Privacy Policy

1. Information We Collect

A. Caller Information

• Full name
• Phone number
• Email address
• Appointment details
• Call timestamps
• Voice interactions and transcripts
• Voicemail messages
• SMS communication records

B. Business Information

• Company name
• Contact information
• Billing information
• Calendar integrations
• Workflow configuration data
• Service usage analytics

C. Technical Information

• IP address
• Device information
• Browser type
• Usage logs
• Session information
• API activity
• Error reports and diagnostics

2. How We Use Information

• Operate AI receptionist services
• Schedule, reschedule, and cancel appointments
• Send confirmations and reminders
• Improve system performance
• Provide customer support
• Monitor service quality
• Prevent fraud and abuse
• Maintain system security
• Comply with legal obligations

We do not sell personal information to third parties.

3. AI Disclosure

Our services may use artificial intelligence (“AI”) systems to answer calls, schedule appointments, process requests, and communicate with customers.

By interacting with our systems, users acknowledge they may be communicating with an AI-powered assistant rather than a human representative.

4. AI & Call Processing Disclosure

Our services may use artificial intelligence technologies, automated speech systems, and third-party communication providers to process phone calls, messages, scheduling requests, and customer interactions.

Calls may be monitored, recorded, transcribed, and processed by AI systems for quality assurance, automation, analytics, training, troubleshooting, scheduling, and operational purposes.

By interacting with our services, users consent to such processing where permitted by applicable law.

5. Call Recordings & Deletion Requests

Call recordings, transcripts, voicemail messages, and AI-generated interaction logs may be stored temporarily for operational, quality assurance, training, troubleshooting, scheduling, analytics, and customer support purposes.

Where enabled, recordings may be automatically deleted after a defined retention period determined by operational requirements or client settings.

Clients may request deletion of recordings or transcripts, subject to legal obligations, backup limitations, technical feasibility, and compliance requirements.

We reserve the right to retain certain records where necessary for fraud prevention, dispute resolution, legal compliance, security investigations, and enforcement of agreements.

Deletion requests may not immediately remove all copies from backup or archived systems.

6. SMS Consent

By providing a phone number, users consent to receiving appointment-related SMS messages, reminders, confirmations, and service communications where permitted by law.

Message and data rates may apply. Users may opt out of SMS communications where available or by contacting the business using the service.

7. Third-Party Services

Our systems may integrate with third-party providers including, but not limited to, Google Calendar, Gmail, Twilio, Vapi, OpenAI, n8n, SMS providers, telephony providers, hosting providers, analytics tools, and automation platforms.

These providers may independently process data according to their own privacy policies and terms. We are not responsible for the privacy practices of third-party platforms.

8. Data Retention

We retain information only as long as reasonably necessary to provide services, comply with legal obligations, resolve disputes, enforce agreements, and maintain operational records.

We reserve the right to delete, anonymize, archive, or retain data in accordance with applicable laws and internal policies.

9. Data Security

We implement commercially reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, disclosure, misuse, alteration, or destruction.

However, no system or method of electronic transmission is completely secure. We cannot guarantee absolute security.

10. Client Responsibilities

Business clients using our services are responsible for obtaining required customer consents, complying with applicable privacy laws, notifying callers if recording is required, ensuring lawful use of AI systems, and maintaining their own legal and regulatory compliance.

Clients using our services in healthcare, dental, legal, financial, or regulated industries are responsible for ensuring compliance with applicable sector-specific laws and professional obligations.

11. International Data Transfers

Information may be processed, stored, or transferred in countries outside your province, state, or country, including jurisdictions that may have different privacy laws.

By using our services, you consent to such transfers where permitted by applicable law.

12. Emergency Services Disclaimer

Our AI systems are not emergency services. If you are experiencing a medical emergency, safety emergency, legal emergency, or urgent risk, call emergency services immediately.

13. No Medical, Legal, or Professional Advice

Our AI systems do not provide medical advice, healthcare diagnosis, emergency services, legal advice, financial advice, or other professional advice.

Users should contact qualified professionals or emergency services when appropriate.

14. AI Accuracy & Service Availability

AI-generated responses may contain inaccuracies, misunderstandings, delays, incomplete information, or transcription errors. Clients and users should independently verify important information when necessary.

AI, telecommunication, internet, and third-party services may occasionally experience interruptions, delays, outages, failures, or technical limitations.

15. Children’s Privacy

Our services are not directed toward children under the age required by applicable law. We do not knowingly collect information from minors without appropriate authorization.

16. Your Rights

Depending on your jurisdiction, you may have rights regarding access to information, correction of information, deletion requests, withdrawal of consent, and data portability.

Requests may be submitted using the contact information below.

17. Limitation of Liability

To the maximum extent permitted by law, iMak AI shall not be liable for indirect damages, lost profits, business interruption, data loss, scheduling conflicts, missed appointments, communication failures, third-party service outages, AI-generated errors, or misunderstandings.

All services are provided on an “as is” and “as available” basis.

18. Changes to This Policy

We reserve the right to modify this Privacy Policy at any time without prior notice. Updated versions become effective upon posting.

Continued use of services constitutes acceptance of revised terms.