Privacy Policy

1. SCOPE AND SBS'S ROLE

SBS handles personal information in two different roles.

When SBS collects information for its own website, sales, billing, support, security, or business operations, SBS determines why and how that information is used.

When SBS processes Client Data through an AI receptionist, CRM, automation, integration, website, advertising campaign, communication system, or other client service, SBS generally acts on the client's instructions as a service provider or processor. The client determines the business purposes for which the information is collected and used.

SBS clients are responsible for:

• Providing their own legally required privacy notices.
• Obtaining any required consent or authorization.
• Establishing lawful purposes for collecting and using personal information.
• Responding to privacy requests relating to information they control.
• Complying with calling, recording, transcription, messaging, marketing, advertising, employment, and privacy laws applicable to their business and intended use.

If you interact with an SBS-powered system operated for another business, that business's privacy policy and instructions also apply. Privacy requests concerning that business's data should generally be directed to the business first. SBS may assist the business with a request when required by law or contract.

This Privacy Policy is not a substitute for an in-call recording notice, artificial-intelligence disclosure, marketing consent, or other notice that may be required at or before a specific collection or communication.

2. PERSONAL INFORMATION WE COLLECT

Depending on how you interact with SBS or an SBS client, we may collect or process the following categories of information.

A. Information Provided Directly to SBS

This may include:

• Name, email address, telephone number, and mailing address.
• Company name, job title, industry, service area, and other business information.
• Information submitted through contact, consultation, intake, quote, strategy, or support forms.
• Messages, emails, text messages, call information, attachments, and other communications.
• Service interests, project requirements, workflow information, preferences, and consultation notes.
• Information needed to provide support, configure services, or fulfill a request.
• Transaction, subscription, invoice, and payment-status information.
• Account access information or credentials that a client provides for an authorized integration.
• Feedback, approvals, instructions, and other information supplied during the business relationship.

Payments are processed through Stripe or another identified payment processor. SBS may receive transaction identifiers, billing information, payment status, payment-method type, and limited payment-method details. SBS does not intentionally collect or store full payment-card numbers through its website.

B. Website and Device Information

When someone visits the SBS website, we may automatically collect:

• Internet Protocol address.
• Browser type, device type, operating system, and language settings.
• Approximate location derived from an Internet Protocol address.
• Pages viewed, links selected, referring pages, session activity, and time spent on the website.
• Form interactions, campaign attribution, and conversion events.
• Cookie identifiers and similar technology information.
• Diagnostic, error, performance, security, and access-log information.

C. AI Receptionist, Calling, and Communication Data

When configured and authorized for a client, SBS services may process:

• Caller and recipient names, telephone numbers, and contact information.
• Call date, time, duration, status, routing information, and technical metadata.
• Audio recordings when recording has been enabled.
• Transcripts, call summaries, messages, classifications, and AI-generated notes.
• Questions, responses, service requests, appointment details, addresses, and availability.
• Lead qualifications, caller intent, service category, urgency, and routing decisions.
• Communication consent, opt-out, suppression, and do-not-contact information.
• Text messages, emails, chat messages, voicemail, and related delivery information.
• Information voluntarily stated or submitted during a communication.

Recording, transcription, summarization, and storage features vary by the client's configuration, instructions, and connected platforms. A transcript or summary may still contain personal information even when an audio recording is not retained.

D. CRM, Automation, Lead, and Customer Data

SBS may process:

• Lead and customer contact details.
• Lead source, campaign, status, stage, and qualification information.
• Customer requests, appointments, estimates, service history, and follow-up activity.
• Form submissions and landing-page responses.
• CRM notes, tags, tasks, custom fields, pipeline information, and communication history.
• Calendar availability, scheduled events, reminders, and appointment details.
• Advertising, website, call, and conversion-attribution data.
• Spreadsheet, form, reporting, and integration data.
• Records synchronized from client-authorized systems.
• Marketing preferences, unsubscribe requests, consent records, and suppression lists.

E. Inferences and Analytics

SBS or its service providers may create operational insights from the information described above, such as:

• Likely service interest.
• Lead status or qualification.
• Communication category or intent.
• Campaign performance.
• Website and workflow performance.
• System errors, trends, and areas for improvement.

AI-generated classifications, summaries, and other outputs may be incomplete or inaccurate and should be reviewed by the applicable client when used for material business actions.

3. SOURCES OF INFORMATION

SBS may receive personal information from:

• You directly.
• SBS clients and their authorized representatives.
• Callers, message recipients, customers, prospects, and other individuals interacting with a client's system.
• Client-authorized CRMs, calendars, forms, phone systems, websites, spreadsheets, payment services, and other integrations.
• Advertising platforms, analytics providers, lead-generation platforms, and social-media platforms.
• Service providers, referral sources, and business partners.
• Publicly available business websites, directories, listings, and records.
• Cookies and similar technologies.
• Information generated while providing, supporting, securing, or troubleshooting the services.

Clients must have lawful authority to provide information to SBS and connect third-party systems to SBS services.

4. HOW WE USE PERSONAL INFORMATION

SBS may use personal information to:

• Operate, maintain, secure, and improve the SBS website.
• Respond to inquiries, consultation requests, and support requests.
• Prepare quotes, recommendations, service configurations, and project plans.
• Process transactions, administer subscriptions, and maintain business records.
• Provide, configure, host, test, troubleshoot, support, and improve purchased services.
• Operate AI receptionist, voice, calling, CRM, automation, messaging, reporting, website, advertising, SEO, and integration services.
• Answer and route calls, capture messages, qualify leads, schedule appointments, and perform approved workflows.
• Generate transcripts, summaries, classifications, reports, and other requested outputs.
• Synchronize information between client-authorized platforms.
• Deliver operational notifications, service communications, and requested marketing communications.
• Measure website, campaign, communication, and service performance.
• Detect, investigate, and prevent fraud, abuse, security incidents, unlawful activity, and platform misuse.
• Enforce agreements and protect the rights, safety, systems, and property of SBS, its clients, service providers, and others.
• Comply with legal, regulatory, accounting, tax, and recordkeeping obligations.
• Establish, exercise, or defend legal claims.
• Create deidentified or aggregated information for analytics, reliability, security, and service improvement where permitted by law.

SBS does not use Client Data received as a service provider to independently market SBS services to the individuals represented in that Client Data.

5. ARTIFICIAL INTELLIGENCE, RECORDINGS, AND TRANSCRIPTS

SBS services may use artificial intelligence, automated speech recognition, natural-language processing, synthetic voice technology, and other automated systems to process communications and produce responses, transcripts, summaries, classifications, recommendations, or workflow actions.

Personal information may be transmitted to telecommunication providers, speech-processing providers, artificial-intelligence providers, hosting providers, CRM platforms, automation platforms, and other service providers necessary to perform the configured service.

AI systems can misunderstand information, generate inaccurate content, omit details, or produce unexpected results. SBS clients are responsible for reviewing system configurations and maintaining appropriate human oversight.

Call recording, transcription, monitoring, and artificial-intelligence disclosure requirements vary depending on the locations of the participants, the nature of the communication, and how the information will be used. The applicable SBS client is responsible for approving and providing legally required notices and obtaining legally required consent.

SBS does not intend its AI services to independently make medical, legal, financial, employment, housing, insurance, credit, emergency, or similarly high-impact decisions about individuals unless a separate written agreement authorizes a legally reviewed use.

6. HOW PERSONAL INFORMATION MAY BE DISCLOSED

SBS may disclose personal information to the following categories of recipients when reasonably necessary for the purposes described in this Privacy Policy.

A. SBS Clients

If you interact with a system operated for an SBS client, the information you provide and the resulting recordings, transcripts, summaries, messages, appointments, CRM records, or other outputs may be disclosed to that client and its authorized users.

B. Service Providers and Contractors

SBS may use vendors that provide:

• Website hosting and cloud infrastructure.
• Artificial-intelligence and speech-processing services.
• Telecommunications, calling, telephone-number, email, and text-message services.
• CRM, calendar, form, spreadsheet, and automation platforms.
• Analytics, advertising, campaign-measurement, and conversion-tracking services.
• Payment processing, invoicing, and subscription management.
• Security, monitoring, support, storage, backup, and error reporting.
• Professional, technical, administrative, and consulting services.

These providers may process information only as permitted by their agreements, configurations, applicable policies, and law.

C. Client-Directed Platforms and Recipients

SBS may disclose or transmit information to a CRM, calendar, software account, business partner, employee, contractor, phone number, email address, or other recipient when directed or authorized by the applicable client.

D. Professional Advisers

Information may be disclosed to attorneys, accountants, insurers, auditors, and other professional advisers when reasonably necessary.

E. Legal and Safety Disclosures

SBS may disclose information when reasonably believed necessary to:

• Comply with law, legal process, court order, or governmental request.
• Investigate fraud, abuse, security incidents, or unlawful conduct.
• Enforce an agreement or protect legal rights.
• Protect the safety, rights, systems, or property of SBS, its clients, service providers, or others.

F. Business Transactions

Information may be transferred as part of a merger, financing, acquisition, reorganization, bankruptcy, sale of assets, or similar business transaction, subject to applicable law.

G. With Permission

SBS may disclose information for another purpose when the affected person or applicable client has authorized the disclosure.

SBS does not sell personal information in exchange for money.

SBS may allow analytics or advertising partners to collect or receive website activity through cookies and similar technologies when the applicable cookie category is enabled. Certain privacy laws may define some advertising-related disclosures as “selling,” “sharing,” or processing for targeted advertising even when no money is exchanged. Website visitors can manage these technologies through Cookie Preferences.

7. COOKIES, ANALYTICS, AND ADVERTISING TECHNOLOGIES

The SBS website may use cookies, pixels, tags, local storage, and similar technologies.

These technologies may include:

• Essential technologies required for website operation, security, navigation, preference storage, and form functionality.
• Analytics technologies that help SBS understand website usage and performance.
• Marketing technologies that help measure campaigns, attribute conversions, limit repeated advertisements, or provide more relevant advertising.

Essential technologies may remain active because they are necessary for the website to function. Analytics and marketing technologies are used according to the selections available through Cookie Preferences and applicable law.

You may manage available cookie categories through Cookie Preferences. Browser controls may also allow you to block or delete cookies, although doing so may affect website functionality.

Because there is no universally accepted technical standard for browser “Do Not Track” signals, the website may not respond to every such signal. SBS will process legally recognized browser-based opt-out preference signals when required by applicable law and technically applicable to SBS's practices.

8. EMAIL AND TEXT-MESSAGE PRIVACY

SBS may use contact information to send:

• Responses to inquiries.
• Consultation and appointment communications.
• Transactional and service-related notices.
• Support messages.
• Billing and subscription communications.
• Marketing communications when permitted.

You may opt out of SBS marketing emails through the unsubscribe instructions in the message or by contacting SBS. You may opt out of SBS marketing text messages by replying STOP or using another reasonable method stated in the message.

Opting out of marketing does not prevent SBS from sending nonmarketing communications that are necessary for an active transaction, service, security issue, or legal obligation.

SBS does not share mobile telephone numbers, SMS opt-in information, or SMS consent records with unaffiliated third parties for those third parties' independent marketing or promotional purposes. This restriction does not prevent disclosure to providers that help SBS deliver communications, to the applicable SBS client, when directed by the individual, or when required by law.

Communications sent through a system operated for an SBS client are controlled by that client. Opt-out and privacy requests concerning those communications should be directed to the identified client or made through the opt-out method provided in the communication.

9. DATA RETENTION

SBS retains personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, the applicable Service Order, client instructions, and legal, accounting, security, fraud-prevention, backup, and recordkeeping requirements.

Retention depends on factors including:

• The type, amount, and sensitivity of the information.
• The purchased service and client configuration.
• The duration of the client relationship.
• The operation of connected third-party platforms.
• Whether the information is needed to provide support, resolve a dispute, enforce an agreement, or comply with law.
• The risk of harm from unauthorized use or disclosure.

Website inquiries, consultation information, business communications, and service records may be retained during the business relationship and for a reasonable period afterward.

Transaction, tax, accounting, and contract records may be retained for the period required by applicable law and legitimate recordkeeping needs.

Client Data is generally retained for the service term and any reasonable transition, export, backup, or deletion period. Audio recordings, transcripts, summaries, messages, CRM records, and lead data may have different retention periods based on the client's configuration, instructions, connected platforms, and legal requirements.

When information is no longer reasonably required, SBS may delete, deidentify, or securely dispose of it. Information may remain temporarily in backups or archives until those systems are overwritten, unless longer retention is required or permitted by law.

10. DATA SECURITY

SBS uses reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information and services involved.

Safeguards may include access controls, authentication, encryption provided by applicable platforms, vendor review, permission management, logging, secure transmission, backups, and incident-response procedures.

No website, telecommunications network, artificial-intelligence system, integration, storage platform, or Internet transmission can be guaranteed completely secure, private, accurate, or uninterrupted.

Clients are responsible for securing their own accounts, credentials, devices, employees, connected platforms, and exported data. Clients should provide access only to authorized individuals and promptly revoke access that is no longer required.

If SBS becomes aware of a security incident involving personal information, SBS will investigate and provide legally or contractually required notifications.

11. SENSITIVE AND REGULATED INFORMATION

Unless SBS expressly agrees in writing and any required additional agreement has been completed, clients and users must not intentionally provide or configure SBS services to collect:

• Social Security numbers or government identification numbers.
• Full payment-card numbers or card-security codes.
• Bank-account credentials or online banking passwords.
• Protected health information subject to healthcare privacy laws.
• Biometric identifiers used to uniquely identify an individual.
• Information concerning children.
• Highly sensitive employment, credit, insurance, financial, legal, or medical information.
• Other regulated information requiring specialized security, privacy, or contractual protections.

If an individual unexpectedly provides sensitive information during a communication, the applicable client should notify SBS and request appropriate review, redaction, restriction, or deletion where technically feasible and legally permitted.

12. PRIVACY RIGHTS AND REQUESTS

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

• Confirmation of whether personal information is being processed.
• Access to personal information.
• Correction of inaccurate personal information.
• Deletion of personal information.
• A portable copy of certain personal information.
• Information about the categories of information collected, sources, purposes, and recipients.
• Withdrawal of consent where processing is based on consent.
• An opt-out from certain targeted advertising, sale, sharing, or profiling activities.
• Restriction of certain uses of sensitive personal information.
• An appeal of a denied privacy request.
• Equal treatment without unlawful discrimination for exercising a privacy right.

To submit a request concerning information SBS controls, email servicebasedsolutions.info@gmail.com with the subject line “Privacy Request.” Describe the request and identify the email address, telephone number, company, or interaction associated with the information.

SBS may take reasonable steps to verify identity and authority before completing a request. Authorized agents may be required to provide proof of authorization. SBS may deny or limit a request when permitted by law, including when identity cannot be verified, SBS must retain the information, an exception applies, or the request concerns information controlled by an SBS client.

If a request concerns Client Data, SBS may direct the request to the applicable client or notify the client so the client can respond. SBS will provide reasonable assistance when required by law or contract.

If applicable law provides a right to appeal a denied request, you may appeal by replying to SBS's decision and stating that you are requesting an appeal.

SBS does not sell personal information for money. To manage optional analytics or marketing technologies on the SBS website, use Cookie Preferences.

13. CHILDREN'S PRIVACY

The SBS website and services are designed for businesses and are not directed to children under 18.

SBS does not knowingly collect personal information directly from children under 13. Clients may not configure SBS services to intentionally collect information from children without SBS's prior written approval and legally sufficient parental consent or other authorization.

If you believe a child has provided personal information to SBS improperly, contact servicebasedsolutions.info@gmail.com.

14. THIRD-PARTY WEBSITES AND SERVICES

The SBS website and services may contain links to or integrate with third-party websites, applications, platforms, and services.

Third parties have their own terms, privacy policies, security practices, data-retention settings, and legal obligations. SBS does not control and is not responsible for the independent privacy practices of third parties.

Clients should review the privacy and security settings of every platform connected to an SBS service.

15. UNITED STATES PROCESSING

SBS operates from the United States and primarily provides services to United States businesses.

Personal information may be stored or processed in the United States or other locations where SBS's service providers operate. Privacy and data-protection laws in those locations may differ from those in your location.

If a legally required international data-transfer mechanism or specialized data-processing agreement is necessary, it must be completed before the affected information is processed.

16. CHANGES TO THIS PRIVACY POLICY

SBS may update this Privacy Policy to reflect changes in services, technology, vendors, practices, or legal requirements.

The updated version will be posted on this page with a revised effective date. If a change is material, SBS may provide additional notice when required by law or reasonably appropriate.

The version in effect when information is collected will govern that collection, subject to later changes permitted by law and any applicable client agreement.

17. CONTACT SBS

Questions, concerns, and privacy requests may be sent to:

For information about purchases, services, client responsibilities, and limitations, review the SBS Terms of Service.