Privacy Policy

1. Introduction

Caipher AI ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered phone automation services and visit our website at caipherai.com.

By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

• Contact Information: Name, email address, phone number, business name
• Account Information: Username, password, billing address
• Business Information: Business type, industry, scheduling preferences
• Payment Information: Credit card details (processed securely through third-party payment processors)

2.2 Information Collected Automatically

• Call Data: Phone numbers, call duration, call recordings, transcripts, and metadata
• Usage Data: Features used, appointment bookings, customer interactions
• Device Information: IP address, browser type, operating system
• Cookies and Tracking: Website usage patterns and preferences

2.3 Information from Third Parties

• Data from CRM integrations (Google Calendar, HubSpot, etc.)
• Information from Twilio and ElevenLabs for call processing
• Payment information from Stripe or other payment processors

3. SMS/Text Messaging Terms

3.1 Types of Messages

Caipher AI may send you the following types of text messages:

• Appointment Confirmations: Confirmation of scheduled demos or meetings
• Appointment Reminders: Reminders about upcoming scheduled appointments
• Follow-up Messages: Responses to your inquiries or demo requests
• Scheduling Links: Links to book appointments with our team
• Service Updates: Important updates about our services related to your account

3.2 Message Frequency

Message frequency varies based on your interactions with Caipher AI. Typically, you may receive 1-5 messages per interaction or appointment. We do not send unsolicited marketing messages or cold outreach.

3.3 How You Consent to Receive Messages

You consent to receive text messages from Caipher AI when you:

• Call our business phone number and provide your contact information
• Submit a demo request form on our website with your phone number
• Request a callback or follow-up via our website or chatbot
• Verbally consent during a phone call to receive a text message
• Reply START or YES to opt-in to messaging

By providing your phone number through any of these methods and requesting communication, you expressly consent to receive text messages from Caipher AI related to your inquiry or appointment.

3.4 Opting Out of Text Messages

You can opt out of receiving text messages at any time by:

• Replying STOP: Text "STOP" to any message from Caipher AI to immediately unsubscribe
• Contacting Support: Email support@caipherai.com to request removal from messaging

After opting out, you will receive a one-time confirmation message. You will not receive any further messages unless you opt back in by texting START.

3.5 Help and Support

For assistance with our text messaging service:

• Reply HELP to any message for support information
• Email: support@caipherai.com
• Phone: (762) 224-7437

3.6 Costs and Carrier Fees

Message and data rates may apply. Standard messaging fees from your mobile carrier may apply to messages sent and received. Caipher AI does not charge for text messages, but your carrier's standard messaging rates will apply.

3.7 Carrier Disclaimer

Carriers are not liable for delayed or undelivered messages. Message delivery is subject to effective transmission from your network operator.

3.8 No Sharing of Mobile Information

Your phone number is used exclusively for the purposes described in this policy: appointment confirmations, reminders, and responses to your inquiries.

4. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To provide, operate, and maintain our AI phone automation services
• Call Processing: To answer calls, qualify leads, book appointments, and follow up with customers
• Text Messaging: To send appointment confirmations, reminders, and follow-up messages as described above
• AI Training: To improve our AI models and service quality (with anonymized data)
• Communication: To send service updates, billing notices, and support messages
• Analytics: To understand usage patterns and improve our platform
• Compliance: To comply with legal obligations and prevent fraud

5. Call Recording and Transcription

Important Notice: Our service records and transcribes phone calls for quality assurance, AI training, and customer service purposes. By using Caipher AI, you acknowledge and consent to call recording.

• Call recordings are stored securely in our database
• Recordings are retained for up to 12 months unless required by law
• You may request deletion of specific recordings by contacting support
• We use industry-standard encryption for all stored recordings

6. How We Share Your Information

We do not sell your personal information. We may share your information with:

6.1 Service Providers

• Twilio: For phone number management, call routing, and SMS messaging
• ElevenLabs: For conversational AI and voice synthesis
• OpenAI: For natural language processing and intent analysis
• Render: For hosting and infrastructure
• Stripe: For payment processing

6.2 Business Transfers

If we are involved in a merger, acquisition, or asset sale, your information may be transferred. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

6.3 Legal Requirements

We may disclose your information if required by law, court order, or to protect our rights and safety.

7. Data Security

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

• SSL/TLS encryption for data in transit
• Encrypted storage for call recordings and sensitive data
• Role-based access controls for our team
• Regular security audits and updates
• Secure authentication with JWT tokens

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

8. Data Retention

• Account Information: Retained while your account is active and for 30 days after closure
• Call Recordings: Retained for up to 12 months
• Text Message Records: Retained for up to 12 months for compliance purposes
• Transaction Records: Retained for 7 years for tax and accounting purposes

9. Your Rights and Choices

You have the following rights regarding your information:

• Access: Request a copy of your personal data
• Correction: Update inaccurate or incomplete information
• Deletion: Request deletion of your data (subject to legal requirements)
• Opt-Out: Unsubscribe from text messages by replying STOP
• Portability: Request your data in a machine-readable format
• Objection: Object to certain processing of your data

To exercise these rights, contact us at support@caipherai.com.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Remember your preferences and settings
• Analyze website traffic and usage patterns
• Improve user experience
• Deliver personalized content

You can control cookies through your browser settings. Disabling cookies may limit your ability to use certain features.

11. Third-Party Links

Our website may contain links to third-party websites (e.g., Calendly for scheduling). We are not responsible for the privacy practices of these external sites. Please review their privacy policies before providing any information.

12. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately.

13. 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 know if personal information is sold or disclosed
• Right to say no to the sale of personal information
• Right to access personal information
• Right to equal service and price

We do not sell personal information to third parties.

14. International Users

Our services are operated from the United States. If you access our services from outside the U.S., your information may be transferred to and processed in the United States, which may have different data protection laws than your jurisdiction.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date at the top of this policy
• Sending an email notification for significant changes

Your continued use of our services after changes become effective constitutes acceptance of the updated policy.

16. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

Caipher AI
Email: support@caipherai.com
Phone: (762) 224-7437
Website: caipherai.com