Privacy Policy

This Privacy Policy explains how AI Solutions (DBA Better Service AI) collects, uses, shares, and protects personal information in connection with betterservice.io and related services.

Last Updated: March 9, 2026

01.Information We Collect

We collect information necessary to provide AI receptionist and business communication services to our clients.

  • Account Information: name, email address, phone number, business name, service category, and related business profile details.
  • Call Data: call recordings, call transcripts, caller phone numbers, caller-provided names/emails, and metadata such as call time and duration.
  • Booking and Appointment Data: appointment date/time, requested services, and booking notes submitted by clients or callers.
  • Usage Data: analytics, log files, feature interactions, device/browser information, and performance/error diagnostics.
  • Payment Information: payment processing details are handled by Stripe; we do not store full payment card numbers on our systems.

02.How We Use Information

  • Provide and operate AI receptionist, call routing, and voice assistant functionality.
  • Process appointment and booking workflows through connected scheduling systems.
  • Improve call quality, system performance, and service reliability.
  • Administer billing, invoicing, account configuration, and customer support.
  • Meet legal, contractual, compliance, and regulatory obligations.

03.Information Sharing

We do not sell personal information. We disclose data only as necessary for business operations and legal obligations.

  • Service Providers: Retell AI (voice infrastructure), Cal.com (scheduling), Twilio (telephony), Stripe (payments), Supabase (authentication/data services), and other contracted processors that support service delivery.
  • Legal Requirements: where disclosure is required by law, legal process, or valid government request.
  • Business Transfers: in connection with a merger, financing, acquisition, reorganization, or sale of assets.
  • Client Direction or Consent: where a client instructs us to share data with a third party or has otherwise provided authorization.

04.Call Recording Disclosure

  • Calls handled by our AI systems are recorded and transcribed to provide services and maintain quality standards.
  • Recording notice and consent language is presented at the beginning of each call flow.
  • Call recordings are retained for 90 days by default unless a client requests a longer retention period.
  • Clients may request deletion of call recordings and related transcripts, subject to applicable legal obligations.

05.Data Security

  • Encryption in transit using HTTPS/TLS.
  • Encryption at rest for supported systems and storage layers.
  • Role-based access controls, authentication safeguards, and least-privilege operational practices.
  • Routine security reviews, monitoring, and risk-based security audits.

06.Data Retention

  • Call recordings and transcripts: 90 days by default.
  • Account and service data: for the duration of active service, plus 30 days after termination unless longer retention is required.
  • Billing and financial records: retained as required by law and accounting obligations.
  • Deletion requests: we process eligible deletion requests within 30 days.

07.Your Rights (CCPA/State Privacy)

Depending on your state of residence, you may have rights regarding personal data, including:

  • Right to know categories and specific pieces of personal information we collect and process.
  • Right to request deletion of eligible personal information.
  • Right to opt out of the sale of personal information (we do not sell personal information).
  • Right to non-discrimination for exercising privacy rights.

To exercise rights, contact us at betterserviceai@gmail.com. We may verify your identity before processing certain requests.

08.HIPAA Notice (Dental and Med Spa Clients)

  • Better Service AI is generally not a covered entity under HIPAA.
  • Where appropriate for client operations, we will execute a Business Associate Agreement (BAA) upon request.
  • We implement reasonable administrative, technical, and organizational safeguards.
  • Clients remain responsible for their own HIPAA compliance obligations and permitted use/disclosure decisions.

09.Children's Privacy

Our services are not directed to children under 13, and we do not knowingly collect personal information directly from children under 13. If you believe a child has provided personal data, contact us and we will investigate and take appropriate action.

10.Changes to this Policy

We may update this Privacy Policy from time to time to reflect service, legal, or operational changes. Material changes will be communicated by email or through equivalent notice channels. The "Last Updated" date at the top of this page indicates the effective revision date.

11.Contact Us

If you have questions about this Privacy Policy or data handling practices, contact us:

  • Email: betterserviceai@gmail.com
  • Mail: AI Solutions (DBA Better Service AI), 111 NE 1st Street, 8th Floor #8568, Miami, FL 33132

By using our services, you acknowledge this Privacy Policy.