Privacy Policy

1. Introduction

This Privacy Policy explains how First AI Employee LLC ("First AI Employee," "we," "us," or "our") collects, uses and shares information in connection with our AI receptionist and related services (the "Service") and our website at https://firstaiemployee.com.

2. Our Roles

For visitors to our website and for the businesses that hold accounts with us ("Customers"), we are the controller of their information. When we answer calls, texts, chats, forms, reviews and email for a Customer, we process the information of the people involved ("End Users") on that Customer's behalf, as its processor or service provider, under our Data Processing Addendum, and the Customer is responsible for that information. If you are an End User and want to exercise your rights, please contact the business you dealt with; we will help it respond.

3. Information We Collect

From Customers: contact details, account credentials, billing information (handled by our payment processor; we do not store full card numbers), the business configuration and documents they provide, and, where business texting is enabled, the business's legal name, address and Employer Identification Number (EIN) for carrier registration and optional business verification.

From End Users, on Customers' behalf: telephone numbers and caller ID; call recordings and transcripts; the content of texts, chats, forms, email and reviews; appointment details; files uploaded through secure links; details people choose to give; and interaction metadata such as time, duration, channel and outcome, including IP address and device information for secure uploads. For website chats we derive an approximate city and state from the IP address and do not store the IP address for that purpose.

From website visitors: device and browser information, IP address and pages viewed, in server logs; and, with consent, analytics data collected through cookies (Section 11). We also use the approximate location of a page request to show a local phone number, and we do not store it.

4. How We Use Information

We use information to provide and operate the Service; to set up and manage accounts, billing and support; to communicate with Customers; to secure, debug and improve the Service; and to comply with the law and enforce our Terms. We may review transcripts and related logs, with or without AI tools, to improve the Service's code, prompts and workflows for all Customers. We do not sell personal information.

Where the GDPR or UK GDPR applies, our legal bases are: performance of a contract, to provide the Service to Customers; our legitimate interests, to secure, debug and improve the Service and to communicate with Customers; consent, for analytics and referral cookies, which you can withdraw at any time; and legal obligation, to comply with the law. You can object to processing based on our legitimate interests by emailing [email protected].

5. How We Share Information

We share information with service providers that help us run the Service, in these categories: telephony and messaging, speech-to-text and text-to-speech, AI language models, cloud hosting and storage, content delivery, email delivery, mapping, payments, business verification, and integration and connectivity. Our Data Processors page lists them. We also share information with the accounts and apps a Customer connects, such as its calendar, business software, review platforms or an external AI app, at the Customer's direction.

We may disclose information to comply with the law or legal process, to protect the rights and safety of First AI Employee, our Customers or others, and in connection with a merger, acquisition, financing or sale of assets.

6. Call Recordings and Transcripts

The Service records and transcribes calls for the Customer. Audio recordings are kept for the number of days the Customer selects, from 1 to 14 (7 by default), and then deleted. The Customer controls its recordings and transcripts.

7. How Long We Keep Information

We keep personal information only as long as we need it for the purposes in this Policy or as the law requires. Call audio is kept as described in Section 6, except recordings that evidence a caller's consent or are under a legal hold. Transcripts and other Customer Data are kept for the life of the account and deleted within 30 days after it closes. Files saved to a job are kept for the period the account owner chooses, up to seven years after the job is completed. Consent and opt-out records are kept for five years. The EIN is kept until the carrier registration is filed, and no longer than 60 days. Billing and tax records are kept as long as the law requires, and website server logs for 30 days. Backup copies roll off within a further 14 days.

8. Where Information Is Stored and Security

We store personal information in the United States. The AI language-model step runs at providers that may process a request in more than one country. Where the GDPR or UK GDPR requires a transfer mechanism for information we process for Customers, our Data Processing Addendum incorporates the European Commission's Standard Contractual Clauses. We use reasonable administrative, technical and physical measures to protect information, but no system is completely secure.

9. Your Rights

Depending on where you live, you may have the right to access, correct or delete your personal information, to receive a copy of it, to restrict or object to its processing, and to withdraw consent at any time. To exercise a right, email [email protected]. If you are an End User, please contact the business you dealt with first. If you are in the EEA or the UK, you may also complain to your data protection authority.

10. Children

The Service and our website are not directed to children. If you believe we hold a child's personal information, contact [email protected] and we will review it and delete it as the law requires.

11. Cookies

We use essential cookies to run the website and remember your choices. With your consent, we use Google Analytics cookies, provided by Google, to understand how the site is used, and, with a separate permission, a referral cookie (fae_ref) that remembers a referral code for 30 days. Optional cookies stay off until you allow them. You can change your choice at any time through Manage cookies in the website footer, and we honor the Global Privacy Control signal. Our website does not respond to Do Not Track signals.

12. Text Messages

We text account contacts only after they opt in, and the Service texts a Customer's End Users only after they consent. Reply STOP to any message to opt out and HELP for help. Message and data rates may apply. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text message opt-in data and consent will not be shared with any third parties.

13. Changes to This Policy

We may update this Policy. We post the new version here with a new date and, for material changes affecting Customers, notify them by email or through the Service.

14. Contact