PRIVACY POLICY
Effective date: Oct. 1st 2025
Summary
AI Service Experts (owned by Vaulti LLC) provides an AI receptionist that answers calls, captures lead information, generates recordings/transcripts and call‑recap emails, sends follow‑up SMS, routes/schedules, and triggers post‑call automations [Source]. This Privacy Policy explains what we collect, how we use it, and your rights.
Who we are
Vaulti LLC (“we,” “us,” “our”)
Website: https://www.aiserviceexperts.com
Address: 30 N Gould St Ste R, Sheridan, WY 82801
Personal data we collect
Account and billing: name, business info, email, phone, login credentials, subscription details, and payment information (processed by our payment processor).
Communications and call data: inbound/outbound call metadata (numbers, timestamps, duration), audio recordings, transcripts, summaries, voicemail, and call‑recap emails [Source].
Messaging: SMS/MMS content and metadata for follow‑ups and automations [Source].
Scheduling and workflow: booking links used, appointment details, routing/scheduling rules, task automation data [Source].
Device and usage: IP address, device/browser type, pages viewed, referring URLs, and cookies or similar technologies.
Support/interactions: information you provide in prompts, scripts, tickets, feedback, or surveys.
How we use personal data
Provide and operate the Services, including answering calls, creating recordings/transcripts/summaries, sending follow‑up SMS, routing/scheduling, and triggering post‑call automations [Source].
Communicate with you about your account, system notices, updates, and support.
Improve and secure the Services, including analytics, troubleshooting, quality assurance, and model/service optimization.
Marketing our services to you in compliance with applicable law, with opt‑out options.
Comply with legal obligations and enforce our Terms.
Legal bases for processing (EEA/UK)
Performance of contract: to deliver the Services you requested.
Legitimate interests: service improvement, security, analytics, and preventing abuse, balanced against your rights.
Consent: call recording/monitoring where required, and for SMS/MMS messaging to your contacts when you have obtained appropriate opt‑in.
Legal obligations: record‑keeping and compliance.
How we share personal data
We share data with service providers who help us deliver the Services, such as:
Telephony and messaging providers
Hosting and cloud infrastructure
Email delivery and analytics
Payment processors
Customer support tools
We may also share data: (a) as required by law or to protect rights and safety; (b) in connection with a corporate transaction; or (c) with your direction (e.g., integrations you enable).
Your responsibilities as the business (controller)
For your callers/leads, you are the business/controller. You must provide legally required notices, obtain consents (recording, automated messaging), honor opt‑outs, and ensure your scripts and automations comply with law. We act as your service provider/processor and will process data according to your instructions and our agreement.
International data transfers
We may transfer data to countries outside your own. Where required, we use appropriate safeguards (e.g., Standard Contractual Clauses) and supplementary measures.
Retention
We retain data for as long as needed to provide the Services, comply with law, resolve disputes, and enforce agreements. You can request deletion of certain data, subject to legal and operational constraints and your account status.
Security
We implement technical and organizational measures designed to protect personal data. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
Your rights
Depending on your location, you may have rights to:
Access, correct, or delete your personal data
Object to or restrict processing
Data portability
Withdraw consent (e.g., for recordings or messaging) where applicable
Lodge a complaint with a supervisory authority
To exercise rights, contact us using the details below. For end‑user/caller requests, we will refer the request to the relevant business customer as controller.
Cookies and tracking
We use cookies and similar technologies for essential site functions, analytics, and performance. You can control cookies through your browser settings; some features may not function without them.
Marketing communications and SMS/MMS
Emails: You may opt out via unsubscribe links.
SMS/MMS: By entering your phone number, you agree to receive SMS updates, reminders, and promotional messages from [Your Business Name]. Message & data rates may apply. Reply STOP to unsubscribe at any time. View our [Privacy Policy] and [Terms].
If you receive texts through our customers, reply STOP to opt out or HELP for help; message and data rates may apply. Businesses using our Services must obtain valid opt‑in and honor opt‑outs.
Children’s privacy
Our Services are not directed to children under 13 (or under 16 where applicable). We do not knowingly collect personal data from children. If you believe a child provided data, contact us for deletion.
HIPAA and sensitive data
We do not accept protected health information (PHI) unless a separate written Business Associate Agreement is executed. Do not use the Services to collect sensitive data (e.g., payment card details in calls, SSNs, health data) unless you have a signed agreement permitting such use.
California privacy disclosures (CCPA/CPRA)
If you are a California resident:
We act as a “service provider” to our business customers for caller/lead data; we do not “sell” or “share” such personal information for cross‑context behavioral advertising.
Categories collected: identifiers (e.g., name, phone), commercial info (appointments), internet activity (site usage), audio/electronic info (recordings), inferences (quality improvements).
Rights: know/access, delete, correct, and non‑discrimination. Submit a request via the contact methods below. If your request concerns data we process for a business customer, we will direct you to that customer.
Changes to this Privacy Policy
We may update this Policy. Material changes will be posted on our site with a revised effective date.
Contact us
Vaulti LLC
30 N Gould St Ste R
Sheridan, WY 82801
Website: https://www.aiserviceexperts.com
You may also contact us using the website’s contact options or at [email protected]