Office Systems AI LLC Privacy Policy

1. About This Privacy Policy

This Privacy Policy explains how Office Systems AI LLC collects, uses, stores, and protects information collected through its hosted AI front-office platform, website, and AI front-office worker service.

Office Systems AI LLC operates a hosted AI front-office platform for small service businesses. The platform deploys AI front-office workers for client businesses. The AI worker answers inbound phone calls on behalf of client businesses, collects caller information, helps book appointments, and sends confirmation messages when appropriate. The AI worker discloses that it is an AI front-office liaison on every call.

The Office Systems AI platform is multi-tenant. Each client business is a separate tenant.

Company contact information:

Office Systems AI LLC, 82 Wendell Ave. STE 100, Pittsfield, MA 01201, admin@officesystemsai.com, officesystemsai.com

2. Information We Collect

When a caller interacts with the AI worker, we may collect the following information: caller name, caller phone number, caller email address, service address, reason for call, appointment date and time, appointment type, call notes or service details provided by the caller.

We may also collect operational records such as call timestamps, message status, appointment status, and system logs needed to operate and review the service.

3. How Information Is Collected

Information is collected through AI voice calls handled by the platform's AI worker and through related communication channels used to complete the service, such as SMS or email confirmations.

The AI worker may ask callers for information needed to understand the reason for the call, schedule an appointment, confirm contact details, and notify the client business.

4. How We Use Information

Office Systems AI uses collected information to: handle inbound calls for client businesses, create call and intake records, book or help coordinate appointments, send appointment confirmations by SMS or email when appropriate, notify the client business about the call or appointment, support operational review, quality control, troubleshooting, and audit needs, and maintain the security and reliability of the platform.

We do not use caller information for unrelated marketing. We do not sell personal information.

5. SMS Data and Messaging Privacy

Office Systems AI sends SMS messages for transactional purposes only on behalf of client businesses. No marketing or promotional content is sent.

SMS messages to clients and customers may include: appointment confirmations, appointment reminders, appointment change notifications, waitlist notifications, post-appointment follow-up, review requests, and reactivation outreach. Client consent to receive SMS messages is obtained verbally during inbound calls. The caller must agree before any SMS is sent.

SMS messages to employees and staff of client businesses may include: new booking notifications, schedule change notifications, pre-appointment briefings, and shift coverage coordination messages. Employee consent is obtained during staff onboarding.

SMS opt-in data and consent records are used only to operate the messaging service. SMS opt-in data is not sold, rented, or shared with third parties for marketing purposes.

SMS messages are sent through Twilio from a registered business phone number. Twilio and similar service providers may process SMS data only as needed to deliver and support the messaging service.

To stop receiving SMS messages, reply STOP to any SMS message. To request help, reply HELP or contact admin@officesystemsai.com.

Message and data rates may apply. Message frequency varies based on appointment volume and operational activity. Carriers are not liable for delayed or undelivered messages.

6. How Information Is Shared

Office Systems AI shares caller information with the client business on whose behalf the AI worker handled the call.

Office Systems AI may also use trusted service providers to operate the platform, including providers for phone calls, SMS, email delivery, cloud hosting, databases, authentication, monitoring, and related infrastructure.

These service providers are used to operate the platform. Office Systems AI does not sell caller information, personal information, or SMS opt-in data to third parties.

7. Data Storage and Security

Office Systems AI stores operational records in a secure hosted database. Access is limited to authorized personnel and systems that need access to operate, support, troubleshoot, or review the platform.

We use reasonable administrative, technical, and operational safeguards designed to protect information from unauthorized access, loss, misuse, or improper disclosure.

No system can be guaranteed to be perfectly secure. Client businesses remain responsible for their own account access, internal review, and proper handling of customer information they receive through the platform.

8. Data Retention

Office Systems AI retains call, appointment, message, and operational records for service delivery, customer support, operational review, quality control, troubleshooting, audit, and business record purposes.

Records may be retained for as long as needed to support the service, comply with legal or operational obligations, resolve disputes, and maintain accurate business records.

9. Data Correction and Deletion Requests

You may contact Office Systems AI to request correction or deletion of personal information by emailing admin@officesystemsai.com.

We may need to verify the request before acting on it. Some information may be retained when needed for legal, security, audit, operational, or legitimate business record purposes.

If your information was collected on behalf of a client business, we may coordinate with that client business when responding to your request.

10. No Sale of Personal Data

Office Systems AI does not sell personal information.

Office Systems AI does not sell, rent, or share SMS opt-in data or consent records with third parties for marketing purposes.

11. Children's Privacy

Office Systems AI services are intended for business communications and appointment handling. They are not directed to children. If we become aware that information from a child has been collected improperly, we will take reasonable steps to address it.

12. Changes to This Privacy Policy

Office Systems AI may update this Privacy Policy from time to time. The updated version will be posted on officesystemsai.com with a new "Last updated" date.

13. Governing Law

This Privacy Policy is governed by the laws of the Commonwealth of Massachusetts, without regard to conflict-of-law rules.

14. Contact

Questions, correction requests, deletion requests, or privacy concerns may be sent to:

Office Systems AI LLC, 82 Wendell Ave. STE 100, Pittsfield, MA 01201, admin@officesystemsai.com, officesystemsai.com