Privacy Policy
Effective Date: April 17, 2025
1. Introduction
SmartScale AI (“SmartScale AI,” “we,” “our,” or “us”) is an AI automation agency that provides subscription-based AI tools and services to small and mid-sized businesses. We are committed to protecting the privacy of our clients, their employees, and users of our services.
This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in connection with our website (smartaiscaling.com), client portal, and AI-powered services — including our AI voice receptionist product. It applies to all users located in the United States and Canada.
By accessing our website, using our client portal, or engaging our services, you agree to the practices described in this Policy. If you do not agree, please discontinue use of our services.
2. Information We Collect
2.1 Business Contact Information
When you sign up, contact us, or engage our services, we may collect:
- Full name and job title
- Business email address
- Phone number
- Business name and address
2.2 Payment and Billing Information
To process subscription payments, we collect billing-related information such as billing address and payment method details. Payment card data is processed directly by our payment processor, Stripe, Inc., and is not stored on our systems.
2.3 Call Recordings and Transcripts
Our AI voice receptionist product processes inbound phone calls on behalf of our clients. This may result in the recording and transcription of calls between our AI agent and callers (end users). These recordings and transcripts are used solely to provide and improve the services.
Clients are responsible for ensuring their end users are notified of call recording in accordance with applicable law (see Section 9 — Client Responsibilities).
2.4 End-User and Customer Data
In the course of delivering AI automation services, we may process personal information about our clients’ customers or end users, such as names, phone numbers, appointment details, and responses to AI-driven interactions. We process this data solely as a service provider acting on behalf of our clients.
2.5 Usage and Analytics Data
We automatically collect technical and behavioral data when you interact with our website or client portal, including:
- IP address and approximate location
- Browser type and operating system
- Pages visited, time on site, and clickstream data
- Referring URLs and search terms
This data is collected via cookies and third-party analytics tools to help us improve our platform and user experience.
3. How We Use Your Information
We use the information we collect to:
- Provide, operate, and improve our AI tools and services
- Process payments and manage your subscription
- Communicate with you about your account, updates, and support
- Train and refine AI models that power our services (using de-identified or aggregated data where possible)
- Monitor and analyze usage trends to improve platform performance
- Comply with our legal obligations and enforce our agreements
- Detect and prevent fraud, abuse, or security incidents
4. How We Share Your Information
We do not sell your personal information. We may share your information with the following categories of third parties:
4.1 Sub-Processors and Service Providers
We share information with vendors who process data on our behalf to deliver and improve our services. These providers are contractually bound to protect your data. Key categories include:
- GoHighLevel (GHL) — CRM, client management, appointment booking, and pipeline management
- Retell AI — AI voice agent infrastructure: processes call audio and transcripts
- Stripe, Inc. — Payment processing and billing management
Each of these providers maintains their own privacy and security practices. We encourage you to review their policies.
4.2 Legal and Compliance Disclosures
We may disclose your information when required by law, court order, or government authority, or when we reasonably believe disclosure is necessary to protect the rights, property, or safety of SmartScale AI, our clients, or the public.
4.3 Business Transfers
In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a materially different privacy policy.
5. Call Recording Notice
Our AI voice receptionist may record and transcribe telephone calls. Call recordings may be subject to federal and state/provincial consent laws. In the United States, federal law generally requires one-party consent, but many states (including California and Illinois) require all-party consent. In Canada, consent requirements vary by province.
Clients deploying our AI receptionist are solely responsible for ensuring proper disclosures are made to callers and that applicable recording consent laws are followed in their jurisdiction. SmartScale AI is not liable for client failures to obtain required consents.
6. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance your experience, analyze traffic, and support platform functionality. These may include:
- Essential cookies — required for the site to function
- Analytics cookies — used to understand how visitors interact with our site
- Preference cookies — used to remember your settings and choices
You may control cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of our website or portal.
7. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes described in this Policy, maintain your account, and comply with our legal obligations. When data is no longer needed, we delete or anonymize it in a secure manner.
Call recordings and transcripts are retained for a limited period as defined in your service agreement and deleted thereafter, unless a longer retention period is required by law or requested by the client.
8. Your Rights and Choices
Depending on your location and applicable law, you may have the following rights with respect to your personal information:
- Access — Request a copy of the personal information we hold about you
- Correction — Request that we correct inaccurate or incomplete information
- Deletion — Request that we delete your personal information, subject to legal retention requirements
- Opt-Out — Opt out of non-essential data collection or marketing communications
- Data Portability — Request your data in a structured, machine-readable format
To exercise any of these rights, please contact us at the address listed in Section 11. We will respond to verified requests within 30 days. We do not discriminate against individuals who exercise their privacy rights.
9. Client Responsibilities
Our clients (businesses that subscribe to SmartScale AI services) are responsible for:
- Ensuring their end users and customers are informed about how their data is collected and used through SmartScale AI-powered tools
- Obtaining all required consents for call recording and AI-driven interactions
- Complying with all applicable privacy laws in their industry and jurisdiction, including PIPEDA in Canada and relevant U.S. state privacy laws
SmartScale AI acts as a data processor on behalf of its clients with respect to end-user data. Clients are the data controller and bear primary responsibility for lawful data processing under applicable law.
10. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, disclosure, alteration, or destruction. Our encryption standards are selected in part based on their security posture.
However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security and encourage clients to use strong passwords and secure their own systems.
In the event of a data breach that affects your personal information, we will notify you as required by applicable law.
11. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes we will update the Effective Date at the top of this document and, where appropriate, notify clients by email or through the client portal.
Your continued use of our services after any updates constitutes your acceptance of the revised Policy.
This document is a template and does not constitute legal advice. SmartScale AI recommends a licensed attorney to review the Privacy Policy to ensure compliance with all applicable privacy laws.