Privacy Policy

Steven Michael Ford d/b/a Volunteer AI (“Volunteer AI,” “we,” “us,” or “our”) Effective date: August 1, 2026

This Privacy Policy explains how we collect, use, and share information when you visit our website, contact us, or use our AI receptionist services (the “Services”).

1. Scope

This policy covers information about (a) visitors to our website, (b) our business clients, and (c) people who call a business that uses our Services. For call data handled on behalf of a client, that client decides how the Services are used, and this policy describes our practices as the client’s service provider.

2. Information We Collect

Information you give us

• Contact and business details (name, business name, email, phone, mailing address) when you join our waitlist, request an audit, sign up, or contact us.
• Configuration details you provide so we can build your agent (hours, services, pricing, common questions, transfer targets, calendar access).
• Sign-off / approval information, including your typed electronic signature and the date, when you approve an agent to go live.

Call information (collected on behalf of our clients)

• Audio recordings, transcripts, and summaries of calls handled by the Services.
• Caller phone numbers and call metadata (time, duration, outcome).
• Information a caller provides during a call, such as their name, callback number, and appointment details.

Information collected automatically

• Basic technical data when you use our website or forms, such as IP address, approximate location, browser/device type, and timestamps, including through our hosting and security provider.

3. How We Use Information

We use information to:

• Provide, operate, configure, and improve the Services;
• Answer calls, book appointments, take messages, and send call summaries;
• Communicate with you about your account, billing, and support;
• Send you service updates and, where permitted, occasional marketing (you can opt out anytime);
• Maintain security, prevent abuse, and comply with law.

We do not sell your personal information.

4. Call Recording and Your Callers

The Services may record and transcribe calls, and the AI may disclose that a call is being recorded. Our business clients are responsible for providing any notices and obtaining any consents that the law requires from their callers. If you are a caller and have questions about a recording, please contact the business you called.

5. How We Share Information

We share information with service providers (“subprocessors”) who help us run the Services, only as needed to provide them. These currently include, without limitation:

• Retell — voice-AI platform that powers the receptionist;
• Telnyx — telephony and phone-number services;
• Cloudflare — website hosting, storage, and security;
• Resend — transactional email notifications;
• Calendar/booking providers you connect (for example, Google Calendar, Calendly, or Cal.com).

We may also share information (a) to comply with law or valid legal process, (b) to protect our rights, safety, or property, or (c) in connection with a sale or reorganization of our business. We do not sell personal information.

6. Data Retention

We keep information for as long as needed to provide the Services and for a reasonable period afterward to meet legal, accounting, or dispute-resolution needs. Clients may request deletion of their call data, subject to any legal retention obligations.

7. Security

We use commercially reasonable administrative and technical measures to protect information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Choices and Rights

• You may request access to, correction of, or deletion of personal information we hold about you by contacting us at the address below. We will respond as required by applicable law.
• You may opt out of marketing emails at any time using the unsubscribe link or by contacting us.
• If you are a caller wanting your information changed or removed, contact the business you called; we will assist that business as its service provider.

9. Children’s Privacy

The Services are for businesses and are not directed to children. We do not knowingly collect personal information from children.

10. Third-Party Sites and Services

Our website or communications may link to third-party sites and services that we do not control. Their privacy practices are their own; please review their policies.

11. Changes to This Policy

We may update this policy from time to time. If we make a material change, we will post the updated policy with a new effective date and, where appropriate, notify you.

12. Contact Us

Volunteer AI — Steven Michael Ford (sole proprietor) Mount Juliet, TN 37122 Email: [email protected] Phone: 629-217-2310