Privacy Policy

Last updated: February 13, 2026

1. Information We Collect

We collect information you provide directly to us, including:

• Contact information (name, email address, phone number, business name)
• Account and billing information
• Communications you send to us
• Information provided during calls handled by our AI system

We also collect information automatically, including IP addresses, browser type, device information, and usage data when you visit our website.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send service-related notices and updates
• Respond to your comments, questions, and requests
• Monitor and analyze usage trends to improve user experience
• Train and improve our AI systems (using anonymized data only)

3. Call Recording and AI Processing

Calls handled by our AI receptionist (Jessica) are recorded and processed to provide the service. Call recordings are used for quality assurance, service improvement, and generating call summaries and follow-up actions. Call data is stored securely and retained for the duration of your service agreement plus 90 days. You can request deletion of specific call recordings at any time.

4. Information Sharing

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

• Service providers who assist in delivering our services (e.g., cloud hosting, CRM platforms, voice AI providers)
• Professional advisors (lawyers, accountants) as needed
• Law enforcement when required by law

All service providers are contractually obligated to protect your information and use it only for the purposes we specify.

5. Data Security

We implement reasonable security measures to protect your information, including encryption in transit and at rest, access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. After termination, we retain account data for 30 days for export purposes, then delete it. We may retain certain information as required by law or for legitimate business purposes.

7. Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information
• Opt out of non-essential communications
• Export your data in a standard format

California residents have additional rights under the CCPA/CPRA. To exercise any of these rights, contact us at [email protected].

8. Cookies and Tracking

Our website uses minimal cookies necessary for site functionality. We do not use third-party advertising cookies. We may use analytics tools to understand how visitors use our website. You can control cookies through your browser settings.

9. Third-Party Services

Our services integrate with third-party platforms including HubSpot (CRM), Cal.com (scheduling), VAPI (voice AI), and Stripe (payments). These services have their own privacy policies. We encourage you to review their policies.

10. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it.

11. SMS/Text Message Policy

If you opt in to receive text messages from EZAI Solutions, the following applies:

• We may send appointment confirmations, service updates, and related communications via SMS
• Message frequency varies based on your service usage
• Message and data rates may apply
• Reply STOP to cancel text messages at any time
• Reply HELP for help
• We do not share your phone number or SMS opt-in data with third parties for marketing purposes

12. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of material changes via email or a notice on our website at least 30 days before changes take effect.

13. Contact Us

For questions about this privacy policy or to exercise your rights, contact us at:

EZAI Solutions
Monterey County, CA
[email protected]
Phone: (831) 230-4955</