Privacy Policy

1.Who We Are

Repliant Arc LLC ("Repliant Arc," "we," "us," or "our") is a Florida-based company that provides AI-powered front desk, lead qualification, and communication services to small businesses. Our principal place of business is in Florida, United States.

This Privacy Policy explains how we collect, use, store, and protect personal information when you interact with our website at repliantarc.com, call our demo line at 833-848-0188, chat with our AI assistant Ashley, or use any of our Services.

2.Information We Collect

We collect the following categories of personal information:

We do not intentionally collect sensitive personal information such as Social Security numbers, financial account numbers, health information, or government ID numbers. If such information is shared during a call or chat, it is retained only as part of the call recording or transcript and is handled in accordance with this policy.

3.How We Collect Information

We collect information through the following means:

• Directly from you — when you submit a form on our website, request a demo, call our AI phone line, or chat with Ashley on our website.
• Automatically — when you visit our website, through cookies, web beacons, and similar technologies that collect technical and usage data.
• Through AI interactions — Ashley captures information you share during calls and chats as part of the lead qualification and appointment booking process.
• From third-party providers — we may receive confirmation data from SMS delivery providers and from Google Calendar regarding appointment bookings.

4.How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, and improve our AI services
• To qualify leads and deliver lead cards to our business clients
• To book and confirm appointments on behalf of our clients
• To send SMS and email confirmations and reminders
• To alert our business clients in real time when a new lead is captured
• To store call recordings and transcripts in the lead dashboard
• To train and improve our AI systems using anonymized or aggregated data
• To respond to inquiries and provide customer support
• To comply with legal obligations
• To detect and prevent fraud, abuse, and unauthorized use

We do not sell your personal information to third parties for their own marketing or commercial purposes.

5.Third-Party Service Providers

We share personal information with the following categories of third-party service providers solely to deliver our Services:

A current list of named subprocessors is available upon request by contacting us at 833-848-0188. Repliant Arc may update subprocessors as needed to maintain or improve the Services.

Each of these providers has their own privacy policy governing their use of data. We require our service providers to use personal information only to provide services to us and not for their own independent purposes.

6.Call Recording and AI Processing

All calls handled by Ashley are recorded. Ashley states at the start of every call: "This call is being recorded by an AI system for quality, training, and service improvement purposes. By continuing this call, you consent to the recording and transcription. To avoid being recorded, please hang up now." Call recordings are processed by our AI voice infrastructure providers for transcription and AI response generation.

Call recordings and transcripts are stored in our lead dashboard and made available to the Repliant Arc client whose phone system you contacted. They are retained for up to 12 months and then securely deleted, unless a longer period is required by law, dispute resolution, or client request.

AI processing of calls is used to: generate conversation transcripts, qualify leads, detect urgency, capture contact information, and improve response quality. Voice synthesis is handled by our AI voice provider.

You may request deletion of your call recording by contacting us at patrick@repliantarc.com with the approximate date and time of the call and the phone number used.

7.SMS Communications

We send SMS messages only to individuals who have provided prior express written consent through our opt-in checkbox. SMS messages we send include appointment confirmations, reminders, and follow-up notifications.

We do not share your phone number with third parties for their own marketing purposes. Your phone number is transmitted to our SMS delivery provider solely for message delivery.

To opt out of SMS communications at any time, reply STOP to any message. To get help, reply HELP or contact us at patrick@repliantarc.com. After opting out, you will receive one final confirmation message and then no further SMS from us.

Message and data rates may apply. Message frequency varies.

8.Data Retention

We retain personal information for as long as necessary to provide our Services and comply with legal obligations:

• Lead records and contact information — retained for the duration of the client relationship plus 24 months after termination
• Call recordings and transcripts — retained for up to 12 months unless required longer by law, dispute resolution, or client request
• SMS consent records — retained for a minimum of 4 years as required by TCPA best practices
• Appointment records — retained for up to 24 months
• Technical and website data — retained for up to 12 months

When retention periods expire, data is securely deleted or anonymized.

9.Data Security

We implement reasonable technical and organizational measures to protect personal information from unauthorized access, disclosure, alteration, and destruction. These measures include encrypted data transmission (HTTPS), access controls, and secure storage practices.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify affected individuals and relevant authorities as required by applicable law.

10.Your Rights and Choices

You have the following rights regarding your personal information:

• Access — you may request a copy of the personal information we hold about you
• Correction — you may request correction of inaccurate or incomplete information
• Deletion — you may request deletion of your personal information, subject to legal retention obligations
• Opt-out of SMS — reply STOP to any SMS or contact us directly
• Do Not Sell — we do not sell personal information; no opt-out is required

To exercise any of these rights, contact us at patrick@repliantarc.com. We will respond within 45 days. We may need to verify your identity before processing requests.

11.California Residents (CCPA / CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):

• The right to know what personal information is collected, used, shared, or sold
• The right to delete personal information we hold about you
• The right to correct inaccurate personal information
• The right to opt out of the sale or sharing of personal information
• The right to non-discrimination for exercising your privacy rights

We do not sell or share personal information as defined under CCPA. To submit a CCPA request, contact us at patrick@repliantarc.com. We will respond within 45 days.

12.Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child without appropriate consent, we will take steps to delete that information promptly.

If you believe we have inadvertently collected information from a child, please contact us at patrick@repliantarc.com.

13.Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this page and notify active clients by email at least 14 days before changes take effect.

Your continued use of our Services after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.

14.Contact Us