Privacy Policy

1. Information We Collect

MCTB App

When you use the MCTB mobile app, we collect:

• Phone numbers: Contact phone numbers you interact with through the app
• Call logs: Metadata about calls (time, duration, contact) to provide SMS automation features
• SMS content: Message drafts and sent messages are stored securely on your device by default. If you enable cloud backup features, this content may be stored on our secure servers
• Account information: Email address, subscription tier, and payment information (processed through secure third-party payment processors)

Full AI Phone System

When you use our complete AI assistant service, we collect:

• Call recordings: Audio recordings of calls handled by your AI assistant
• Transcripts: Text transcriptions of calls for analysis and improvement
• Customer data: Information entered by your callers during interactions (names, contact info, appointment details, etc.)
• Business information: Your business details, operating hours, services, and configuration preferences
• Integration data: Data from connected systems like scheduling software, CRM systems, or payment platforms

Website

When you visit our website, we collect:

• Analytics data: Pages visited, time spent, device type, and general location (city/region) through Google Analytics
• Contact form submissions: Name, email, phone number, and message content when you reach out to us
• Cookies: Small data files that help us remember your preferences and analyze site performance

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide the services: Call answering, SMS automation, scheduling, and other features you've subscribed to
• To improve AI training: We may use anonymized and aggregated data to improve our AI models. Individual identifying information is removed before any training use
• For billing and account management: Processing payments, managing subscriptions, and sending account-related notifications
• For support and troubleshooting: Helping you resolve technical issues and answering questions about our services
• To communicate with you: Sending service updates, new feature announcements, and responding to your inquiries
• For legal compliance: Meeting our legal obligations and protecting our rights

3. Data Sharing

We may share your information with trusted third-party service providers who help us operate our business:

• Communication services: Twilio or similar providers for SMS and voice communication infrastructure
• AI processing: OpenAI, Anthropic, or similar providers for AI processing (data is transmitted securely and subject to their privacy policies)
• Payment processing: Stripe or similar payment processors for handling subscriptions and payments
• Cloud hosting: AWS, Google Cloud, or similar providers for secure data storage and infrastructure
• Analytics: Google Analytics for website usage statistics

These providers are contractually obligated to keep your data secure and use it only for the specific services they provide to us.

Legal compliance: We may disclose your information when required by law, court order, or to protect our rights and safety or the rights and safety of others.

4. Data Security

We implement industry-standard security measures to protect your data:

• Encryption in transit: All data transmitted between your devices and our servers uses SSL/TLS encryption
• Encryption at rest: Sensitive data stored on our servers is encrypted using AES-256 or equivalent
• Access controls: Only authorized personnel have access to your data, and access is logged and monitored
• Regular security audits: We periodically review our systems and practices to identify and address potential vulnerabilities
• Secure development practices: Our development process includes security reviews and testing

While we take security seriously, no system is 100% secure. We cannot guarantee absolute security but commit to promptly addressing any security incidents and notifying affected users as required by law.

5. Your Rights

You have the following rights regarding your personal data:

• Access your data: Request a copy of the personal information we hold about you
• Correct your data: Update or correct inaccurate information
• Request deletion: Ask us to delete your personal data (subject to limitations for legal, billing, and security records that we're required to retain)
• Data portability: Receive your data in a machine-readable format to transfer to another service
• Opt out of marketing: Unsubscribe from promotional emails and marketing communications (service-related emails will still be sent)
• Withdraw consent: If processing is based on consent, you may withdraw it at any time

To exercise any of these rights, contact us at support@chaoticallyorganizedai.com. We will respond within 30 days.

6. Cookies & Analytics

Google Analytics

We use Google Analytics to understand how visitors use our website. This service collects information such as pages visited, time on site, browser type, and general geographic location. This data is aggregated and does not personally identify individual visitors.

Essential Cookies

We use cookies necessary for website functionality, including:

• Session cookies to remember your login state
• Preference cookies to remember your settings
• Security cookies to prevent fraud and protect accounts

You can disable cookies in your browser settings, but this may affect website functionality.

7. Data Retention

We retain your data for as long as necessary to provide our services and comply with legal obligations:

• Active accounts: Data is retained while your account is active
• Canceled accounts: Most data is deleted within 90 days of cancellation, except for billing records and data we're legally required to retain
• Legal and compliance records: Some information (billing, tax records, legal communications) may be retained for up to 7 years as required by law
• Backups: Deleted data may persist in encrypted backups for up to 90 days

8. SMS/Mobile Privacy

9. Children's Privacy

Our services are not intended for children under 13 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected data from a child, please contact us immediately so we can delete it.

10. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of significant changes by:

• Posting the updated policy on this page with a new "Last Updated" date
• Sending an email notification to registered users for material changes

We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests regarding this privacy policy or our data practices, please contact us:

• Email: support@chaoticallyorganizedai.com
• Contact Form: Visit our Contact Page

We will respond to your inquiry within 30 days.