.

AI & Infrastructure Partners: With AI model providers (e.g., OpenAI, ElevenLabs, Deepgram) to process communications as part of delivering our Services, subject to data processing agreements.

Legal Requirements: When required by law, subpoena, court order, or other legal process, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Law Enforcement: We may disclose information to law enforcement agencies if we believe in good faith that such disclosure is necessary to prevent illegal activity or imminent harm.

Business Transfers: In connection with a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity.

With Your Consent: We may share your information with third parties when you have given us explicit consent to do so.

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

5. Data Retention

We retain your information for as long as necessary to provide our Services and comply with legal obligations:

• Account Data: Retained while your account is active and for up to 7 years after account closure for legal, tax, and compliance purposes
• Call Recordings: Retained for 30–90 days depending on your plan settings, unless you delete them sooner
• Transcriptions & Summaries: Retained according to your account settings and plan tier
• Billing & Financial Records: Retained for 7 years for tax and legal compliance
• Technical Logs: Retained for up to 90 days for security and debugging purposes

You may request deletion of certain data by contacting us at sales@houstonitd.com, subject to our legal retention requirements and technical feasibility.

6. Security Measures

We implement industry-standard security measures to protect your information:

• TLS 1.3 encryption for all data in transit
• AES-256 encryption for data at rest
• Regular security audits and vulnerability assessments
• Access controls, role-based permissions, and least-privilege principles
• Secure payment processing through PCI DSS-compliant providers (Stripe)
• Employee and contractor training on data protection and security practices
• Incident response procedures and breach notification protocols

While we strive to protect your information using commercially reasonable measures, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security and are not liable for unauthorized access that occurs despite our security measures.

7. Your Rights & Choices

Depending on your location and applicable law, you may have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete personal information
• Deletion: Request deletion of your personal information, subject to legal retention requirements
• Portability: Request a copy of your data in a structured, machine-readable format
• Restriction: Request that we limit the processing of your personal information in certain circumstances
• Opt-out: Opt out of marketing communications at any time by following the unsubscribe instructions in our emails
• Withdraw Consent: Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing

To exercise these rights, please contact us at sales@houstonitd.com. We will respond within 30 days or as required by applicable law.

8. California Privacy Rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) provide you with additional rights:

• Right to Know: You have the right to know what personal information we collect, use, disclose, and sell
• Right to Delete: You have the right to request deletion of personal information we have collected from you
• Right to Opt-Out: You have the right to opt out of the sale or sharing of your personal information. We do not sell your personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights
• Right to Correct: You have the right to request correction of inaccurate personal information

To submit a verifiable consumer request, contact us at sales@houstonitd.com.

9. Children's Privacy

Our Services are not directed to children under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly. If you believe a child has provided us with personal information, please contact us at sales@houstonitd.com.

10. International Data Transfers

Our Services are operated from the United States. If you access our Services from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate. By using our Services, you consent to the transfer of your information to the United States and other jurisdictions that may have different data protection laws than your country of residence.

11. Third-Party Links & Services

Our Services may contain links to third-party websites, services, or integrations (e.g., CRM systems, calendar tools). We are not responsible for the privacy practices or content of these third-party services. We encourage you to review the privacy policies of any third-party services you access through our platform.

12. Call Recording Disclosure

Our Services enable call recording and AI-powered transcription. You are solely responsible for complying with all applicable federal, state, and local laws regarding call recording consent, including but not limited to:

• One-party consent states: Only one party needs to consent to the recording
• All-party consent states (e.g., California, Florida, Illinois): All parties must be informed and consent to the recording
• Federal wiretapping laws (18 U.S.C. § 2511)

We provide configurable recording disclosure announcements, but you are responsible for ensuring compliance with applicable laws in your jurisdiction and the jurisdiction of your callers.

13. Partner Portal & Demo Recordings

If you create an account on the AI Phone 360 partner portal (partners.aiphone360.com) as an influencer, content creator, agency, or reseller, additional terms apply. Specifically,any demo call recordings, transcripts, scenario configurations, and related content you create on the partner portal are automatically licensed to AI Phone 360 and Houston IT Developers LLC under a perpetual, irrevocable, worldwide, royalty-free license for any commercial or non-commercial purpose, including marketing, advertising, AI model training, and resale. Demo calls are recorded by default. By using the partner portal you consent to this recording and licensing. Full details are in the Partner Agreement.

Partner-portal demo calls are simulated — they are conversations with our AI agent for the purpose of producing marketing content, not real customer interactions. You should not include real third-party personally identifiable information (PII) in your demo scenarios. If your demo recordings include voices, names, or details of real third parties, you represent that you have obtained their consent.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website with a new “Last Updated” date, and where required by law, through email notification. Your continued use of the Services after any changes constitutes your acceptance of the updated Privacy Policy. We encourage you to review this Privacy Policy periodically.

15. Contact Us

If you have questions about this Privacy Policy, our data practices, or wish to exercise your privacy rights, please contact us:

Houston IT Developers LLC (DBA AI Phone 360)
15216 Saddlewood Dr. STE 1
Conroe, TX 77384

Email: sales@houstonitd.com

Questions about privacy? sales@houstonitd.com