Privacy Policy

Last updated: November 12, 2026

1. Scope and contact

PrismaticAI Solutions provides AI receptionist, scheduling, CRM, and workflow automation services. This policy describes information handled through our website, business inquiries, branded client platform, and related communications. For privacy questions or requests, contact judy@prismaticaisolutions.com.

Where a client organization supplies information through our services, the organization may control how that information is used. Its privacy notice and our service agreement may also apply. This policy does not authorize collection of information that is prohibited by that agreement.

2. Information we handle

Depending on your interaction, information may include:

• Your name, organization, email address, telephone number, and information supplied in inquiry forms or correspondence.
• Account and profile information, scheduling requests, messages, service preferences, and support history.
• Information you or your organization uploads, or that an integration makes available after authorization.
• Technical information used to operate the service, such as IP addresses, browser or device information, access activity, and security logs.
• Communication preferences and records of consent or withdrawal of consent.

Optional website voice calls use Vapi and its supporting services. Audio and conversation content are processed to provide the call. Recordings, transcripts, summaries, and call details may be retained and made available to us for service delivery and follow-up. You may use the inquiry form or email instead of the voice feature.

3. How information is used

We use information to respond to inquiries; provide requested services; administer accounts, schedules, and communications; offer support; maintain service reliability and security; manage consent preferences; and address legal or contractual requirements. Promotional texts require a separate opt-in. Providing a telephone number or making an inquiry does not, by itself, provide permission for marketing texts.

4. Service providers and disclosures

Providers supporting hosting, communications, form processing, and authorized integrations may process information to perform those functions. Our website uses Vercel for hosting, incomesystem.ai for inquiry-form processing, and Vapi for optional voice calls. The branded client platform uses HighLevel/LeadConnector. Other connected services depend on the integrations you or your organization authorize.

We may disclose information when reasonably necessary to comply with legal obligations, respond to lawful requests, protect rights or safety, or investigate misuse. Information you direct us to send to another party is handled according to that direction and the applicable service agreement.

5. Mobile information and SMS consent

We do not provide mobile information to other businesses or affiliated organizations for their own advertising or promotions. Support contractors may process information needed to assist us. Permission to receive texts and the records documenting that permission are not sold or made available for another party's independent use. Messaging providers may process the information necessary to operate and deliver the SMS service.

Where SMS is offered, consent choices identify the message categories involved. Marketing and service-message choices are separate, optional, and not selected in advance. Consent to promotional texts is not a condition of purchasing services. Reply STOP to withdraw SMS consent or HELP for assistance. A confirmation of an opt-out may be sent. To subscribe again, complete the applicable consent process.

6. Cookies and technical information

The public website currently does not use advertising cookies or analytics tracking. Hosting providers may process technical information to deliver the website securely. The client platform and connected services may use cookies or similar technology for authentication, preferences, security, or service operation. The website's statement about tracking does not describe every connected platform. Browser settings may allow you to control cookies; disabling essential cookies can affect functionality.

7. Security and retention

We use reasonable administrative and technical measures appropriate to the services to reduce unauthorized access or misuse. No internet service or transmission method is completely secure. Protect your credentials and notify us if you suspect unauthorized use.

Information is retained for the purposes described in this policy, service administration, and applicable legal or contractual requirements. Consent and opt-out records may be retained to honor preferences and document compliance. When retention is no longer necessary, information is deleted or de-identified, subject to backup cycles and applicable obligations.

8. Your choices and requests

Contact judy@prismaticaisolutions.com to request access, correction, or deletion of personal information, or to ask about its use. We may need to verify your identity or refer a request to the organization controlling the information. Legal, security, and contractual requirements may limit what can be deleted. Additional rights may apply under applicable law.

Use an email's unsubscribe option to stop promotional email or reply STOP to texts. Withdrawing marketing consent does not close your account or cancel separately contracted services. Necessary account communications may continue through an appropriate permitted channel.

9. Age and sensitive information

The business platform and SMS program are intended for adults aged 18 or older. We do not knowingly solicit personal information from children. Contact us if you believe a child has supplied information.

Do not submit patient records, medical details, or other sensitive health information through public inquiry forms, ordinary SMS, or optional website voice calls. Any handling of protected health information requires separately established contractual, privacy, and technical arrangements. Website or platform access alone does not establish those arrangements.

10. Updates

We will update this policy and its date when our practices change. Material changes will be communicated as required by applicable law. Questions may be sent to judy@prismaticaisolutions.com.