PRIVACY POLICY

1. Who We Are

This Privacy Policy applies to SunStar AI Voice Automations LLC, operating through the Your AI Voice Assistant (“YAIVA”) brand.

References to “YAIVA,” “Company,” “we,” “us,” or “our” mean SunStar AI Voice Automations LLC.

References to “Customer” mean a business or person that purchases or uses YAIVA services. References to “caller,” “visitor,” “contact,” or “individual” may include people who communicate with a Customer through systems configured or supported by YAIVA.

2. Scope of This Policy

This Privacy Policy applies to information processed through YAIVA-operated websites, sales and support interactions, AI Voice services, website AI interactions, business automation, appointment booking, CRM services, messaging, email automation, voice cloning, and related services.

This Policy does not control the independent privacy practices of third-party companies, platforms, payment processors, telecommunications carriers, website providers, AI providers, or other services that maintain their own privacy policies.

3. Information We May Collect

The information we collect or process depends upon how you interact with YAIVA and which Services are used.

Business and Contact Information

We may collect information such as:

• name;
• business name;
• email address;
• telephone number;
• business address;
• website address;
• industry or profession;
• job title or role;
• appointment information;
• service selections; and
• other information voluntarily supplied to us.

Account and CRM Information

If a Customer uses CRM or business-management services, information may include contacts, leads, opportunities, appointments, conversations, tasks, notes, pipeline information, customer status, communication history, and related business records.

4. AI Voice Calls, Recordings and Transcripts

Information processed during an AI Voice interaction may include:

• telephone number;
• caller name;
• voice or audio;
• call recording;
• transcript;
• conversation content;
• questions asked;
• appointment information;
• customer-service requests;
• lead information;
• call duration;
• call routing information;
• time and date of communication; and
• automated summaries or classifications.

These records may be used to provide the requested service, transmit information to the Customer, schedule appointments, improve configuration, troubleshoot the system, maintain records, provide support, address disputes, and operate the applicable business workflow.

5. Call Recording and Consent Responsibilities

Customers must configure and use recording functionality only in compliance with applicable federal, state, local, and international laws.

Where a recording disclosure or consent is legally required, the Customer is responsible for ensuring that an appropriate disclosure or consent mechanism is used before or during the communication.

Customers should obtain legal advice regarding recording and monitoring requirements that apply to their particular business, callers, and jurisdictions.

6. Website AI Voice and Chat Interactions

When an individual interacts with a YAIVA-powered voice or chat experience on a website, information entered, spoken, submitted, or generated during that interaction may be processed.

This may include contact information, questions, conversation content, appointment requests, business needs, transcripts, recordings when enabled, and technical information associated with the interaction.

Website AI Voice conversations may also consume the Customer's applicable AI Voice usage or minutes.

7. Appointment Information

Where appointment-booking functionality is used, YAIVA or its service providers may process information such as:

• name;
• telephone number;
• email address;
• requested appointment;
• calendar availability;
• appointment date and time;
• assigned staff member;
• service requested; and
• appointment notes or related information.

This information may be transmitted to the Customer's calendar, CRM, staff, or other connected systems as necessary to complete the booking or associated workflow.

8. SMS, Email and Automated Communications

If a Customer uses messaging or email automation, YAIVA systems may process contact information and communications necessary to initiate or manage those workflows.

This may include telephone numbers, email addresses, message content, delivery status, responses, opt-out information, appointment reminders, lead follow-up, customer follow-up, review requests, and similar communications.

Customers are responsible for obtaining all legally required permissions and consents before sending marketing or automated communications and for honoring applicable opt-out requests.

9. Custom Voice Cloning Data

Where Custom Voice Cloning is purchased, YAIVA may process:

• voice recordings;
• audio samples;
• recording scripts;
• pronunciation samples;
• speaker information;
• voice-model configuration data; and
• associated instructions or technical data.

Submitted voice materials may be provided to technology vendors that perform voice-processing or voice-generation functions on our behalf or as part of the service selected by the Customer.

10. Payment Information

YAIVA may collect information necessary to identify an order, confirm payment status, manage subscriptions, provide receipts, address billing questions, and maintain transaction records.

Payment-card, PayPal, wallet, bank, or other sensitive payment credentials may be collected and processed directly by our third-party payment processor rather than being stored directly by YAIVA.

Our payment providers may maintain their own records and process personal information according to their own privacy policies and legal obligations.

11. Technical and Website Information

When you visit a YAIVA website or use an online service, certain technical information may be collected automatically by us or our providers.

This may include:

• IP address;
• browser type;
• device type;
• operating system;
• pages visited;
• referring page;
• date and time;
• approximate geographic information;
• session information;
• cookies or similar identifiers; and
• security or fraud-detection information.

12. Cookies and Similar Technologies

YAIVA websites and third-party services may use cookies, pixels, local storage, session storage, and similar technologies to operate website functionality, remember preferences, maintain sessions, improve performance, understand website usage, prevent fraud, or support marketing and analytics where permitted.

Browser settings may allow you to restrict certain cookies. Disabling necessary cookies may affect website or account functionality.

13. How We Use Information

We may use information to:

• provide and configure YAIVA services;
• operate AI Voice conversations;
• process website AI interactions;
• book and manage appointments;
• operate CRM functionality;
• perform automation workflows;
• send authorized communications;
• provide technical support;
• troubleshoot systems;
• measure usage and calculate charges;
• process and verify payments;
• communicate about accounts and services;
• prevent fraud and abuse;
• protect the security of our systems;
• comply with legal obligations;
• enforce agreements;
• investigate disputes; and
• improve service configuration and reliability.

14. Artificial Intelligence Processing

YAIVA services use artificial intelligence and automated systems to process information and perform functions such as:

• speech recognition;
• language processing;
• voice generation;
• conversation handling;
• transcription;
• summarization;
• information extraction;
• call routing;
• appointment processing;
• automation decisions; and
• workflow execution.

AI processing may require relevant information to be transmitted to third-party technology providers that supply AI, speech, telecommunications, hosting, automation, or related infrastructure.

15. When We May Share Information

YAIVA does not disclose information merely because it has been collected. We may disclose information when reasonably necessary for business operations and the purposes described in this Policy.

Recipients may include:

• AI technology providers;
• voice and speech-processing providers;
• telecommunications providers;
• CRM and automation platforms;
• hosting and cloud providers;
• calendar providers;
• email and messaging providers;
• payment processors;
• security and fraud-prevention providers;
• professional advisers;
• contractors supporting our operations; and
• government authorities where legally required.

Service providers may process information subject to their own contractual obligations, privacy terms, security practices, and applicable law.

16. We Do Not Sell Personal Information for Cash

YAIVA does not operate as a data broker and does not sell personal information to third parties in exchange for money as a standalone business activity.

Certain privacy laws may define terms such as “sale,” “sharing,” or “targeted advertising” more broadly than an ordinary monetary sale. Where legally required, applicable rights will be honored according to the law that applies to the individual and the particular processing activity.

17. Customer Data and Our Role as a Service Provider

In many situations, YAIVA processes information on behalf of a Customer business.

For example, when a Customer's caller contacts that Customer through a YAIVA-powered AI Voice system, the Customer generally determines why the interaction occurs, which business information is collected, how the information is used, and which workflows are configured.

Depending upon the applicable law and circumstances, the Customer may act as the business, controller, or other responsible party, while YAIVA or its providers may act as service providers, processors, contractors, or similar roles.

18. Customer Responsibilities for Personal Information

Customers must have a lawful basis or other appropriate authority to provide personal information to YAIVA for processing.

Customers are responsible for:

• their own privacy notices;
• recording disclosures;
• marketing permissions;
• SMS and email consent;
• data supplied to their knowledge base;
• customer lists uploaded to connected systems;
• appropriate access permissions;
• industry-specific privacy requirements; and
• lawful use of YAIVA services.

19. Sensitive and Regulated Information

Customers should not intentionally provide highly sensitive, regulated, or unnecessary information to YAIVA systems unless the particular service has been specifically configured and approved for that type of information.

This may include financial account information, government identification numbers, medical information, protected health information, authentication credentials, passwords, or other sensitive information.

If a Customer requires a specialized compliance environment, including healthcare-related processing, the Customer should contact YAIVA before using the Services for that purpose.

20. Data Retention

We retain information for as long as reasonably necessary for the purposes for which it was collected, including providing the Services, maintaining business and transaction records, resolving disputes, supporting customers, meeting legal obligations, preventing fraud, and enforcing agreements.

Retention periods may vary depending on the type of information, Customer configuration, third-party provider, legal requirements, business needs, and whether an account remains active.

Information may also remain temporarily in backups, logs, archives, or systems maintained by service providers after deletion from an active account.

21. Data Security

Measures may include account controls, password protection, access restrictions, encrypted connections where supported, provider security controls, authentication mechanisms, monitoring, backups, and other safeguards.

However, no internet, cloud, telephone, AI, or electronic system can be guaranteed to be completely secure. We therefore cannot guarantee absolute security or that unauthorized access will never occur.

22. Data Breaches and Security Incidents

If YAIVA becomes aware of a security incident affecting personal information for which notification is legally required, we will take reasonable steps to investigate, contain, remediate, and provide legally required notifications.

Customers agree to cooperate where reasonably necessary to address security incidents affecting Customer-controlled information or connected systems.

23. Account Security

Customers are responsible for maintaining the confidentiality of their account credentials and limiting access to authorized users.

Customers should promptly notify YAIVA if they believe an account, password, integration, or connected system has been compromised.

24. Children's Privacy

YAIVA's commercial services are not directed to children under 13, and YAIVA does not intentionally market its business services to children.

Customers whose businesses interact with minors are responsible for determining and complying with laws applicable to those interactions and the collection of information from minors.

25. Privacy Rights

Depending on your location and the law applicable to the information, you may have certain privacy rights.

These may include rights to request:

• access to certain personal information;
• correction of inaccurate information;
• deletion of certain information;
• information about categories of information processed;
• information concerning certain disclosures;
• restriction of certain processing;
• portability where applicable; or
• withdrawal of certain consent where processing depends upon consent.

These rights are not absolute and may be subject to legal exceptions, verification requirements, retention obligations, and limitations under applicable law.

26. Requests Concerning a YAIVA Customer's Data

If your personal information was collected through a business using YAIVA, that business may be the appropriate party to contact first regarding your privacy request.

Where YAIVA processes the information on that business's behalf, YAIVA may direct the request to the applicable Customer or assist the Customer as reasonably necessary under applicable law and our agreements.

27. Verification of Privacy Requests

To protect personal information from unauthorized disclosure, we may require reasonable verification before fulfilling certain privacy requests.

Verification requirements may depend upon the type of request, sensitivity of the information, and applicable legal requirements.

28. International Processing

YAIVA and its technology providers may process information using systems, personnel, servers, or service providers located in the United States or other jurisdictions.

Privacy and data-protection laws may differ between jurisdictions. Where required, applicable legal safeguards will be used for covered international transfers.

29. Business Transfers

Information may be transferred in connection with a merger, acquisition, financing, sale of assets, reorganization, or similar business transaction involving YAIVA or SunStar AI Voice Automations LLC.

Any successor receiving personal information remains subject to applicable privacy obligations concerning that information.

30. Legal Requirements and Protection of Rights

We may preserve, use, or disclose information when we reasonably believe doing so is necessary to:

• comply with applicable law;
• respond to lawful process;
• comply with court orders;
• respond to authorized government requests;
• protect rights or property;
• investigate fraud;
• protect users or the public;
• enforce agreements; or
• address security threats or unlawful conduct.

31. Third-Party Links and Services

YAIVA websites and services may contain links to third-party websites or connect with third-party platforms.

YAIVA is not responsible for the privacy practices of independent third parties. Individuals should review the privacy policies of those providers before submitting information to them.

32. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal obligations, providers, or business practices.

When we make material changes, we may update the effective date and provide additional notice where required by applicable law.

Continued use of the Services after an updated Policy becomes effective does not eliminate any rights that cannot lawfully be waived.

33. Contact Us

Questions or requests concerning this Privacy Policy or YAIVA's privacy practices may be directed to:

SunStar AI Voice Automations LLC
Your AI Voice Assistant (YAIVA)

Please use the current contact or support information published on the YAIVA website.

For privacy requests, include enough information for us to understand the request and identify the applicable account or interaction without sending unnecessary sensitive information.