Privacy Policy

1. Information We Collect

Ghost AI Systems (“we”, “us”, or “our”) collects information you provide directly, such as when you fill out a contact form, request a quote, or subscribe to a service.

Information You Provide

• Name, email address, phone number, and company name
• Project details and requirements submitted via forms
• Payment information (processed securely through Stripe)
• Voice call recordings (for AI Voice Agent service clients, with consent)

Information Collected Automatically

• IP address and approximate geolocation
• Browser type, device information, and operating system
• Pages visited, time spent, and navigation patterns
• Referral source and campaign attribution data

2. How We Use Your Information

• To respond to inquiries and deliver our services
• To process payments and manage subscriptions
• To improve our website, products, and user experience
• To send transactional emails (quotes, confirmations, updates)
• To analyze website traffic and optimize marketing efforts
• To comply with legal obligations

3. Third-Party Services

We use the following third-party services that may collect or process data:

• Stripe — Payment processing. Subject to Stripe's Privacy Policy.
• Google Analytics (GA4) — Website analytics and traffic measurement.
• Meta Pixel — Advertising analytics and conversion tracking.
• Vercel — Website hosting and performance analytics.
• Resend — Transactional email delivery.
• Third-party AI model providers — process chat and voice demo inputs to generate responses (we may use more than one provider; see our current subprocessor list on request).
• Twilio — Voice call handling for AI Voice Agent service, and delivery of SMS inquiry alerts.

4. Website Voice Demo & Chat Concierge

Our website includes a live voice demo and a chat concierge so you can try the experience before you book a call. Here is what they capture and what happens to it.

What Is Captured

• Voice demo: microphone audio only while a demo session is active, plus a text transcript of what was said. The demo starts only after you accept your browser's microphone permission prompt, and you can end it at any time or revoke the permission in your browser settings. Sessions are time-limited.
• Chat concierge: the messages you type, an anonymous session identifier stored in a cookie, and any contact details or quote requests you choose to submit.

How It Is Used

• Audio and messages are sent to a third-party AI model provider to generate the spoken or written response you hear or see.
• If you share contact details or ask for a quote, we use them to follow up on your inquiry.
• We review demo transcripts and chat logs to improve the demo and our services.

Retention

• Voice demo audio is streamed for live processing and is not recorded or stored on our servers.
• Voice demo transcripts: when a session with substantive conversation ends, a text transcript and an AI-generated summary are emailed to our team as a lead summary and retained as part of our sales records.
• Chat concierge messages, session events, and any lead or quote details you submit are stored in our database so the conversation can continue across visits and so we can follow up. Your browser also keeps a local copy of recent messages, which you can remove by clearing site data for this website.
• Third-party AI model providers process this data under their own terms and retention policies.

Deleting Your Demo Data

To have a voice transcript, chat history, or lead record deleted, email daniel@ghostaisystems.com with the approximate date and time of your session.

5. Text Messages (SMS)

Ghost AI Systems sends inquiry alert text messages to business clients who have agreed to receive them. The program is described in our SMS Terms. For these alerts we collect the mobile number you give us and a record of your consent.

• We use your mobile number only to send the alerts you agreed to receive and to answer HELP and STOP replies.
• No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.
• Text messaging originator opt-in data and consent are excluded from all of the information-sharing categories described in this policy, and will not be shared with any third parties.
• Messages are delivered through Twilio, which processes your number only to deliver them.
• Reply STOP to any alert to opt out, or HELP for help.

6. Cookies & Tracking

We use cookies and similar technologies to enhance functionality, remember preferences, and analyze usage. You may disable cookies in your browser settings, though this may impact functionality.

7. Data Security

We implement industry-standard security measures including HTTPS encryption, Content Security Policy headers, HSTS, secure authentication, and encrypted data transmission. Payment data is handled exclusively by Stripe and never stored on our servers.

8. Data Retention

We retain personal data only as long as necessary to fulfill the purposes described above, or as required by law. You may request deletion of your data at any time by contacting us.

9. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, delete, or port your personal data. To exercise any of these rights, contact us at daniel@ghostaisystems.com.

10. Contact

For privacy-related questions, contact:
Ghost AI Systems (GhostAISystems LLC)
520 E Church St, Orlando, FL 32801
daniel@ghostaisystems.com