1. Who we are

Phoenix AI LLC ("Phoenix AI," "we," "us") is a Massachusetts limited liability company that builds and runs AI voice agents and related automation for service businesses. This policy explains how we handle personal information on usephoenixai.com and in the demo and scheduling process. You can reach us at info@usephoenixai.com or +1 (508) 216-7472.

We play two different roles, and it matters which one applies to you:

• Website visitors and demo requesters. If you use this site, chat with our assistant or book a demo, we decide how your information is used. This policy covers that.
• People who talk to a Phoenix agent on behalf of one of our clients. If you call, text or fill in a form for a business that uses Phoenix AI, we process your information on that business's behalf and under its instructions. That business is responsible for how the information is used, and its own privacy policy applies. If you contact us about that information, we will direct your request to the business or help the business respond.

2. What we collect

Information you give us

• Booking form: first and last name, business email, phone number, business type and the main problem you want to solve.
• Consent records: the consent wording you agreed to, the date and time, and the page you were on, so we can show that you opted in.
• Chat: the messages you send to the assistant on our site.
• Scheduling: the time you choose and any details you add when booking.
• Anything you send us directly, such as an email or a call to our number.

Information collected automatically

• Device and browser type, approximate location from your IP address, and the date and time of your visit.
• Pages viewed, how long you stay, the site that referred you and campaign tags in the link (for example utm_source).

Calls and messages with our voice agents

When a Phoenix agent speaks or texts with you for a client, we may process your phone number, what was said or written, a recording and transcript, and the outcome (for example a booked appointment or a score).

3. How we use it

• To respond to you, schedule and run your demo, and follow up about it.
• To operate, secure and improve this site, our chat assistant and our services.
• To keep records of consent and comply with laws, including telephone and text messaging rules.
• To understand which pages and messages are useful, using aggregated or de-identified data where we can.
• To detect and prevent spam, fraud and abuse.

We do not use what you tell us on this site to build advertising profiles, and we do not sell personal information.

4. Calls and text messages

If you check the consent box on our booking form, you agree that Phoenix AI may call and text the number you provided about your demo request, including by automated technology and AI voice. Consent is not a condition of buying anything.

To stop text messages, reply STOP to any message. For help, reply HELP. You can also email us or call and ask us to stop contacting you. More detail on our messaging program is in the Terms of Service.

5. AI and call recording

Our chat assistant and voice agents are AI. They are not human. Calls handled by a Phoenix agent may be recorded and transcribed for quality, training, record keeping and to give our clients a record of what happened. Massachusetts requires all parties to a recorded call to know about the recording, so we will tell you when a call is being recorded. If you do not want to be recorded, tell the agent or end the call.

Our AI features are powered by third-party model and speech providers, which process the content of conversations only to generate responses and provide their services to us, under their agreements with us.

6. Who we share information with

• Service providers that work for us under contract: cloud hosting, database, customer relationship management and scheduling, telephone and text delivery, AI model and speech providers, email, and analytics. They may use the information only to provide their services to us.
• Our clients, when you interact with a Phoenix agent on that client's behalf.
• Authorities and advisers when the law requires it, to protect rights, safety and security, or to obtain professional advice.
• A buyer or successor if Phoenix AI is involved in a merger, sale or reorganization, subject to this policy.

We do not sell personal information or share it for cross-context behavioral advertising.

7. Cookies and analytics

This site uses basic analytics to count visits, pages viewed and time on page, and may store small pieces of data in your browser to make the site work. We do not currently run advertising or retargeting cookies. If that changes, we will update this policy and offer choices where the law requires them.

8. How long we keep it

We keep demo and contact records for as long as needed to run the relationship and for a reasonable period after, and consent records for as long as the law suggests we may need to prove consent. Call recordings and transcripts made for a client are kept under that client's instructions. We delete or de-identify information when we no longer need it.

9. Security

We protect your information with layered technical safeguards. Our infrastructure runs on Supabase and Vercel, both SOC 2 Type II certified providers, with database-level row security policies controlling exactly what each part of our system can read or write. The credentials capable of accessing client data are kept server-side only and are never exposed in your browser or in client-facing code. Administrative access to our infrastructure requires multi-factor authentication, and access to our source code and production systems is tightly restricted. No system is perfectly secure, and we cannot guarantee absolute security, but we monitor for issues and will notify you as required by law if we become aware your information has been compromised.

10. Your choices and rights

• Texts: reply STOP. Calls or email: tell us and we will stop.
• Access, correction and deletion: email us and we will help. We may need to verify who you are first, and we will respond within the timeframe required by applicable law.
• State privacy laws: depending on where you live, you may have the right to know what we hold, get a copy, correct or delete it, and opt out of sale, sharing or targeted advertising. We do not sell or share information for advertising. We will not discriminate against you for exercising these rights.
• Client-related data: if your information came through a business that uses Phoenix AI, contact that business first.

11. Children

Phoenix AI is a business-to-business service and is not directed to or intended for anyone under 18. We do not knowingly collect information from children. If you believe a child has provided us information, email us and we will delete it.

12. Other sites

This site links to third-party sources and tools. We do not control them and this policy does not cover them.

13. Changes to this policy

We may update this policy. The effective date at the top shows the latest version, and we will make it clear when a change is significant.

14. Contact us

Phoenix AI LLC, Massachusetts
Email: info@usephoenixai.com
Phone: +1 (508) 216-7472