Privacy Policy

Halo AI Ventures Corp (“Halo,” “we,” “us,” or “our”) operates the website haloaigroup.com and provides the Halo AI phone receptionist platform (the “Service”). This Privacy Policy explains how we collect, use, disclose, and protect information when you use the Service.

By using the Service, you agree to the terms of this Privacy Policy. If you do not agree, do not use the Service.

1. Who We Are

Halo AI Ventures Corp
12287 Hillman Dr, Palm Beach Gardens, FL 33410
Privacy contact: customerservice@haloaigroup.com

2. Information We Collect

2.1 Information You Provide

When you create an account or use the Service, we collect:

• Account information: name, email address, password (hashed), business name, business address, phone number, industry, and role.
• Billing information: payment card data is collected and processed by Stripe; Halo does not store full card numbers. We retain transaction history, subscription status, and the last four digits of payment methods on file.
• Business configuration: business hours, services offered, pricing, FAQ content, voice/agent customization, escalation rules, and other information you configure for your AI receptionist.
• Integration credentials: OAuth tokens (e.g., Google Calendar), API keys, and similar credentials you authorize us to store on your behalf.

2.2 Information From Phone Calls Handled by the Service

When the Service answers a phone call on behalf of your business, we collect:

• Caller phone number (as provided by the telephone network).
• Transcripts of the call and metadata such as call start time, end time, duration, and call status. Halo does not record or retain call audio; audio is processed in real time to generate a transcript and is not stored.
• Information the caller provides during the call (e.g., name, callback number, reason for calling, appointment requests, address).
• AI-generated outputs based on the call, including intent classification, sentiment, summaries, and structured fields.

Notice to callers. Calls are answered by an automated AI assistant and are transcribed. Halo does not record or store call audio. Businesses using the Service are responsible for providing legally required AI-disclosure notices to their callers in accordance with applicable law.

2.3 Information From SMS Messages

When the Service sends or receives SMS messages on behalf of your business, we collect message content, sender and recipient phone numbers, timestamps, and delivery status. SMS opt-in data, opt-in source, and opt-out events are stored as required by U.S. carrier and CTIA rules.

No sharing of mobile opt-in data. Mobile information, phone numbers collected for SMS, and SMS consent records are never shared, sold, rented, or transferred to third parties, affiliates, or lead generators for marketing or promotional purposes at any time. Mobile opt-in data is disclosed only to the subprocessor that delivers messages on our behalf, solely for the purpose of delivering those messages. No mobile information is shared with any third party for marketing or promotional purposes.

2.4 Information From Connected Third-Party Services

If you connect a third-party account to the Service (such as Google Calendar), we collect information from that account only to the extent you authorize. For Google Calendar, this includes calendar metadata and the ability to create, read, and modify calendar events on calendars you have selected. Halo's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

2.5 Automatically Collected Information

When you access the website or dashboard, we automatically collect log data (IP address, browser type, pages viewed, timestamps), device identifiers, and cookies or similar technologies used to authenticate sessions, remember preferences, and analyze usage.

3. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the Service, including answering calls, generating responses, sending SMS, and creating calendar events on your behalf.
• Authenticate users and secure accounts.
• Process payments and manage subscriptions.
• Send transactional communications (account notices, receipts, security alerts) and, with your consent, marketing communications.
• Improve the Service, including improving AI response quality, latency, and accuracy. Call transcripts are processed to deliver the Service to your business, to troubleshoot issues you report to us, and to detect fraud, abuse, and security incidents. Halo does not use call transcripts to develop, train, or improve Halo's products or features, does not use them to train any artificial intelligence or foundation model, whether our own or a third party's, and does not use call content for any independent purpose of its own. We do not sell call content.
• Detect, prevent, and respond to fraud, abuse, security incidents, and violations of our Terms of Service.
• Comply with legal obligations and enforce our agreements.

4. How We Share Information

We share information only as described below.

4.1 Service Providers (Subprocessors)

We use the following subprocessors to operate the Service. Each is bound by contractual confidentiality and data-protection obligations:

• Twilio, Inc. — telephony, SMS delivery, 10DLC registration.
• Anthropic, PBC — large language model inference (Claude).
• ElevenLabs, Inc. — text-to-speech voice synthesis.
• Cartesia AI, Inc. — text-to-speech voice synthesis (only for businesses configured with a Cartesia voice).
• Deepgram, Inc. — speech-to-text transcription.
• Supabase, Inc. — database, authentication, and storage.
• Vercel, Inc. — web application hosting.
• Render, Inc. — voice service hosting.
• Stripe, Inc. — payment processing.
• Resend, Inc. — transactional email delivery (account, invitation, and service notification emails).
• Functional Software, Inc. (Sentry) — application error monitoring.
• Google LLC — calendar integration (only for businesses that connect Google Calendar).

We may update this list as the Service evolves. Material changes will be reflected in updates to this Privacy Policy.

4.2 Legal and Safety

We may disclose information when we believe in good faith that disclosure is necessary to comply with law, legal process, or government requests; to enforce our Terms; to protect the rights, property, or safety of Halo, our users, or others; or in connection with the investigation of fraud, security, or technical issues.

4.3 Business Transfers

If Halo is involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction, subject to the receiving party honoring this Privacy Policy.

4.4 With Your Consent

We may share information with third parties when you direct us to or otherwise consent.

We do not sell personal information. We do not share personal information with third parties for their own marketing purposes.

5. Data Retention

We retain account and configuration data for as long as your account is active and as needed to provide the Service. After account closure, we retain data as required by law, for legitimate business purposes such as fraud prevention and dispute resolution, and as necessary to enforce our agreements.

Call transcripts are retained for up to 12 months from the date of the call. Caller profile information is retained for up to 12 months from the most recent contact. Halo does not record or retain call audio. If your subscription ends, call transcripts and caller profile information are permanently deleted within 30 days of account closure; billing and transaction records are retained separately as required for tax and accounting purposes. You may request earlier deletion of specific records by contacting customerservice@haloaigroup.com.

6. Security

We implement administrative, technical, and physical safeguards designed to protect information against unauthorized access, alteration, disclosure, or destruction. These include encryption in transit, encrypted storage of sensitive credentials, access controls, and security logging. No system is perfectly secure; we cannot guarantee absolute security.

7. Your Choices and Rights

• Account information: You may update or correct account information through the dashboard at any time.
• Marketing communications: You may opt out of marketing emails using the unsubscribe link in those messages.
• SMS: Callers may opt out of SMS messages by replying STOP to any message they receive. Opt-out is honored across our Service.
• Connected integrations: You may disconnect a third-party integration (e.g., Google Calendar) at any time from the dashboard, which revokes our access tokens.
• Account deletion: You may request account deletion by emailing customerservice@haloaigroup.com. Deletion is subject to retention obligations described in Section 5.

State-specific rights

Depending on where you live, you may have additional rights, including the right to access, correct, delete, or port your personal information, and the right to opt out of certain processing. To exercise these rights, email customerservice@haloaigroup.com. We may verify your identity before fulfilling a request. We will not discriminate against you for exercising a right.

8. Children's Privacy

The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe we have collected such information, contact customerservice@haloaigroup.com and we will delete it.

9. International Users

The Service is operated from the United States. If you access the Service from outside the United States, your information will be transferred to, stored, and processed in the United States and in jurisdictions where our subprocessors operate.

10. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date above. Material changes will be communicated through the Service or by email. Your continued use of the Service after a change constitutes acceptance of the updated Privacy Policy.

12. Contact Us

Questions, requests, or complaints regarding this Privacy Policy:

Halo AI Ventures Corp
Attn: Privacy
12287 Hillman Dr
Palm Beach Gardens, FL 33410
customerservice@haloaigroup.com