Privacy Policy
Smart Business Phone by Profit Solutions
Last Updated: January 15, 2025
📋 Table of Contents
1. Overview
Smart Business Phone by Profit Solutions (“we,” “our,” or “us”) provides AI-powered phone systems for businesses. This Privacy Policy explains how we collect, use, protect, and share information when you use our Smart Business Phone service.
🛡 Our Privacy Commitment
We committed to protect your privacy and maintaining the confidentiality of your business communications. All call data is encrypted, and we never sell your personal information to third parties.
This policy applies to:
- Business owners and staff who use our AI phone systemCustomers who call businesses using our service
- Visitors to our website and marketing materials
- Anyone who interacts with our Smart Business Phone system
2. Information We Collect
Business Account Information
When you sign up for Smart Business Phone, we collect:
- Business Details: Company name, industry type, business address, website URL
- Contact Information: Primary contact name, email address, phone number
- Account Information: Username, password (encrypted), billing preferences
- Payment Information: Credit card details (processed securely through our payment processors)
- Service Configuration: Business hours, call routing preferences, custom greetings
Call Data & Communications
Our AI system processes the following during business calls:
- Call Recordings: Audio recordings of phone conversations (where legally permitted)
- Transcriptions: Text versions of conversations created by our AI
- Caller Information: Phone numbers, names provided by callers, location data
- Call Metadata: Call duration, time stamps, call outcomes, routing information
- Appointment Data: Scheduled appointments, customer preferences, contact details
- Payment Information: When processing phone orders (handled securely)
Technical Information
- System Usage: Login times, feature usage, system performance data
- Device Information: IP addresses, browser types, operating systems
- Integration Data: Information from connected CRM, calendar, and business systems
⚠️ Sensitive Information:
We may process sensitive information during calls, including health information (for medical practices), legal matters (for law firms), and financial data (for accounting firms). This information receives enhanced protection under our security protocols.
3. How We Use Your Information
Core Service Operations
- AI Call Handling: Processing calls, understanding customer requests, providing responses
- Appointment Scheduling: Booking appointments in your calendar systems
- Lead Management: Capturing and qualifying potential customers
- Business Integration: Syncing with your CRM, scheduling, and payment systems
- Service Customization: Tailoring our AI to your specific business needs
Service Improvement
- AI Training: Improving our AI’s understanding of industry-specific terminology
- Quality Assurance: Monitoring call quality and system performance
- Feature Development: Developing new features based on usage patterns
- Technical Support: Diagnosing and resolving service issues
Business Operations
- Account Management: Managing your subscription and billing
- Customer Support: Providing technical assistance and account help
- Legal Compliance: Meeting regulatory requirements in various industries
- Security Monitoring: Detecting and preventing fraudulent activity
No Advertising Use:
We do not use your call data or business information for advertising purposes. Your conversations and customer data are never used to target ads or sold to marketing companies.
4. Call Recordings & Transcriptions
Recording Practices
Our Smart Business Phone system records calls for the following purposes:
- AI Processing: Enabling our AI to understand and respond to customer requests
- Quality Assurance: Ensuring accurate call handling and customer service
- Training & Improvement: Improving our AI’s performance and accuracy
- Legal Compliance: Meeting industry-specific recording requirements
- Dispute Resolution: Providing records for billing or service disputes
Legal Compliance
We comply with all applicable call recording laws:
- Consent Requirements: Following one-party or two-party consent laws by jurisdiction
- Disclosure: Providing appropriate notification when calls are recorded
- Opt-Out Options: Allowing callers to opt out of recording where legally required
- Retention Limits: Automatically deleting recordings according to legal requirements
🔐 Recording Security
All call recordings are encrypted during transmission and storage. Access is strictly limited to authorized personnel for legitimate business purposes. Recordings are automatically deleted according to your retention settings and legal requirements.
Transcription Process
Our AI creates text transcriptions of calls for:
- Searchable call history and records
- Integration with your CRM and business systems
- Generating call summaries and action items
- Compliance with industry documentation requirements
5. Information Sharing
We Share Information With:
Your Business Systems
- CRM Integration: Customer information and call notes
- Calendar Systems: Appointment scheduling data
- Payment Processors: Transaction information for phone orders
- Business Software: Data required for your connected applications
Service Providers
- Cloud Infrastructure: Secure hosting and data processing services
- Payment Processing: Secure payment handling for your business transactions
- Communication Services: Phone carrier services and SMS providers
- AI Processing: Secure AI services for call understanding and response
Legal Requirements
We may disclose information when required by law:
- Court orders, subpoenas, or other legal processes
- Law enforcement requests with proper legal authority
- Regulatory compliance in healthcare, legal, or financial services
- Emergency situations involving imminent harm or danger
❌ We Never Sell Your Data
We do not sell, rent, or lease your personal information, call data, or customer information to third parties for marketing or commercial purposes.
6. Data Security
Technical Safeguards
- End-to-End Encryption: All call data encrypted during transmission and storage
- Secure Infrastructure: Enterprise-grade cloud security with redundant backups
- Access Controls: Role-based access with multi-factor authentication
- Regular Audits: Third-party security assessments and penetration testing
- Data Minimization: Collecting only necessary information for service delivery
Operational Security
- Staff Training: Regular privacy and security training for all employees
- Background Checks: Comprehensive screening for personnel with data access
- Incident Response: Documented procedures for security breach response
- Vendor Management: Security requirements for all third-party providers
- Physical Security: Secure data centers with controlled access
🏆 Security Certifications
Our infrastructure maintains SOC 2 Type II compliance and follows industry best practices for data protection. We undergo regular third-party security audits to ensure your data remains secure.
7. Industry Compliance
Healthcare (HIPAA)
For medical and dental practices, we provide HIPAA-compliant services:
- Business Associate Agreement (BAA) execution
- Protected Health Information (PHI) safeguards
- Secure transmission and storage of medical data
- Patient consent and authorization handling
- Breach notification procedures
Legal Services
For law firms, we maintain attorney-client privilege protections:
- Confidential communication handling
- Conflict checking integration
- Secure client information processing
- Bar association ethical compliance
Financial Services
For financial advisors and accounting firms:
- Gramm-Leach-Bliley Act compliance
- Secure financial information handling
- SOX compliance for applicable clients
- PCI DSS compliance for payment processing
General Data Protection
- GDPR: EU data protection rights and compliance
- CCPA: California Consumer Privacy Act compliance
- State Laws: Compliance with applicable state privacy laws
- Industry Standards: Following best practices for your specific industry
8. Data Retention
Retention Periods
We retain different types of information for varying periods:
- Call Recordings: 1-7 years (configurable based on your business needs and legal requirements)
- Call Transcriptions: 2-10 years (for business records and compliance)
- Customer Data: Duration of active service plus 3 years
- Account Information: Duration of active service plus 7 years (for tax and legal purposes)
- Payment Records: 7 years from transaction date
- System Logs: 1 year for security and troubleshooting
Deletion Process
When retention periods expire:
- Automated deletion from active systems
- Secure overwriting of storage media
- Removal from backup systems
- Certificate of destruction for sensitive data
⚙️ Customizable Retention
Business customers can configure retention settings based on their industry requirements, legal obligations, and business needs through their account dashboard.
9. Your Rights
Access Rights
You have the right to:
- Access: Request copies of your personal information and call data
- Correction: Update or correct inaccurate personal information
- Deletion: Request deletion of your personal information (subject to legal requirements)
- Portability: Receive your data in a machine-readable format
- Restriction: Limit how we process your personal information
Business Account Control
As a business customer, you can:
- Access all call recordings and transcriptions
- Configure data retention settings
- Download your data for backup or migration
- Control integration with third-party systems
- Manage user access and permissions
Exercising Your Rights
To exercise these rights:
- Log into your account dashboard for immediate access
- Contact our support team at privacy@profitsolutions.com
- Call our privacy hotline at (877) 646-9190
- Submit written requests to our privacy officer
Response Time: We respond to privacy requests within 30 days for most requests, or within the timeframe required by applicable law. Complex requests may require additional time, about which we will notify you.
10. Cookies & Tracking
How We Use Cookies
Our website and service use cookies for:
- Essential Functions: User authentication and session management
- Performance: Understanding how users interact with our service
- Preferences: Remembering your settings and customizations
- Security: Preventing fraud and unauthorized access
Third-Party Analytics
We use analytics services to improve our website and service:
- Google Analytics (anonymized data)
- Performance monitoring tools
- Error tracking services
- Customer support tools
Your Cookie Choices
You can control cookies through:
- Browser settings to block or delete cookies
- Our cookie preference center
- Opt-out links for specific services
- Privacy browser extensions
⚠️ Essential Cookies:
Some cookies are essential for our service to function properly. Disabling these may prevent you from using certain features of Smart Business Phone.
11. Children's Privacy
Smart Business Phone is designed for business use and is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will take steps to delete that information promptly.
If you believe we have collected information from a child under 13, please contact us immediately at privacy@profitsolutions.com.
12. Policy Changes
How We Update This Policy
We may update this Privacy Policy to reflect:
- Changes in our services or features
- New legal or regulatory requirements
- Industry best practice updates
- User feedback and requests
Notification Process
When we make material changes, we will:
- Email all active customers 30 days before changes take effect
- Post prominent notice on our website
- Update the “Last Updated” date at the top of this policy
- Provide comparison documents for significant changes
Your Continued Use: Continued use of our serviceconstexpr
✅ Your Continued Use:
Continued use of our service after policy changes take effect constitutes acceptance of the updated terms. If you disagree with changes, you may terminate your service before the effective date.
18. Contact Information
Company Information
Profit Solutions LLC
118 Metropole Avenue, Suite 1935
Avalon, CA 90704
United States
Customer Support
- Phone: (877) 646-9190 (24/7)
- Email: support@profitsolutions.com
- Live Chat: Available through your account dashboard
- Emergency: (877) 646-9191 (urgent technical issues)
Legal and Compliance
- Legal Notice: legal@profitsolutions.com
- Privacy Officer: privacy@profitsolutions.com
- Compliance: compliance@profitsolutions.com
- Copyright Claims: dmca@profitsolutions.com
Business Development
- Partnerships: partners@profitsolutions.com
- Enterprise Sales: enterprise@profitsolutions.com
- Reseller Program: resellers@profitsolutions.com
📧 Important Communications
Ensure our email domains are whitelisted in your spam filters. Important service notifications and legal notices are sent via email.
Questions About These Terms?
Our team is available 24/7 to help clarify any aspects of our Terms and Conditions.