Privacy Policy

1. Introduction

RAM AI Automations LLC ("RAM AI," "we," "us," or "our") is committed to protecting the privacy of our clients and the individuals who interact with our AI-powered Services. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you visit ramaiautomations.com or use our AI Front Desk Manager and related automation services (collectively, the "Services").

By using our Services, you agree to the collection and use of information in accordance with this Policy. If you disagree with any part of this Policy, please discontinue use of the Services.

2. Information We Collect

We may collect the following categories of personal information:

a. Information You Provide Directly

• Name, email address, phone number, and business name (via contact forms or demo requests)
• Payment information (processed securely by Stripe — we do not store raw card data)
• Business details such as hours of operation, services offered, and call-handling preferences

b. Information Collected Automatically

• IP address, browser type, device type, and operating system
• Pages visited, time on site, and referral source
• Cookies and similar tracking technologies (see Section 7)

c. Call and Communication Data

• Inbound and outbound call recordings and transcripts handled by our AI
• SMS messages sent or received through our platform
• Caller names, phone numbers, and appointment details captured during AI interactions
• AI-generated notes, call summaries, and lead qualification data

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our AI Front Desk Manager and automation Services
• Process transactions and send billing confirmations and invoices
• Schedule and confirm appointments on your behalf
• Send SMS and email follow-ups to your callers as part of the Services you've subscribed to
• Generate call summaries, transcripts, and weekly performance reports for your business
• Respond to your inquiries, support requests, and demo scheduling
• Improve and personalize the AI's performance, vocabulary, and call-handling accuracy
• Comply with legal obligations and enforce our Terms of Service

We do not sell your personal information or your callers' personal information to any third party.

4. Information Sharing and Disclosure

We may share personal information only in the following limited circumstances:

a. Service Providers

We work with trusted third-party vendors who help us deliver the Services. These providers process data only as instructed by us and under confidentiality agreements:

• ElevenLabs — AI voice synthesis
• Twilio — telephony, call routing, and SMS
• OpenAI — AI language model processing
• Stripe — payment processing
• n8n — workflow automation
• Google Calendar / third-party CRMs — scheduling integrations you authorize

b. Legal Requirements

We may disclose personal information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency).

c. Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred. We will provide notice before such a transfer and your information becomes subject to a different Privacy Policy.

5. Call Recording and AI Processing

Our AI Front Desk Manager records and transcribes calls to provide core functionality including summaries, booking confirmations, and lead qualification. Where required by law (including Florida's two-party consent statute), you are responsible for ensuring callers are notified that calls may be recorded or handled by an AI system.

Call recordings and transcripts are stored securely and accessible only to your authorized account users and RAM AI technical staff for support and model improvement purposes.

6. Data Retention

We retain personal information for as long as necessary to provide the Services and fulfill the purposes described in this Policy, or as required by applicable law. Specifically:

• Active client data is retained for the duration of the service relationship
• Call recordings and transcripts are retained for up to 12 months by default (configurable upon request)
• Billing records are retained for 7 years in accordance with accounting requirements
• Upon account termination, we will export your data upon request within 30 days and delete it within 90 days thereafter

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to improve your browsing experience and analyze site traffic. Types of cookies we use:

• Essential cookies: Required for the site to function properly
• Analytics cookies: Help us understand how visitors use the site (e.g., Google Analytics)
• Marketing cookies: Used for advertising and conversion tracking where applicable

You can control cookies through your browser settings. Disabling cookies may affect certain features of the website.

8. Data Security

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

• TLS/SSL encryption for all data in transit
• Encrypted storage for call recordings and transcripts
• Access controls limiting data access to authorized personnel only
• Regular security reviews of our infrastructure and third-party integrations

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.

9. Your Rights

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

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal information, subject to legal retention requirements
• Portability: Request your data in a portable, machine-readable format
• Opt-out: Opt out of non-essential communications at any time

To exercise any of these rights, contact us at Ramon.Navarro@ramaiautomations.com. We will respond within 30 days.

10. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete it, and the right to opt out of its sale. We do not sell personal information. To submit a request, email us at Ramon.Navarro@ramaiautomations.com.

11. HIPAA Notice

RAM AI Automations may serve healthcare clients (dental practices, medical spas, and similar businesses) whose callers may share Protected Health Information (PHI). If you are a covered entity under HIPAA, please contact us to execute a Business Associate Agreement (BAA) prior to deploying our Services for patient communications. Our Enterprise plan includes BAA support.

12. Children's Privacy

Our Services are not directed at individuals under the age of 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately so we can delete it.

13. Third-Party Links

Our website may contain links to third-party websites (e.g., Calendly, Stripe checkout). We are not responsible for the privacy practices of those sites and encourage you to review their policies independently.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or a prominent notice on our website at least 14 days before taking effect. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of the Services after changes become effective constitutes your acceptance of the revised Policy.

15. Contact Us

For questions, concerns, or requests related to this Privacy Policy or your personal data, contact us at: