This Privacy Policy explains how OfficeReady, Inc., doing business as OfficeReady.ai (“OfficeReady,” “we,” “our,” or “us”), collects, uses, discloses, and protects information. It covers our website at officeready.ai (the “Website”) and our AI front office, call answering, intake, and messaging services (the “Services”). By accessing the Website or using the Services, you consent to this Privacy Policy. This Privacy Policy forms part of, and is subject to, our Terms and Conditions.

1. Who This Policy Covers

We interact with three groups of people, and this policy treats each of them clearly:

• Website Visitors. People who visit our Website or contact us about the Services.
• Businesses that subscribe to the Services, and their authorized staff.
• Callers and End Users. People who call, text, or otherwise communicate with a Client through the Services, such as a Client’s customers, prospects, and leads.

For Caller and End User information, we act as a service provider (or “data processor”) on behalf of our Clients. Each Client controls what information is collected from its callers and how that information is used. Section 7 explains this in detail.

2. Children Under the Age of 13

The Website and Services are not intended for children under 13 years of age. We do not knowingly collect information of any kind, including personal information, from children under 13. If you are under 13, do not use or provide any information on the Website. If you believe we might have information from or about a child under 13, contact us immediately at privacy@officeready.ai and we will delete it.

3. Information We Collect

3.1 Information You Provide to Us

• Contact and account information. Name, email address, phone number, business name, business website, and any details you submit through forms, demo requests, or consultations.
• Client setup information. Business hours, service areas, services offered, escalation contacts, routing rules, scripts, FAQs, and other configuration details Clients provide so we can deliver the Services.
• Payment information. Billing details processed by our third-party payment processor. We do not store full payment card numbers on our systems.
• Messages, support requests, feedback, and any other correspondence you send us.

3.2 Information Collected Automatically

When you use the Website, we automatically collect technical information such as your IP address, browser type, device type, operating system, pages viewed, session duration, and referring URLs. We use analytics tools to collect this information. We analyze usage data in the aggregate and do not use it to build individual profiles of Website visitors. Where our analytics tools support it, IP addresses are anonymized.

3.3 Caller and End User Information Collected Through the Services

When the Services answer calls or messages on behalf of a Client, we collect the information the Client has instructed us to collect. Depending on the Client’s configuration, this may include:

• Caller name, phone number, email address, and service or property address.
• The reason for the call, service requested, urgency, preferred appointment times, and answers to the Client’s intake questions.
• Call recordings, call transcripts, call summaries, and SMS message content, where enabled by the Client and permitted by law.

Our AI agents are configured to collect only the information each Client has requested for its own business purposes. We do not collect information from callers beyond what the Client’s configuration requires.

4. How the Services Use Artificial Intelligence

The Services use artificial intelligence to answer calls and messages, transcribe conversations, extract structured intake details, summarize interactions, and route or escalate matters to the Client’s own team. Calls and messages handled by the Services are processed by AI systems and may be recorded and transcribed subject to the Client’s configuration and applicable law.

We use trusted third-party technology providers, such as telephony, speech-to-text, text-to-speech, and large language model providers, to power these features. These providers process information on our behalf under contractual confidentiality and data protection obligations. We do not permit our AI technology providers to use Client, Caller, or End User information to train their general-purpose models, except where a provider offers a no-training or restricted-use configuration, which we use.

5. How We Use Your Information

We use the information we collect to:

• Provide, operate, maintain, and improve the Website and the Services.
• Answer calls and messages, capture and qualify leads, support booking, and route or escalate matters on behalf of Clients, according to each Client’s instructions.
• Set up, administer, and support Client accounts, including notices about the account, billing, renewals, and changes to the Services.
• Respond to inquiries, demo requests, and support tickets.
• Send Clients and prospective Clients information about our services that we think may interest them, unless they opt out. Every marketing email includes an unsubscribe option.
• Monitor quality, review calls for accuracy, and improve the reliability and performance of the Services.
• Detect, prevent, and address fraud, abuse, spam, security incidents, and violations of our Terms and Conditions.
• Comply with legal obligations and enforce our agreements.

6. Text Messaging (SMS) Terms and Consent

6.1 Messages We Send to Clients and Their Staff

When you subscribe to the Services, or when a Client designates you as an escalation, notification, or on-call contact, you consent to receive SMS messages from OfficeReady related to the Services. These messages may include call and lead notifications, escalation and urgent-call alerts, appointment and booking updates, daily or periodic activity summaries, account and billing notices, service and outage announcements, onboarding and support messages, and, only if you have separately opted in, marketing messages about OfficeReady services.

• Message frequency varies based on your configuration and call activity. Message and data rates may apply.
• You can opt out at any time by replying STOP to any message, and you can get help by replying HELP or contacting support@officeready.ai. Opting out of notification messages may limit the usefulness of the Services, such as escalation alerts not reaching you.
• Clients are responsible for obtaining consent from any employee or staff member whose mobile number they enroll to receive notifications through the Services.
• Carriers are not liable for delayed or undelivered messages.

6.2 Messages Sent on Behalf of Clients to Their Callers

The Services also send and receive SMS messages on behalf of Clients, including missed-call text-back, intake conversations, and appointment confirmations. The following applies to those messages:

• Consent is obtained before conversational or informational messages are sent, either directly by the Client or through opt-in mechanisms configured on the Client’s website or intake workflows.
• Message frequency varies. Message and data rates may apply.
• Recipients can opt out at any time by replying STOP and can get help by replying HELP.

6.3 Opt-In Data Is Never Shared

No mobile opt-in data or consent information, for any recipient category, will be shared with, or sold to, third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are used solely to deliver the messaging services the recipient requested.

7. Caller and End User Data: Our Role as a Service Provider

Information we collect from Callers and End Users while providing the Services belongs to the Client on whose behalf it was collected. We process that information solely to deliver the Services under the Client’s instructions and our Terms and Conditions. We do not sell Caller or End User information, and we do not use it for our own marketing.

Callers and End Users who have questions about how a specific business uses their information, or who want to access, correct, or delete information collected during a call or message exchange with that business, should contact that business directly. We will support our Clients in responding to those requests.

Call recording is subject to state and federal consent laws, which vary by jurisdiction. Recording settings are configurable per Client, including disabled recording, recording with an announcement, transcript only, or summary only. Clients are responsible for selecting a lawful configuration for their jurisdictions, and we provide announcement and disclosure options to support compliance.

8. Disclosure of Your Information

We may disclose aggregated or de-identified information that does not identify any individual, without restriction. We may disclose personal information:

• To service providers. To vendors who support our business, such as cloud hosting, telephony, speech and AI processing, CRM, scheduling, email and SMS delivery, analytics, and payment processing. These providers are bound by contractual confidentiality and data protection obligations and may use the information only to provide services to us.
• At a Client’s direction. When a Client directs us to sync information to the Client’s own systems, such as its CRM, calendar, or ticketing platform.
• In a business transfer. To a buyer or successor in the event of a merger, acquisition, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of our assets, in which personal information is among the assets transferred.
• For legal reasons. To comply with any court order, law, or legal process, including responding to a government or regulatory request. Where legally permitted, we will notify the affected Client promptly of any legal demand for its data and work with the Client to protect confidentiality.
• To protect rights and safety. If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of OfficeReady, our Clients, or others.
• With notice or consent. For any other purpose we disclose when you provide the information, or with your consent.

We do not sell personal information. We do not share personal information with third parties for cross-context behavioral advertising.

9. Data Security

We have implemented measures designed to secure personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. These measures include encryption of data in transit and at rest, credential and secrets management, access controls that limit data access to personnel who need it to provide the Services, logical separation of each Client’s data, regular security reviews of our infrastructure, and contractual confidentiality obligations for our vendors. The Services are hosted on secure, industry-leading cloud infrastructure.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a security breach affecting a Client’s data, we will notify the affected Client promptly, and in any event within 72 hours of confirming the breach, with the relevant details, and we will cooperate with the Client to investigate and mitigate the incident.

10. Data Retention

We retain personal information for as long as needed to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. Call recordings, transcripts, and intake records are retained according to each Client’s configuration and plan. When a Client account is closed, we delete or de-identify the Client’s data within a reasonable period after termination, except where retention is required by law or for backup integrity, in which case the data remains protected and isolated until deletion is possible.

11. Accessing, Correcting, and Deleting Your Information

You can review, correct, update, or request deletion of personal information you have provided to us by contacting privacy@officeready.ai. We respond to verified requests within the timeframes required by applicable law. We will confirm deletion requests before executing them, since deletion is permanent. We reserve the right to retain information we reasonably need to comply with legal obligations, resolve disputes, and enforce our agreements.

12. Your U.S. State Privacy Rights

12.1 California Residents

If you are a California resident, the California Consumer Privacy Act, as amended by the California Privacy Rights Act, gives you the right to know what personal information we collect and how we use and disclose it, the right to access and receive a copy of your personal information, the right to correct inaccurate information, the right to delete your personal information subject to legal exceptions, and the right not to be discriminated against for exercising these rights. We do not sell personal information or share it for cross-context behavioral advertising, so no opt-out is required. California Civil Code Section 1798.83 also permits California residents to request certain information regarding disclosure of personal information to third parties for direct marketing purposes; we do not make such disclosures. To exercise any of these rights, contact privacy@officeready.ai.

12.2 Florida and Other States

Residents of Florida, Colorado, Connecticut, Virginia, Texas, Utah, Oregon, and other states with comprehensive privacy laws may have similar rights to access, correct, delete, and obtain a copy of their personal information, and to appeal a refused request. To exercise these rights or appeal a decision, contact privacy@officeready.ai with the subject line “Privacy Rights Request.”

13. Visitors From Outside the United States

The Website and Services are operated from the United States, and information we collect is stored and processed in the United States. If you access the Website or Services from outside the United States, you understand that your information will be transferred to and processed in the United States, where data protection laws may differ from those of your jurisdiction.

If you are located in the European Economic Area, the United Kingdom, or Switzerland, you have the right to access, correct, update, or request deletion of your personal information, to object to or restrict processing, to request data portability, and to withdraw consent at any time without affecting prior lawful processing. You also have the right to complain to your local data protection authority. For Caller and End User information processed on behalf of a Client, the Client acts as the data controller and we act as the data processor; Clients requiring a data processing agreement may request one at privacy@officeready.ai.

14. Cookies, Analytics, and Do Not Track

The Website uses cookies and similar technologies for essential site functions, analytics, and, where enabled, marketing. You can control cookies through your browser settings and through any consent banner presented on the Website. We honor the Global Privacy Control (GPC) signal where applicable law requires it. We do not track visitors, plant non-essential cookies, or serve targeted advertising when a Do Not Track browser mechanism is in place.

15. Third-Party Links and Services

The Website and Services may link to or integrate with third-party websites and platforms, including CRM, calendar, and scheduling tools a Client chooses to connect. We are not responsible for the privacy practices of third parties. We encourage you to read the privacy policies of any third-party service you use.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes to how we treat personal information, we will notify Clients by email at the most recent address provided and will post the updated policy on this page with a revised Last Updated date. Your continued use of the Website or Services after changes take effect constitutes acceptance of the updated policy.

17. Contact Us

To ask questions or comment about this Privacy Policy and our privacy practices, contact us at:

OfficeReady, Inc. (d/b/a OfficeReady.ai)

4521 PGA Boulevard, Suite 301, Palm Beach Gardens, Florida 33418

Email: privacy@officeready.ai  |  Support: support@officeready.ai