Privacy Policy — Rochester Smart AI

Rochester Smart AI ("we," "us," or "our"), a business located in Rochester Hills, Michigan, respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (rochestersmartai.com), call our AI receptionist, schedule a demo, or use our services.

1. Information We Collect

We collect:

Contact information (name, business name, phone number, email) when you fill out forms, call us, or schedule demos
Call recordings/transcripts (only if enabled for quality/training — we do not record without notice)
Calendar and appointment data (when you book via our AI)
Technical and security information needed to operate and protect the website and authenticated services

2. How We Collect Information

Directly from you (forms, calls, emails)
Automatically when you use the website or authenticated services
Through the service providers described below when the applicable feature is used

3. How We Use Your Information

To provide and improve our AI receptionist and scheduling services
To schedule and confirm appointments/demos
To send reminders and follow-ups (via SMS/email)
To respond to inquiries and provide support
To comply with legal obligations

4. Sharing Your Information

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

ElevenLabs for AI voice conversations and related call processing
Twilio for telephone numbers, call transport, and SMS features where enabled
Stripe for checkout, subscription billing, invoices, and payment status
Google Calendar for availability and appointment scheduling only when a customer connects that feature
Auth0 for restricted administrator authentication
Other vendors only when needed to deliver a configured service and subject to appropriate access controls
Legal authorities if required by law

5. Data Retention

We keep personal information only as long as necessary to provide services or meet legal requirements. Retention varies by data type, customer configuration, legal need, and active incident or billing holds. Contact us for the period that applies to your account; we do not promise one retention period for every appointment or call record.

6. Your Rights

Under Michigan and applicable US law, you may:

Request access to your data
Request correction or deletion

7. Security

We use reasonable security measures to protect your information, including encrypted connections (HTTPS), access controls, tenant-scoped records, signed provider requests, and operational audit records. Portal call-recording playback is disabled in the current product. If recording is enabled for a customer in the future, callers must receive the applicable notice and access and retention controls must be reviewed first. However, no system is 100% secure.

8. Changes to This Policy

We may update this policy. Changes will be posted here with an updated effective date.

9. Contact Us

Rochester Smart AI
Rochester Hills, MI
Email: [email protected]
Phone: (248) 775-5415