Privacy Policy

1. Who this policy covers

This policy applies to (a) visitors of https://superiorai.us, (b) businesses that contract with us for custom AI builds ("Clients"), and (c) end-users whose interactions are processed by AI systems we build and operate on behalf of a Client (e.g., callers to a Client's AI receptionist, users of a Client's AI lead-qualifying agent, recipients of Client-side AI-generated quotes).

2. Information we collect

From visitors to our website: standard server logs (IP address, browser type, pages viewed, referring URL) and any information you voluntarily submit through contact forms or by emailing us.

From Clients: name, business name, business address, phone number, email address, billing information, and operational details about the Client's business that are needed to design and build their custom AI systems (e.g., services offered, hours, pricing, scripts, decision logic).

From end-users of Client-deployed AI systems: information collected during the user's interaction with the AI agent — including, depending on the build, voice audio, transcripts, chat or SMS messages, names, contact details, service addresses, and any other information the end-user provides. This information is collected on behalf of the Client and is the Client's data.

3. How we use information

To design, build, deploy, and operate the custom AI systems a Client has hired us to deliver

To bill Clients for build, deployment, and ongoing service

To improve service quality, including reviewing logs and transcripts for accuracy and refining AI behavior in the Client's deployed systems

To send Clients operational notifications about their builds (status updates, deployments, maintenance, incidents) — typically by email; occasionally by direct text message between the Client's contact and Superior AI's contact

To comply with legal obligations

We do not sell personal information to third parties. We do not use end-user data collected by Client systems for our own marketing.

4. SMS messaging programs

Superior AI LLC operates one or more registered US A2P 10DLC SMS messaging programs and uses those programs to send transactional messages to end-users on behalf of our Clients. This section describes how we handle information specifically related to SMS.

Information collected for SMS: mobile phone number, first name, and an internal patient or customer identifier supplied by the Client's practice-management, booking, or CRM system. We do not collect or transmit clinical, billing, or other sensitive details over SMS.

Source of consent: end-users opt in to SMS communications at the Client's point of intake (for example, by checking an SMS-consent box on the Client's new-patient or new-customer intake form, booking form, or signed authorization). The Client records that consent in its own system of record and propagates an opt-in flag to us. We only send to end-users whose opt-in flag is true.

We do not sell mobile phone numbers, opt-in records, or SMS message content. Mobile information collected for the SMS program is not shared with third parties or affiliates for marketing or promotional purposes. The only third parties that receive SMS-related information are the infrastructure providers necessary to deliver the message (Twilio for carrier transit) and to store the record (our database providers), each acting as a processor under our instructions.

Opt-out: end-users may reply STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, or QUIT to any message to be removed from the program immediately. They may also reply HELP for help or contact the Client directly. Carrier-standard keyword handling is automatic.

Message frequency: at most one (1) message per completed appointment or transaction, and not more than once per six (6) months per recipient. Messages are transactional, not promotional or marketing.

Retention: SMS records (recipient phone number, message text, delivery status, send timestamp, opt-out events) are retained for the duration of the Client's service agreement plus a reasonable period for audit and dispute resolution, then deleted on Client request or expiration of the retention window.

5. Sharing of information

We share information with the following categories of service providers strictly to the extent necessary to operate our service:

• Voice AI infrastructure (e.g., VAPI, Retell AI)

• Telephony, SMS, and chat infrastructure (e.g., Twilio)

• Workflow automation (e.g., n8n)

• Calendar, payment, and CRM integrations chosen by each Client

• Hosting, storage, and database providers (e.g., Supabase, Railway, Vercel)

• Language model providers (e.g., Anthropic, OpenAI, Google)

Each provider operates under its own privacy and security commitments. We do not share information with anyone else except as required by law.

6. Data retention

Logs, transcripts, and metadata related to a Client's AI systems are retained for as long as the Client maintains an active service agreement with us, plus a reasonable period thereafter for troubleshooting, audit, and dispute resolution. Clients may request deletion of their data — and the data their AI systems have collected — by contacting us at the address below.

7. Your 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 within a reasonable time and as required by applicable law.

8. Security

We use commercially reasonable technical and organizational measures to protect personal information, including encryption in transit, access controls, and credential management. No system is 100% secure; we cannot guarantee absolute security.

9. Children

Our service is not directed to children under 13. We do not knowingly collect information from children under 13.

10. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top reflects the most recent change.

11. Contact

Questions or requests regarding this policy:

Superior AI LLC

Email: admin@superiorai.us