1. Introduction
InertiaVoice ("InertiaVoice," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit our website at inertiavoice.com or use our AI reception services.
By using our website or services, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our website or services.
Questions or concerns? Contact us at info@inertiavoice.com.
2. Summary of Key Points
- We collect personal information you provide and information collected automatically when you use our services
- We do not sell your personal information
- We share information only with service providers necessary to deliver our services
- You have rights regarding your personal information depending on your state of residence
- We use industry-standard security measures to protect your data
- You can contact us at any time at info@inertiavoice.com
3. Information We Collect
3.1 Information You Provide Directly
When you contact us, sign up for services, or fill out forms on our website, we may collect:
- Full name
- Business name and type
- Email address
- Phone number
- Business address
- Payment information (processed securely by Stripe)
- Service preferences and requirements
- Account login credentials
- Any other information you voluntarily provide
3.2 Information Collected Through Our Services
When our AI system handles calls for your business, we may collect:
- Customer phone numbers and contact details
- Call recordings and transcripts
- Call date, time, and duration
- Customer service requests and inquiries
- Appointment and booking details
- SMS message content
- Lead information captured during calls
3.3 Information Collected Automatically
When you visit our website, we automatically collect:
- IP address
- Browser type and version
- Device type and operating system
- Pages visited and time spent on our website
- Referring website or source
- Click data and navigation patterns
- Date and time of visits
3.4 Information from Third Parties
We may receive information about you from public databases, marketing partners, and other outside sources such as mailing addresses, phone numbers, and business information for purposes of outreach and service delivery.
4. How We Use Your Information
We use your personal information to:
Deliver our services
- Set up and configure your AI reception system
- Answer and manage calls on behalf of your business
- Record and transcribe phone conversations
- Schedule appointments and capture leads
- Send SMS notifications and confirmations
- Generate call summaries and performance reports
- Process payments and manage billing
Communicate with you
- Respond to inquiries and support requests
- Send service notifications and account updates
- Provide billing and payment information
- Send marketing communications where you have provided consent
Improve our services
- Analyze usage patterns and performance
- Improve AI voice quality and accuracy
- Develop new features and functionality
- Train AI models using anonymized data only
Legal and business purposes
- Comply with legal obligations
- Enforce our Terms of Service and contracts
- Prevent fraud and protect security
- Resolve disputes and conduct investigations
5. How We Share Your Information
5.1 We Do Not Sell Your Information
InertiaVoice does not sell, rent, or trade your personal information to any third party. We have not sold or shared any personal information in the preceding twelve months and will not do so in the future.
5.2 Service Providers
We share information with trusted third-party service providers who help us deliver our services. Each is bound by contractual obligations to protect your data, may only use it to provide services to us, and must comply with applicable privacy laws.
5.3 Business Transfers
If InertiaVoice is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change.
5.4 Legal Requirements
We may disclose your information when required by law, including in response to valid legal process, government requests, or to protect our legal rights, prevent fraud, or ensure safety.
5.5 With Your Consent
We may share your information with third parties when you give us explicit consent to do so.
6. Data Retention
While your account is active we retain all account information, call recordings, lead data, analytics, payment history, and communications. After termination you have 30 days to export your data. After 30 days all data is permanently deleted except billing and payment records, which are retained for 7 years to comply with applicable tax and accounting laws.
We may retain data longer than stated if required by law, court order, or active legal proceedings.
7. Data Security
- Encryption in transit (TLS 1.2 and above)
- Encryption at rest (AES-256)
- Secure cloud-based storage infrastructure
- Access controls and authentication
- Regular security updates and monitoring
- Confidentiality agreements with all personnel
- Restricted data access on a need-to-know basis
Payment Security: We do not store credit card numbers. All payment processing is handled exclusively by Stripe, a PCI-DSS Level 1 certified payment processor.
Despite our security measures, no method of internet transmission or electronic storage is 100% secure. In the event of a breach affecting your personal information, we will notify you within 72 hours of becoming aware and notify applicable regulatory authorities as required by law.
8. Cookies and Tracking
We use cookies and similar tracking technologies including web beacons and pixels to collect information when you interact with our website. Categories: essential, analytics, preference, and marketing cookies. You can control cookies through your browser settings.
We do not currently respond to Do Not Track browser signals. You can control tracking through browser settings and opt-out tools.
9. Artificial Intelligence
As part of our services we offer AI-powered products including AI voice bots and AI-driven automation. All personal information processed through our AI systems is handled in accordance with this Privacy Policy. We do not use your personal information to train AI models without your consent, and we only use anonymized and aggregated data for model improvement.
10. Business Customer Data
When we provide services to business clients we act as a data processor on their behalf. Our clients are the data controllers and determine how customer data is collected and used. Business clients are responsible for obtaining proper consent, complying with applicable privacy and telecommunications laws, informing customers about call recording, and responding to their customers' data requests.
If you are a customer who called a business using our AI system, your data is controlled by the business you contacted. Contact that business directly to exercise your privacy rights. If they do not respond, contact us and we will assist.
11. Your Privacy Rights
Depending on your state of residence, you may have rights including the right to know, access, correct, delete, port your data, opt out of sale/sharing (we do not sell), non-discrimination, and appeal. California residents have additional rights under CCPA/CPRA. Residents of Colorado, Connecticut, Virginia, Texas, Florida, Montana, Oregon, Delaware, New Jersey, New Hampshire, Indiana, Iowa, Kentucky, Maryland, Minnesota, Nebraska, Rhode Island, Tennessee, and Utah have similar rights under their respective state laws.
To exercise your rights, email info@inertiavoice.com with the subject "Privacy Rights Request — [Your Name]" or call +1 (878) 777-5250. Include your full name, contact information, account email if applicable, and the specific right you are exercising. Standard response within 45 days; extended up to 90 days with notice. We may verify your identity before processing.
You may designate an authorized agent to make a request on your behalf with written proof of authorization.
You can opt out of marketing communications at any time by replying STOP to SMS messages or emailing info@inertiavoice.com with "Unsubscribe" in the subject line. We will process opt-out requests within 10 business days.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other use case categories exclude text messaging originator opt-in data and consent, and this information will not be shared with any third parties.
12. Children's Privacy
Our services are not directed to anyone under 18 years of age. We do not knowingly collect personal information from children under 18. If you believe we have collected information from a minor, contact us immediately at info@inertiavoice.com and we will delete it promptly.
13. Third-Party Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of any third-party website. We encourage you to review their privacy policies before providing any personal information.
14. International Data Transfers
InertiaVoice is based in Canada. Our service providers may be based in the United States and other countries. Your information may be stored and processed in Canada, the United States, or other countries where our service providers operate. By using our services you consent to this transfer. We ensure appropriate contractual safeguards are in place with all international service providers.
15. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated at least 30 days in advance via email and prominent website notice. The Last Updated date at the top of this policy will always reflect the most recent version. Continued use of our services after changes become effective constitutes acceptance.
16. How to Review, Update, or Delete Your Data
To review, update, correct, or delete your personal information submit a request by emailing info@inertiavoice.com or calling +1 (878) 777-5250.
Upon your request to delete your account, we will deactivate or delete your account and information from our active databases. We may retain some information as required by law or for legitimate business purposes such as fraud prevention and legal compliance.
17. Contact Us
We respond to all privacy inquiries within 2 business days and formal rights requests within 45 days.