Trams AI ("Trams AI," "we," "us," or "our") provides AI-powered receptionist, calling, messaging, appointment-scheduling, lead-management, and related business-support services. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when people visit our website, contact us, use our services, or communicate with an AI receptionist that we operate for one of our business clients.

1. Scope of This Policy

This Policy applies to:

visitors to Trams AI websites and landing pages;
prospective and current Trams AI clients;
individuals who submit forms, schedule consultations, or communicate with us by telephone, text message, email, or chat; and
callers and message recipients who interact with an AI receptionist or automated communication service operated by Trams AI for a business client.

When Trams AI processes information on behalf of a business client, that client may determine why and how the information is used. The client's own privacy policy may also apply.

2. Information We Collect

Information You Provide

name, telephone number, email address, company name, and other contact information;
information submitted through consultation, contact, survey, or appointment forms;
appointment details, service requests, questions, preferences, and other information shared during a call or message;
payment or transaction-related information when applicable. Payment-card information may be processed directly by a payment provider and is not necessarily stored by Trams AI;
communications, customer-support requests, and feedback; and
consent records, communication preferences, and opt-out requests.

Call, Voice, and Messaging Information

inbound and outbound call details, including date, time, duration, telephone number, routing information, and call outcome;
call recordings and written transcripts;
text-message and chat content;
AI-generated call summaries, lead classifications, appointment notes, and follow-up tasks; and
information necessary to transfer a caller to a person or complete a requested action.

At the beginning of an applicable call, callers may be informed that they are interacting with an AI assistant and that the call may be recorded and transcribed. Please do not provide Social Security numbers, complete payment-card numbers, account passwords, medical information, or other highly sensitive information unless it is specifically requested through an authorized and secure process.

Information Collected Automatically

IP address, browser type, device type, operating system, and approximate location derived from an IP address;
pages viewed, referring pages, links selected, and dates and times of visits;
cookie, analytics, and similar technology information; and
security, error, and diagnostic information.

3. How We Use Information

We may use personal information to:

answer and route calls;
respond to questions and provide requested information;
qualify inquiries and capture leads;
schedule, confirm, reschedule, or cancel appointments;
send requested links, quotes, reminders, confirmations, and follow-up messages;
provide and improve AI receptionist and business-support services;
customize scripts, call flows, frequently asked questions, and client workflows;
maintain client accounts and provide customer support;
monitor service quality, troubleshoot problems, prevent fraud, and protect system security;
comply with law, enforce agreements, and establish or defend legal claims; and
send marketing communications when permitted by law and consistent with the recipient's choices.

We do not use personal information for materially different purposes without providing appropriate notice or obtaining consent when required.

4. AI-Assisted Communications

Trams AI uses artificial intelligence to conduct or assist with telephone calls, text messages, chats, scheduling, lead qualification, call summaries, and customer-service workflows. AI systems can make mistakes. Important information, commitments, prices, appointments, or decisions should be confirmed with the applicable business when appropriate.

Trams AI is not a medical, legal, financial, emergency, or other licensed professional service. An AI receptionist should not be used to communicate emergencies or obtain professional advice.

5. Automated Calls and Text Messages

When required, Trams AI or its business clients obtain consent before sending automated text messages or placing calls that use an artificial, prerecorded, or AI-generated voice. Consent is not a condition of purchasing goods or services unless clearly stated and legally permitted.

Message frequency varies. Message and data rates may apply. You may opt out of automated text messages by replying STOP. You may request help by replying HELP or by contacting the business that sent the message. A person who asks us not to call or text will be placed on the applicable suppression or do-not-contact list, subject to legally permitted administrative communications.

6. How We Disclose Information

We may disclose personal information to:

the Trams AI business client for whom an AI receptionist or communication service is operating;
service providers that support telecommunications, AI processing, website hosting, customer relationship management, appointment scheduling, email, text messaging, analytics, security, payment processing, and technical support;
professional advisers such as attorneys, accountants, auditors, and insurers;
government authorities or other parties when required by law or reasonably necessary to protect rights, safety, property, users, or the public; and
a buyer, successor, or other party involved in a merger, financing, acquisition, reorganization, or sale of all or part of the business, subject to appropriate safeguards.

Service providers may use information only to perform services for Trams AI or the applicable business client, subject to their contractual and legal obligations.

7. We Do Not Sell Personal Information

Trams AI does not sell personal information. We do not disclose personal information to third parties for cross-context behavioral advertising or targeted advertising based on activity across unaffiliated websites or services.

8. Data Retention

90-day retention: Trams AI generally retains call recordings and call transcripts for 90 days from the date of the communication.

They may be retained longer when reasonably necessary to:

resolve a customer-service matter or dispute;
investigate fraud, misuse, or a security incident;
comply with law, legal process, or a contractual obligation;
establish, exercise, or defend legal claims; or
satisfy a documented request from the applicable business client, when legally permitted.

Contact, appointment, consent, suppression-list, transaction, and client-account records may be retained for the duration of the applicable business relationship and afterward for as long as reasonably necessary for the purposes described in this Policy. When information is no longer reasonably necessary, we take reasonable steps to delete, deidentify, or securely dispose of it.

9. Data Security

Trams AI uses reasonable administrative, technical, and organizational safeguards designed to protect personal information. These measures may include access controls, account authentication, vendor oversight, encryption where appropriate, monitoring, and limiting access according to business need.

No system, transmission method, or storage service can be guaranteed to be completely secure. Individuals should use caution when communicating sensitive information by telephone, text message, email, or online form.

10. Cookies and Analytics

Our website may use cookies, pixels, analytics tools, and similar technologies to operate the site, remember preferences, understand site usage, measure performance, and maintain security. Browser settings may allow you to block or delete cookies, but some website features may not function properly afterward.

11. Your Privacy Choices and Rights

Depending on your location and applicable law, you may have the right to:

confirm whether we process your personal information;
request access to personal information associated with you;
correct inaccurate information;
request deletion of information;
obtain a portable copy of certain information;
withdraw consent when processing is based on consent;
opt out of certain automated calls, text messages, marketing communications, targeted advertising, sale of personal information, or qualifying profiling; and
appeal a decision regarding a privacy request.

Trams AI does not discriminate against individuals for exercising applicable privacy rights.

To submit a privacy request or appeal, email [email protected] with the subject line Privacy Request. We may need to verify your identity before completing a request. If Trams AI processed your information solely for a business client, we may direct your request to that client or assist the client in responding.

12. Children's Privacy

Trams AI services are intended for businesses and adults. We do not knowingly collect personal information directly from children under 13 without legally required authorization. If you believe a child has provided personal information improperly, contact us so we can investigate and take appropriate action.

13. Third-Party Services and Links

Our website and communications may contain links to third-party websites, calendars, payment services, or other platforms. Their privacy practices are governed by their own policies. Trams AI is not responsible for the privacy practices of unaffiliated third parties.

14. Changes to This Policy

We may update this Privacy Policy as our services, technology, or legal obligations change. The revised Policy will be posted with an updated "Last updated" date. When required, we will provide additional notice or obtain consent before applying material changes.

15. Contact Trams AI

Questions, privacy requests, complaints, or appeals may be sent to:

Trams AI
Houston, Texas
Email: [email protected]

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Privacy Policy