1. Introduction
ZeroMiss LLC ("Company," "we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our AI Front Desk service ("Service").
This Policy applies to:
- Clients: Businesses that subscribe to our Service
- Callers: Individuals who call businesses using our Service
- Website Visitors: Individuals who visit our website
2. Information We Collect
2.1 Information from Clients
| Data Type | Examples | Purpose |
|---|---|---|
| Account Information | Name, email, phone, business name, address | Account creation and management |
| Payment Information | Credit card, billing address | Payment processing |
| Business Information | Hours, services, pricing, policies | Configure smart voicemail |
| Voice Recordings | Voice samples for cloning | Create AI voice model |
| Usage Data | Login times, feature usage, settings changes | Service improvement |
| Mobile Phone Number | Cell phone number for SMS notifications | Transactional SMS (test results, confirmations) |
2.2 Information from Callers
| Data Type | Examples | Purpose |
|---|---|---|
| Call Recordings | Audio of phone conversations | Quality assurance, transcription |
| Call Metadata | Phone number, call time, duration | Call logging |
| Transcripts | Text version of conversations | Client review, analytics |
| Appointment Data | Name, phone, requested service, date/time | Booking appointments |
2.3 Information Collected Automatically
| Data Type | Examples | Purpose |
|---|---|---|
| Device Information | IP address, browser type, device type | Security, analytics |
| Cookies | Session cookies, analytics cookies | Website functionality |
| Log Data | Access times, pages viewed, errors | Troubleshooting |
3. How We Use Information
3.1 Client Information
We use client information to:
- Provide and maintain the Service
- Process payments
- Send service communications
- Provide customer support
- Improve the Service
- Comply with legal obligations
3.2 Caller Information
We use caller information to:
- Facilitate conversations with the AI
- Book appointments on behalf of clients
- Generate transcripts and call logs for clients
- Improve AI accuracy and quality
- Comply with legal obligations
3.3 Voice Recordings (for Cloning)
We use voice recordings solely to:
- Create AI voice models for your Service
- Maintain and improve voice quality
- We do NOT use your voice for any other client or purpose
3.4 Call Recording Notice
Before any call is recorded, callers hear an audible notice stating that the call may be recorded for quality and training purposes. Callers who do not wish to be recorded may disconnect; no further processing of that call will occur. This notice satisfies two-party consent requirements in applicable jurisdictions.
3.5 SMS/Text Messaging
ZeroMiss LLC may send SMS (text) messages to clients and their designated contacts for transactional and service-related purposes, including:
- Call forwarding test results and verification codes
- Appointment confirmations and reminders
- Service status notifications and alerts
- Account setup instructions
Consent: By providing your mobile phone number during account registration and checking the consent checkbox, you agree to receive transactional SMS notifications from ZeroMiss LLC. You may also provide verbal consent during onboarding calls, which is documented in our records.
Message Frequency: Message frequency varies based on your account activity. Transactional messages are sent only when triggered by service events (e.g., forwarding tests, appointment bookings). We do not send marketing or promotional text messages.
Opt-Out: You may opt out of SMS notifications at any time by replying STOP to any message. After opting out, you will receive one confirmation message and no further texts. You may also contact us at jessica@zeromiss.co to opt out.
Help: Reply HELP to any message for assistance, or contact us at jessica@zeromiss.co or (866) 763-9915.
Message and Data Rates: Standard message and data rates from your mobile carrier may apply. Check with your carrier for details.
Mobile Information: Your mobile phone number and related information collected in connection with SMS messaging will not be shared with or sold to third parties for marketing or promotional purposes. Mobile information is used exclusively for the transactional service communications described above.
4. How We Share Information
4.1 Service Providers
We share information with third parties that help us provide the Service:
| Provider | Purpose | Data Shared |
|---|---|---|
| Retell AI | Voice AI platform | Call audio, transcripts |
| ElevenLabs | Voice cloning | Voice samples |
| Twilio | Phone and SMS services | Call metadata, phone numbers, SMS delivery |
| OpenAI | AI processing | Conversation text |
| Payment Processor | Billing | Payment information |
| Cloud Hosting | Data storage | All service data |
We have entered into Data Processing Agreements (DPAs) with each service provider listed above. These agreements impose GDPR-compliant obligations including data protection, confidentiality, security measures, and restrictions on further processing.
4.2 With Clients
We share caller information with the business being called, including:
- Call recordings
- Transcripts
- Caller contact information
- Appointment details
4.3 Legal Requirements
We may disclose information if required by law, subpoena, or court order, or if we believe disclosure is necessary to:
- Comply with legal obligations
- Protect our rights or property
- Prevent fraud or illegal activity
- Protect personal safety
4.4 Business Transfers
If we merge with or are acquired by another company, your information may be transferred as part of that transaction.
4.5 We Do NOT Sell or Share Mobile Information
We do not sell personal information to third parties. We do not sell, rent, or share your mobile phone number or any mobile information with third parties for marketing or promotional purposes. Mobile numbers collected through our Service are used solely for transactional service communications as described in this Policy.
5. Data Retention
| Data Type | Retention Period |
|---|---|
| Account Information | Duration of account + 30 days |
| Call Recordings | 90 days (configurable) |
| Transcripts | 90 days (configurable) |
| Voice Models | Duration of account + 30 days |
| Payment Records | 7 years (legal requirement) |
| Usage Logs | 12 months |
Clients may request earlier deletion of their data, subject to legal retention requirements.
Voice Model Deletion: Upon account termination or revocation of voice cloning consent, we will permanently delete the associated voice model from production systems within 30 days. Temporary backup copies may be retained for up to 90 days solely for disaster recovery purposes, after which they are permanently destroyed. We do not retain voice models for any other purpose after the client relationship ends.
6. Data Security
We implement reasonable security measures including:
- Encryption in transit (TLS/SSL)
- Encryption at rest for sensitive data
- Access controls and authentication
- Regular security assessments
- Employee training
However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.
7. Your Rights
7.1 Client Rights
You have the right to:
- Access your data via the client dashboard
- Correct inaccurate information
- Delete your account and associated data
- Export your data in a portable format
- Revoke voice cloning consent
To exercise these rights, contact us at jessica@zeromiss.co.
7.2 Caller Rights
Callers may contact the business they called to request access or deletion of their information. We act as a processor for caller data; the business is the data controller. We will assist businesses in fulfilling valid requests.
7.3 California Residents (CCPA)
California residents have additional rights:
- Right to know what personal information is collected
- Right to delete personal information
- Right to opt-out of sale (we do not sell data)
- Right to non-discrimination
Contact us at jessica@zeromiss.co with "CCPA Request" in the subject line.
7.4 European Residents (GDPR)
If you are in the EU/EEA:
- We process data based on contract performance, consent, or legitimate interests
- You have rights to access, rectify, erase, restrict, and port your data
- You may lodge a complaint with your local data protection authority
8. Cookies
8.1 Types of Cookies We Use
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential | Website functionality, login | Session |
| Analytics (Google Analytics 4) | Usage patterns, page views, traffic sources, device/browser info | Up to 2 years |
| Preferences | Settings, language | 1 year |
8.2 Cookie Control
You can control cookies through your browser settings. Disabling essential cookies may affect website functionality.
9. Children's Privacy
Our Service is not intended for individuals under 18. We do not knowingly collect information from children. If we learn we have collected information from a child, we will delete it.
10. Third-Party Links
Our website or Service may contain links to third-party sites. We are not responsible for their privacy practices. Review their policies before providing information.
11. International Data Transfers
Your information may be transferred to and processed in countries other than your own, including the United States. These countries may have different data protection laws.
We use Standard Contractual Clauses and other appropriate safeguards for international transfers where required by law.
12. HIPAA (Healthcare Clients)
If you are a healthcare provider subject to HIPAA:
- We will sign a Business Associate Agreement (BAA)
- We will maintain appropriate safeguards for Protected Health Information (PHI)
- Additional terms in the BAA supersede this Policy where applicable
13. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- Posting the new Policy on our website
- Updating the "Last Updated" date
- Emailing clients (for significant changes)
Your continued use after changes constitutes acceptance.
14. Contact Us
For privacy questions or to exercise your rights:
ZeroMiss LLC
Email: jessica@zeromiss.co
Phone: (866) 763-9915
Address: Lancaster County, Pennsylvania