Privacy Policy

This Privacy Policy explains how RVAI Solutions ("RVAI," "we," "us," or "our") collects, uses, and protects information about you when you use our website, contact us, or engage with our services. We are committed to being transparent about our data practices.

By using our website at rvaisolutionsva.com or engaging with our services, you agree to the terms of this Privacy Policy.

1 Information We Collect

We collect information in the following ways:

Information You Provide Directly

• Name, email address, phone number, and business name when you contact us, submit a form, or request a consultation
• Business details (industry, size, current tools) shared during discovery calls or onboarding
• Payment information processed securely through third-party payment processors (we do not store full payment card details)
• Communication records from emails or messages you send to us

Information Collected Automatically

• Website usage data including pages visited, time on site, and referring URLs (via standard website analytics)
• Device and browser type, IP address, and approximate location
• Cookies and similar tracking technologies to improve site functionality

Information from AI Voice Systems

• If your business uses RVAI's AI voice products (Lead Rescue or Front Desk Pro), calls handled by those systems may be recorded and/or transcribed
• Call data including caller phone numbers, timestamps, and conversation content is logged to support the service and reviewed only as needed for quality assurance or troubleshooting
• Callers interacting with an RVAI-powered voice system are informed they are speaking with an automated assistant

2 How We Use Your Information

We use the information we collect to:

• Deliver, configure, and support our automation services
• Respond to inquiries and provide customer support
• Send service updates, invoices, and relevant operational communications
• Improve our products, processes, and client experience
• Meet legal and regulatory obligations
• Prevent fraud and maintain system security

We do not sell your personal information to third parties.

3 Text Messaging (SMS) Communications

RVAI Solutions uses SMS communications to deliver services on behalf of clients. This includes automated follow-up messages sent to callers who have interacted with an RVAI-powered voice system. These messages are sent through Twilio, our SMS delivery provider.

• Opt-out: You may opt out of SMS communications at any time by replying STOP to any message. After opting out, you will receive one final confirmation message and no further messages will be sent.
• Help: Reply HELP to any message for support information, or contact us directly at [email protected].
• No sharing: Your phone number and SMS opt-in data will not be shared with third parties for marketing purposes.
• Program description: RVAI Solutions uses SMS to support lead follow-up, appointment reminders, and client service notifications for small businesses using our automation systems.

4 How We Share Your Information

We share information only in the following circumstances:

• Service providers: Trusted third-party tools that help us operate our services, including Twilio (SMS delivery), HubSpot (CRM), Make (automation platform), Vapi (AI voice), Google (Calendar, Gmail), and Wave (invoicing). Each is bound by their own privacy policies and data handling agreements.
• Legal compliance: If required by law, court order, or regulatory authority.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change.
• With your consent: In any other circumstances where you have given explicit permission.

5 Data Retention

We retain your information for as long as necessary to deliver services and meet our legal obligations. Call records and automation logs are typically retained for up to 12 months and may be deleted upon request. Client business data is retained for the duration of the service relationship plus 24 months, unless you request earlier deletion.

6 Your Rights and Choices

You have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information (subject to legal and operational requirements)
• Opt out of SMS communications at any time by replying STOP
• Withdraw consent where processing is based on consent

To exercise any of these rights, contact us at [email protected].

7 Cookies and Tracking

Our website uses cookies and similar technologies to improve your browsing experience and understand how visitors use our site. You may configure your browser to refuse cookies; however, some site functionality may be affected.

8 Security

We implement reasonable technical and organizational measures to protect your information from unauthorized access, disclosure, or loss. These include secure data transmission (HTTPS), limited internal access to personal data, and use of reputable third-party platforms with their own security standards.

No method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your data to the best of our ability.

9 Children's Privacy

Our services are intended for business owners and adults. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us and we will delete it promptly.

10 Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the effective date at the top of this page. For significant changes, we will notify active clients by email. Continued use of our website or services after changes take effect constitutes your acceptance of the updated policy.

11 Contact Us

If you have questions about this Privacy Policy or how we handle your information, please reach out: