Privacy Policy

Introduction

This Privacy Policy explains how The Affordable AI ("we," "us," or "our") collects, uses, shares, and safeguards information in connection with our Voice-AI calling platform (the "Service"). The Service enables insurance agents and agencies to place and receive phone calls, record and transcribe those calls, sync data to connected customer relationship management ("CRM") systems, and manage billing. By accessing or using the Service, you agree to the practices described in this policy.

This policy applies to our customers (the agents and agencies who subscribe to the Service) as well as to individuals whose information may be processed through the Service. Where our customers use the Service to contact their own leads and clients, our customers act as the controllers of that data and we act as a service provider or processor on their behalf.

Information We Collect

We collect the following categories of information:

• Contact details. Name, business name, email address, phone number, mailing address, and similar account information you provide when you register, request a demo, or communicate with us.
• Call recordings and transcripts. Audio recordings of inbound and outbound calls handled through the Service, along with automated transcriptions, summaries, call metadata, and outcomes.
• Usage and CRM data. Information about how you use the Service, including campaign settings, phone numbers, calendars, tags, pipeline stages, notes, and lead or contact records synced to or from connected CRMs such as HighLevel.
• Payment information. Billing details and transaction records. Card data and payment processing are handled by our payment processor, Stripe; we do not store full card numbers on our systems.
• Cookies and device data. Cookies, log files, IP address, browser type, and similar technical information collected automatically when you visit our website or use the Service.

How We Use Information

We use the information we collect to:

• Provide, operate, maintain, and improve the Service;
• Place and receive calls, transfer live callers, and book appointments on your behalf;
• Record, transcribe, summarize, and analyze calls to deliver features and reporting;
• Sync data with your connected CRM, calendars, and other integrations;
• Process payments, calculate usage, and manage subscriptions and billing;
• Communicate with you about your account, support requests, and product updates;
• Monitor for fraud, abuse, and security threats, and enforce our terms; and
• Comply with legal obligations and respond to lawful requests.

Call Recording & Consent

Calls made or received through the Service may be recorded and transcribed. Recording and transcription laws vary by jurisdiction, and some require the consent of one or all parties to a call. Our customers are solely responsible for providing any legally required notifications and for obtaining any consent needed before recording calls, and for otherwise using the Service in compliance with applicable law. We provide tools that support recording and disclosure, but the obligation to comply rests with the customer conducting the calls.

Sharing & Third Parties

We do not sell your personal information. We share information only as needed to operate the Service, including with the following categories of service providers who process data on our behalf under contractual protections:

• Twilio — telephony, number provisioning, and call connectivity;
• HighLevel — CRM synchronization of contacts, tags, fields, pipelines, transcripts, and recordings;
• Calendar providers (such as Google and Outlook) — availability checks and appointment booking;
• Stripe — payment processing and billing;
• Zapier — no-code automations and data routing you configure.

We may also disclose information to comply with the law, protect our rights, or in connection with a merger, acquisition, or sale of assets. In all cases, we require third parties to handle information consistent with this policy.

Data Retention

We retain personal information for as long as necessary to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. Retention periods for call recordings, transcripts, and CRM data may be configured by our customers. When information is no longer needed, we take reasonable steps to delete or de-identify it.

Security

We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, and destruction. These measures include encryption in transit, access controls, and monitoring. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your Rights

Depending on your location, you may have rights to access, correct, update, or delete personal information we hold about you, as well as to object to or restrict certain processing. To exercise these rights, contact us at support@affordablecare.ai. We will acknowledge and respond to verified requests as required by applicable law, typically within 30 days. Where we process information on behalf of a customer, we will direct your request to the relevant customer, who acts as the controller of that data.

Cookies

We use cookies and similar technologies to operate our website, remember preferences, analyze traffic, and improve the Service. You can control cookies through your browser settings; disabling some cookies may affect the functionality of our website.

Children

The Service is intended for business use by professionals and is not directed to individuals under 18 years of age. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, please contact us so we can take appropriate action.

International

We operate in the United States, and information we process may be transferred to and stored in the United States or other countries where we or our service providers operate. By using the Service, you understand that your information may be processed in jurisdictions with data protection laws that differ from those in your country.

Changes

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above. Material changes will be communicated through the Service or by other reasonable means. Your continued use of the Service after an update constitutes acceptance of the revised policy.

Contact

If you have questions or concerns about this Privacy Policy or our data practices, contact us at support@affordablecare.ai.