Effective Date: March 6, 2026 · Version 1.2
SiteBuilt.ai ("SiteBuilt," "we," "us," or "our") is committed to protecting the privacy of our Clients, their customers ("Callers" or "End Users"), and visitors to our website. This Privacy Policy describes how we collect, use, disclose, store, and protect personal information in connection with our AI receptionist, website hosting, SMS automation, and related services.
This Privacy Policy applies to all users of the SiteBuilt.ai platform, including business Clients who subscribe to our services and the individuals who interact with our AI receptionist by phone, SMS, or through Client websites hosted by SiteBuilt.ai.
By using our Services or interacting with an AI receptionist powered by SiteBuilt.ai, you acknowledge that you have read and understood this Privacy Policy.
SiteBuilt.ai is a technology platform based in Austin, Texas, that provides AI-powered voice receptionists, dedicated phone numbers, professional websites, and SMS automation to local service businesses. We act as a service provider and data processor on behalf of our business Clients, who are the data controllers with respect to their customers' personal information.
When a business subscribes to SiteBuilt.ai, we collect:
When a person calls a phone number powered by SiteBuilt.ai or interacts with a Client's website, we may collect:
When you visit sitebuilt.ai or a Client website hosted by us, we may automatically collect:
We do not intentionally collect sensitive personal information such as Social Security numbers, financial account numbers, health information, biometric data, racial or ethnic origin, religious beliefs, or sexual orientation. If such information is incidentally captured during a phone call (e.g., a Caller volunteers health information), it is stored in the call transcript and subject to the same protections and retention limits as all other call data.
We do not collect or store voiceprints or biometric identifiers. Call recordings are standard audio recordings and are not processed to extract biometric data. SiteBuilt.ai does not collect, capture, store, or process voiceprints, voice templates, or any biometric identifiers or biometric information as defined under the Illinois Biometric Information Privacy Act (740 ILCS 14), the Texas Capture or Use of Biometric Identifier Act (Tex. Bus. & Com. Code § 503.001), or any similar state biometric privacy law.
| Purpose | Data Used | Legal Basis |
|---|---|---|
| Providing AI receptionist services | Caller name, phone, call content | Contractual necessity; legitimate interest |
| Booking appointments | Caller name, phone, address, scheduling preferences | Contractual necessity |
| Sending appointment confirmations, reminders, and follow-ups via SMS | Caller phone number, appointment details | Consent; contractual necessity |
| Generating reports and analytics for Clients | Aggregated call data, outcomes, conversion rates | Legitimate interest |
| Billing and subscription management | Client payment information, usage data | Contractual necessity |
| Improving AI accuracy and service quality | Call recordings, transcripts, interaction patterns | Legitimate interest |
| Complying with legal obligations | As required by law | Legal obligation |
| Preventing fraud and ensuring security | Account data, access logs, audit trails | Legitimate interest |
We do not use personal information for: targeted advertising, selling data to third parties, building consumer profiles for cross-context behavioral advertising, or any purpose unrelated to delivering and improving the Services.
We share Caller and End User data with the Client business on whose behalf we are acting. This includes call logs, transcripts, appointment details, customer contact information, and interaction summaries. The Client is the data controller for their customers' information and is responsible for their own use of this data.
We share personal information with third-party service providers who process data on our behalf to deliver the Services. These providers are contractually required to protect personal information and use it only for the purposes we specify:
| Service Category | Provider Type | Data Shared |
|---|---|---|
| Voice AI Processing | AI voice platform | Call audio, transcripts, call metadata |
| Telephony & SMS | Telecom provider | Phone numbers, SMS content, delivery status |
| Calendar Integration | Calendar platform | Appointment details, availability |
| Payment Processing | Payment processor | Billing information (we never see full card numbers) |
| Website Hosting | Hosting provider | Website content, visitor analytics |
| Contact Management | CRM platform | Client and customer contact records |
A list of specific sub-processors is available upon written request to privacy@sitebuilt.ai.
We may disclose personal information if required by law, regulation, legal process, or governmental request, including in response to subpoenas, court orders, or requests from law enforcement. Where legally permitted, we will notify the affected Client before disclosing their data.
In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, personal information may be transferred as part of that transaction. We will notify affected parties of any change in ownership or use of personal information.
We may share personal information for purposes not described in this Privacy Policy only with your explicit consent.
We never sell personal information. We never share personal information for cross-context behavioral advertising. We never provide personal information to data brokers. We never use personal information for purposes unrelated to the Services.
All calls handled by the SiteBuilt.ai AI receptionist may be recorded and transcribed by AI. At the beginning of each call, the AI receptionist discloses that:
This disclosure is provided regardless of the Caller's location to comply with all-party consent requirements in applicable jurisdictions. If a Caller does not wish to be recorded, they may request to speak with a human representative or end the call.
Recordings are used for: quality assurance, service improvement, dispute resolution, AI training and accuracy improvement, generating call summaries for the Client, and compliance purposes.
Recordings are NOT used for: advertising, marketing, sale to third parties, biometric identification, or any purpose unrelated to the Services.
Retention: Audio recordings are retained for 90 days and then permanently deleted. Transcripts and summaries are retained for 3 years and then anonymized.
SiteBuilt.ai sends SMS messages on behalf of Clients for transactional and informational purposes, including appointment confirmations, reminders, follow-ups, and review requests.
Consent: By providing a phone number during a call and confirming an appointment or requesting follow-up, the Caller provides prior express consent to receive transactional SMS. We do not send marketing SMS without prior express written consent.
Opt-Out: Every SMS includes opt-out instructions. Reply STOP to any message to immediately cease all future SMS. Opt-out is processed immediately, logged permanently, and checked before every outbound message. Once opted out, no further SMS will be sent to that number unless the individual affirmatively re-consents.
Message Frequency: Varies based on appointments and interactions. Standard message and data rates may apply.
For full details, see our SMS Terms & Conditions.
We implement reasonable administrative, technical, and physical safeguards to protect personal information, including:
While we implement commercially reasonable security measures, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of personal information.
| Data Type | Retention Period | After Expiry |
|---|---|---|
| Call recordings (audio) | 90 days | Permanently deleted |
| Call transcripts & summaries | 3 years | Anonymized |
| Customer PII (name, phone, email, address) | 3 years from last contact or upon deletion request | Fully deleted |
| Appointment records | 2 years after completion | Archived (PII removed) |
| Billing and payment records | 7 years (tax compliance) | Archived |
| Audit and access logs | 5 years | Archived |
| Website visitor analytics | 2 years | Aggregated and anonymized |
| SMS logs | 3 years | Anonymized |
Our website (sitebuilt.ai) and Client websites hosted by us may use cookies and similar technologies:
Essential Cookies: Required for basic website functionality (session management, security). These cannot be disabled.
Analytics Cookies: Used to understand how visitors interact with the website (page views, time on site, referral source). We use these to improve website performance and content.
We do not use: advertising cookies, cross-site tracking pixels, social media tracking widgets, or any technology that tracks users across unrelated websites for behavioral advertising purposes.
You can control cookies through your browser settings. Disabling cookies may affect website functionality. If your browser sends a Global Privacy Control (GPC) signal, we will honor it as an opt-out of any tracking that constitutes "selling" or "sharing" under applicable law.
Regardless of your state of residence, SiteBuilt.ai extends the following privacy rights to all individuals whose personal information we process:
You may request that we disclose the categories and specific pieces of personal information we have collected about you, the sources of that information, our purposes for collecting it, and the categories of third parties with whom we share it.
You may request deletion of your personal information. We will delete your data from our systems and notify our service providers to do the same, except where retention is required by law or necessary for completing a transaction, security, or other permitted exceptions.
You may request correction of inaccurate personal information we hold about you.
We do not sell or share personal information for cross-context behavioral advertising. If this ever changes, we will provide a clear opt-out mechanism, including honoring Global Privacy Control (GPC) signals.
We will not discriminate against you for exercising any of your privacy rights. You will not receive different pricing, quality, or level of service for making a privacy request.
We do not intentionally collect sensitive personal information. If we inadvertently collect such information (e.g., through a call transcript), you may request its deletion.
To submit a privacy request:
We will verify your identity before processing the request. We will respond to access and correction requests within forty-five (45) days, with one forty-five (45) day extension if reasonably necessary. For deletion requests, we will initiate deletion within ten (10) business days and confirm completion, including notifying our sub-processors to delete downstream copies.
You may also designate an authorized agent to submit a request on your behalf. The authorized agent must provide proof of authorization.
Although SiteBuilt.ai may not currently meet the CCPA/CPRA revenue or data volume thresholds, we proactively provide the following California-specific disclosures:
With respect to Caller and End User data, SiteBuilt.ai acts as a "service provider" (as defined under the CCPA/CPRA) processing personal information on behalf of and at the direction of the Client, who is the "business" (data controller). SiteBuilt.ai processes Caller personal information only for the business purposes specified in these Terms and as directed by the Client.
| Category (per CCPA) | Examples | Collected? |
|---|---|---|
| Identifiers | Name, phone number, email, address | Yes |
| Commercial information | Services requested, appointment history | Yes |
| Internet/electronic activity | Website browsing, IP address | Yes (website visitors) |
| Geolocation data | Approximate location from IP | Yes (approximate only) |
| Audio/electronic information | Call recordings, voicemail | Yes |
| Inferences | AI-generated call summaries, sentiment | Yes |
| Sensitive personal information | Not intentionally collected | No (incidental only) |
| Professional/employment info | Business name, role (Clients only) | Yes (Clients) |
We do not sell personal information. We do not share personal information for cross-context behavioral advertising. We have not sold or shared personal information in the preceding twelve (12) months.
Retention periods are described in Section 8. We retain personal information only for as long as reasonably necessary for the disclosed purposes.
We do not offer financial incentives related to the collection, sale, or deletion of personal information.
SiteBuilt.ai services are designed for businesses and are not directed at individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we discover that we have collected personal information from a child under 13 without verifiable parental consent, we will promptly delete that information. If you believe we have collected information from a child under 13, please contact us at privacy@sitebuilt.ai.
In the event of a data breach involving personal information, SiteBuilt.ai will:
Our website and Client websites may contain links to third-party websites or services. This Privacy Policy does not apply to those third-party sites. We are not responsible for the privacy practices of third parties. We encourage you to review the privacy policies of any third-party services you interact with.
SiteBuilt.ai operates in the United States. All personal information is processed and stored within the United States. If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction.
We may disclose personal information in response to valid legal process, including subpoenas, court orders, or law enforcement requests. Our policy is to:
Our AI receptionist identifies itself as an AI system at the beginning of every call. We do not design or permit the AI to impersonate a human being.
The AI receptionist makes automated decisions during calls, including how to respond to questions, whether to book an appointment, and whether to escalate to a human. These decisions are based on the Client's configured rules and the AI's interpretation of the conversation. No automated decisions are made that have legal or similarly significant effects on Callers.
The AI system may analyze caller sentiment (e.g., positive, negative, neutral) as part of call summaries. This analysis is used to improve service quality and flag interactions that may need human follow-up. Sentiment data is not used for discriminatory purposes or shared with third parties.
SiteBuilt.ai does not use your caller data or call recordings to train generalized, public AI models. Your customers' conversations stay yours. We will never feed your business's call data into a shared model that benefits other companies. This commitment is unconditional and survives termination.
Within that commitment, call data is handled as follows:
We honor Global Privacy Control (GPC) signals as a valid opt-out mechanism for any tracking that constitutes "selling" or "sharing" under applicable law. Because we do not sell or share personal information for behavioral advertising, GPC signals currently do not change your experience on our site, but we will honor them if our practices ever change.
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. Material changes will be communicated via email to Clients and posted on sitebuilt.ai with a revised effective date at least thirty (30) days before taking effect. Continued use of the Services after the effective date constitutes acceptance of the updated Privacy Policy.
If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how your information is handled:
SiteBuilt.ai
Privacy Inquiries: privacy@sitebuilt.ai
General Contact: hello@sitebuilt.ai
Location: Austin, Texas, United States
We aim to respond to all privacy-related inquiries within ten (10) business days.
Last Updated: March 6, 2026 — Version 1.2
This Privacy Policy is a companion document to the SiteBuilt.ai Terms and Conditions of Service.