Privacy Policy

1. Introduction

Ervin Automations ("we," "our," or "us") operates an AI-powered phone service platform that helps businesses manage missed calls and customer communications. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

By using our service, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, do not use our service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Email address, username, and authentication credentials
• Business Information: Business name, phone numbers (Twilio numbers and forwarding cell numbers), service descriptions, operating hours, service areas, and emergency guidance
• Payment Information: Processed securely through Stripe (we do not store credit card details)

2.2 Information Collected Automatically

• Communication Data: All SMS messages sent and received through your Twilio number, including sender/recipient phone numbers, message content, timestamps
• Call Data: Call duration, caller phone numbers, call timestamps, call status
• AI Interaction Data: AI-generated responses, confidence scores, intent classifications, and automated actions taken
• Usage Data: Service usage metrics for billing purposes (SMS count, call minutes)
• Log Data: IP addresses, browser type, access times, and pages viewed

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To operate and provide our AI receptionist service, route calls and SMS messages, and process customer communications
• AI Processing: To generate intelligent responses to customer inquiries using OpenAI's language models
• Billing: To process payments and track usage-based billing through Stripe
• Communication: To send you service notifications, updates, and support messages
• Improvement: To analyze and improve our service quality, AI performance, and user experience
• Compliance: To comply with legal obligations and enforce our Terms of Service
• Security: To protect against fraud, unauthorized access, and other security threats

4. Third-Party Services

We use the following third-party services that may collect and process your data:

4.1 Twilio

We use Twilio for phone number provisioning, SMS messaging, and call handling. Twilio's privacy policy is available at https://www.twilio.com/legal/privacy.

4.2 Stripe

We use Stripe for payment processing and subscription management. Stripe's privacy policy is available at https://stripe.com/privacy.

4.3 OpenAI

We use OpenAI's API to power our AI receptionist capabilities. Customer messages are sent to OpenAI for processing to generate intelligent responses. OpenAI's privacy policy is available at https://openai.com/policies/privacy-policy.

4.4 Replit

Our service is hosted on Replit's infrastructure. Replit's privacy policy is available at https://replit.com/site/privacy.

5. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Retained while your account is active
• Message History: Stored indefinitely for your reference and compliance purposes unless you request deletion
• Billing Records: Retained for 7 years to comply with tax and accounting requirements
• Log Data: Typically retained for 90 days for security and troubleshooting purposes

When you cancel your account, we delete your business information, phone numbers, and message history. However, billing records and certain log data may be retained for legal compliance.

6. Data Security

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

• Encryption of data in transit using HTTPS/TLS
• Secure authentication and session management
• Regular security monitoring and updates
• Restricted access to personal data on a need-to-know basis

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

7. Your Rights

Depending on your location, you may have the following rights:

• Access: Request access to your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Portability: Request a copy of your data in a portable format
• Objection: Object to certain processing of your data
• Withdrawal: Withdraw consent for data processing where consent is the legal basis

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

8. Cookies and Tracking

We use session cookies to maintain your login state and provide a seamless user experience. These cookies are essential for the service to function properly. We do not use third-party advertising or tracking cookies.

9. Children's Privacy

Our service is not intended for individuals under the age of 18. 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.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. By using our service, you consent to the transfer of your information to the United States and other countries where our service providers operate.

11. 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 new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of the service after any changes constitutes acceptance of the updated policy.