Privacy Policy

Dial Flow Solutions LLC ("we," "us," or "our") is committed to protecting the privacy of our clients and website visitors. This Privacy Policy explains what information we collect, how we use it, who we share it with, and what rights you have regarding your data.

Because our business uses AI platforms that process personal information, we are required to disclose this clearly in our privacy policy to ensure legal compliance and keep our consumers adequately informed.

This policy applies to all information collected through our website at dialflowsolutions.com, our AI audit telephone service, and any related communications.

2.1 Information You Provide Directly

• Full name and business name.
• Email address and phone number.
• Payment information (processed and stored by Stripe — we do not retain card details).
• Business operational information shared during your audit call.
• Messages submitted through our contact form.

2.2 Call Recording and Transcription Data. When you use our audit telephone service we collect:

• A full audio recording of your audit call.
• An automated text transcription of your call.
• Metadata associated with the call including date, time, and duration.

2.3 Automatically Collected Information. When you visit our website we automatically collect:

• IP address and approximate geographic location.
• Browser type and version.
• Device type and operating system.
• Pages visited and time spent on each page.
• Referring URL.
• Cookie identifiers.

2.4 Information From Third Parties. We may receive information from payment processors or other service providers to verify transactions and prevent fraud.

We use the information we collect for the following purposes:

• Service Delivery: Processing your payment, verifying your identity, conducting your audit, and delivering your report.
• Report Generation: Your call transcript is processed through AI systems to generate your personalized recommendations report.
• Communication: Sending your access code, report, follow-up consultation scheduling, and service-related notifications.
• Service Improvement: Analyzing audit patterns to improve our AI systems and recommendations quality.
• Legal Compliance: Meeting our obligations under applicable laws and regulations.
• Fraud Prevention: Verifying payments and preventing unauthorized use of access codes.
• Marketing: With your consent, sending educational content about AI tools and business automation.

We do not use your personal business information to train AI language models for third-party commercial use. In accordance with emerging state privacy requirements including the Connecticut Data Privacy Act effective July 1, 2026, we disclose that we do not sell or share your personal information for the purpose of training large language AI models.

We share your information only as described below.

4.1 Third-Party Service Providers. We share data with the following categories of service providers solely to deliver our services:

Each of these providers is contractually obligated to use your data only for the purpose of providing services to us and to protect your data in accordance with applicable privacy laws.

4.2 Legal Requirements. We may disclose your information if required to do so by law or in good faith belief that such disclosure is necessary to comply with a legal obligation, protect our rights, prevent fraud, or protect the safety of any person.

4.3 Business Transfers. In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred to the acquiring entity, subject to the same privacy protections described in this policy.

4.4 We Do Not Sell Your Data. We do not sell, rent, or trade your personal information to any third party for their independent marketing or commercial use.

In accordance with FCC disclosure requirements and current best practices for AI voice systems, our audit line plays a clear disclosure at the start of every call informing you that the call is conducted by an AI system and is being recorded.

Your call audio and transcript are processed as follows:

• Call is recorded and transcribed by our AI voice platform.
• Transcript is transmitted via encrypted connection to our automation system.
• Transcript is processed by Claude API (Anthropic) to generate your report.
• Report is converted to PDF and delivered to your email.
• Call recording and transcript are retained for a period of twelve (12) months for quality assurance and dispute resolution purposes.
• After twelve months, call recordings and transcripts are permanently deleted unless retention is required by law.

Your call transcript is not used to train external AI models. Your business information shared during the call is treated as confidential and is not shared with any party beyond those listed in Section 4 of this policy.

Our website uses cookies and similar tracking technologies. You may control cookie settings through your browser preferences. We use:

• Essential Cookies: Required for the website to function, including session management and security.
• Analytics Cookies: To understand how visitors use our site and improve our content (Google Analytics).
• Marketing Cookies: To measure the effectiveness of our advertising campaigns (Meta Pixel, Google Ads) — only placed with your consent.

You may opt out of non-essential cookies at any time through our cookie consent settings or through your browser settings without affecting your ability to use our services.

We retain your information for the following periods:

We implement industry-standard security measures to protect your information including:

• SSL/TLS encryption for all data transmitted to and from our website.
• Encrypted storage of customer records.
• Access controls limiting data access to authorized personnel only.
• Regular security assessments of our systems and third-party providers.
• Secure payment processing through Stripe with PCI DSS compliance.

No method of transmission over the internet or electronic storage is 100% secure. While we take commercially reasonable steps to protect your data, we cannot guarantee absolute security.

Depending on your location you may have the following rights regarding your personal information.

9.1 Rights Available to All Clients

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate information.
• Deletion: Request deletion of your personal information subject to legal retention requirements.
• Portability: Request your data in a structured, machine-readable format.
• Opt-Out of Marketing: Unsubscribe from marketing communications at any time.

9.2 California Residents (CCPA/CPRA). California residents have additional rights including the right to know what personal information is collected, the right to opt out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising privacy rights. To submit a California privacy request contact us at support@dialflowsolutions.com.

9.3 Colorado, Connecticut, Virginia, and Other State Privacy Law Rights. Residents of states with comprehensive privacy laws including Colorado (effective February 1, 2026), Connecticut, Virginia, Texas, and others have the right to opt out of targeted advertising, request deletion of personal data, and appeal our decisions regarding privacy requests.

9.4 How to Exercise Your Rights. Submit privacy requests to support@dialflowsolutions.com with the subject line "Privacy Request." We will respond within 45 days. We may require verification of your identity before processing your request.

Our services are intended exclusively for business use by adults aged 18 and older. We do not knowingly collect personal information from anyone under the age of 18. If we become aware that we have inadvertently collected information from a minor we will delete it immediately. If you believe we have collected information from a minor please contact us at support@dialflowsolutions.com.

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies independently.

We may update this Privacy Policy from time to time. When we make material changes we will update the Effective Date at the top of this document and post a notice on our website. Your continued use of our services after any change constitutes acceptance of the updated policy. We encourage you to review this policy periodically.

For privacy questions, data requests, or concerns about this policy contact:

Dial Flow Solutions LLC

Privacy Inquiries: support@dialflowsolutions.com

Website: dialflowsolutions.com