This Privacy Policy explains how RareMinds ("RareMinds," "we," "us," or "our") collects, uses, and shares information when you visit rareminds.ai, contact us, or use our AI receptionist and business automation services (the "Services"). It also explains the choices you have. By using our website or Services, you agree to this policy.
1. Information we collect
Information you give us. When you book a demo, fill out a form, or become a client, we collect information such as your name, business name, trade, phone number, email address, and the details of your request. As a client, you also provide business information used to configure your receptionist, such as services, pricing, service areas, schedules, and call-handling rules.
Call, text, and voicemail data. When the Services answer calls or send messages for a client, we process the contents of those communications, including phone numbers, audio recordings, transcripts, summaries, and booking details. This may include personal information about the client's customers (for example, a caller's name, phone number, address, and the work they are requesting).
Payment information. Payments are processed by Stripe. Your payment card details are collected and stored by Stripe, not by us; we receive limited information such as the card brand, the last four digits, and the status of charges. Stripe's handling of your information is described in Stripe's own privacy policy.
Automatically collected information. Like most websites, we collect basic usage data such as IP address, browser type, pages viewed, and referring pages, including through cookies or similar technologies, to operate and improve the website.
2. How we use information
We use the information we collect to: provide, configure, and support the Services; answer calls, book appointments, and send messages on behalf of our clients; respond to your inquiries and schedule demos; process payments and manage billing through Stripe; monitor quality, troubleshoot, and improve the Services, including tuning each client's AI receptionist; send service-related notices; and comply with legal obligations. We do not sell your personal information.
3. Call recording and AI processing
Calls handled by the Services may be recorded and transcribed, and their contents are processed by artificial intelligence to answer questions, capture details, and book appointments. Recordings, transcripts, and summaries are made available to the client whose business the call concerns. Clients are responsible for providing any call-recording notices required in their jurisdiction, and we support configuring such notices. If you are a caller and have questions about a specific business's practices, please contact that business directly; we process call data on our clients' behalf.
4. Text messaging (SMS) policy
The Services send SMS/text messages through telecommunications providers, including Twilio, for purposes such as booking confirmations, missed-call text-backs, follow-ups, and review requests. By providing your phone number to us or to one of our clients, you consent to receive such messages. Message frequency varies. Message and data rates may apply. You can opt out at any time by replying STOP to any message, and you can reply HELP for assistance.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except as necessary to deliver the messages through our communications providers acting on our behalf.
5. How we share information
We share information only as needed to run the Services: with service providers that process data on our behalf, including Twilio (telephony and messaging), Stripe (payment processing), cloud hosting providers, and the AI and transcription providers that power the receptionist, each bound to use the data only to provide their services to us; with our clients, who receive the recordings, transcripts, and details of communications concerning their own business; with integrated tools you choose, such as your calendar, CRM, or job-management software; and as required by law, to comply with legal process, enforce our terms, or protect rights, safety, and security. If RareMinds is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction with notice to you.
6. Data retention
We keep personal information for as long as needed to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. Call recordings and transcripts are retained according to each client's configuration and our standard retention schedule, and are deleted or de-identified when no longer needed. When a client ends their subscription, their call data is available for export for thirty (30) days and is then scheduled for deletion.
7. Security
We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, access controls, and vetted service providers. Payment card data is handled by Stripe, a PCI-DSS certified processor, and full card numbers never touch our systems. No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work to protect your information and will notify you of a breach where the law requires.
8. Your choices and rights
You may request access to, correction of, or deletion of your personal information by contacting us. Depending on where you live, you may have additional rights under laws such as the California Consumer Privacy Act (CCPA/CPRA) or other state privacy laws, including the right to know what personal information we hold, to request deletion, and to not be discriminated against for exercising your rights. We will verify your identity before acting on a request, and we will respond within the time required by applicable law. To opt out of marketing emails, use the unsubscribe link in any message; to opt out of texts, reply STOP.
9. Children's privacy
Our website and Services are intended for businesses and are not directed to children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will delete it.
10. Changes to this policy
We may update this Privacy Policy from time to time. The current version will always be posted on this page with its effective date, and we will notify you of material changes by email or through the Services.
11. Contact us
For privacy questions or to exercise your rights, contact us at support@rareminds.ai or through the contact form on our website.