Privacy Policy

Last Updated: January 25, 2026

1. Introduction

XOLO Communications LLC ("we," "our," or "us") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered answering service.

2. Information We Collect

Information You Provide:

• Contact information (name, business name, email, phone number)
• Business details (call volume, service needs)
• Payment information (processed securely through third-party providers)

Information Collected Automatically:

• Call recordings and transcriptions (when you use our service)
• Phone numbers (caller and recipient)
• Call duration, time, and date
• Technical data (IP addresses, device information)

3. How We Use Your Information

We use your information to:

• Provide and improve our AI answering service
• Process transactions and send service notifications
• Respond to your inquiries and provide customer support
• Train and improve our AI models for better service quality
• Comply with legal obligations and protect our rights
• Send you marketing communications (with your consent, opt-out available)

4. Call Recording and AI Processing

Recording Notice: All calls handled by XOLO may be recorded and transcribed for quality assurance, training purposes, and to fulfill our service obligations. Callers are notified at the beginning of each call that the call may be answered by an AI assistant and is being recorded.

AI Processing: Call audio is processed by our AI systems to provide automated answering services. Voice data is analyzed in real-time to understand caller intent and provide appropriate responses.

5. Information Sharing and Disclosure

We do not sell your personal information. We may share your information with:

• Service Providers: Third-party vendors who assist in providing our services (e.g., cloud hosting, payment processing, telecommunications providers like Twilio)
• Legal Requirements: When required by law, subpoena, or to protect our rights and safety
• Business Transfers: In connection with a merger, acquisition, or sale of assets

6. Data Security

We implement appropriate technical and organizational security measures to protect your information, including:

• Encrypted data transmission (HTTPS/TLS)
• Secure cloud storage with access controls
• Regular security audits and updates
• Employee training on data protection

However, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as necessary to provide services, comply with legal obligations, resolve disputes, and enforce our agreements. Call recordings and transcriptions are typically retained for:

• Active customers: Duration of service + 12 months
• Compliance requirements: As required by applicable law
• AI training data: Anonymized and aggregated indefinitely

8. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your information (subject to legal retention requirements)
• Opt-Out: Unsubscribe from marketing communications
• Data Portability: Request transfer of your data to another service

To exercise these rights, contact us at privacy@xolocomms.com.

9. SMS/Text Messaging

If you provide your phone number, you may receive SMS messages from us, including:

• Service notifications and alerts
• General Price Lists (GPL) when requested
• Appointment confirmations

You can opt out of SMS messages at any time by replying STOP to any text message. Standard message and data rates may apply.

10. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will delete it promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on our website and updating the "Last Updated" date. Continued use of our services after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact us:

XOLO Communications LLC
Email: privacy@xolocomms.com
Phone: Available upon request
Address: Phoenix, Arizona

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