Plain-English Summary: We collect information you give us and data generated through our services. We use it to run our AI receptionist product, improve our services, and communicate with you. We do not sell your personal information. Ever.
01Information We Collect
Loaded Bases Marketing Inc. ("we," "our," or "us") collects information in the following categories when you visit our website, book a demo, or use our Emily AI Receptionist services:
Information you provide directly:
- Contact information: name, email address, phone number, and business name when you submit a form, book a demo, or contact us.
- Business information: details about your business, including team size, services offered, and call volume estimates.
- Payment information: when you engage our services, billing details are collected through our secure third-party payment processors. We do not store full payment card numbers.
- Communications: emails, messages, and any other correspondence you send us.
Information collected automatically:
- Usage data: pages visited, time on site, clicks, scroll depth, and referral source.
- Device and browser data: IP address, browser type, operating system, device type, and screen resolution.
- Cookies and similar technologies: see Section 6 for details.
Information from AI Receptionist calls (client businesses):
- Call recordings and transcripts from AI-handled calls on behalf of our client businesses.
- Caller identification data (phone numbers, names provided during calls).
- Appointment details, scheduling information, and lead qualification data.
02How We Use Your Information
We use the information we collect for the following purposes:
- Service delivery: to build, configure, and operate your AI receptionist system, including training it on your specific services, scheduling availability, and call flow rules.
- Communication: to respond to your inquiries, send service updates, share call summaries and transcripts, and provide onboarding and ongoing support.
- Billing and account management: to process payments, manage your account, and issue invoices.
- Service improvement: to analyze usage patterns, identify bugs, improve AI performance, and develop new features.
- Marketing: with your permission, to send promotional communications about our services. You may opt out at any time.
- Legal compliance: to comply with applicable laws, regulations, and lawful requests from government authorities.
- Security: to detect and prevent fraud, abuse, and unauthorized access to our systems.
03Information Sharing & Disclosure
We do not sell, rent, or trade your personal information. We may share your information in the following limited circumstances:
- Service providers: We work with trusted third-party vendors (including Retell AI, n8n, GoHighLevel, and payment processors) who process data on our behalf under strict data processing agreements. They are authorized to use your data only as necessary to provide services to us.
- Business clients: Call data, transcripts, and lead information generated through your AI receptionist are shared with you (our client) as part of the service delivery. This is core to the service.
- Legal requirements: We may disclose information when required by law, subpoena, court order, or to protect the rights and safety of us, our users, or the public.
- Business transfers: If Loaded Bases Marketing Inc. is acquired, merges with another entity, or transfers substantially all of its assets, your information may be transferred as part of that transaction. We will notify you prior to any such transfer.
We will never sell your personal data to data brokers, advertisers, or other third parties for their own commercial use.
04AI Receptionist & Call Data
Our core product involves AI-powered telephone call handling on behalf of our client businesses. This section explains how call-related data is handled.
Caller Notice: If you are a caller who reached a business using our AI receptionist service, your call may be recorded and processed by AI systems for the purpose of booking appointments and handling your inquiry. This is disclosed by the businesses using our platform.
- Call recordings: may be retained for quality assurance, dispute resolution, AI training, and service improvement, subject to applicable call recording laws in your state.
- Transcripts: are generated from every AI-handled call and shared with the client business (the business owner) via their dashboard, email, or CRM integration.
- Appointment and lead data: collected during calls is stored in the client's GoHighLevel CRM or connected practice management platform (Jane App, Mindbody, etc.) per the client's configuration.
- Caller data: We process caller data solely on behalf of our business clients. Callers who wish to access, correct, or delete their data should contact the business that operates the AI receptionist.
Call recording laws vary by state. Florida is a one-party consent state. Our clients are responsible for ensuring compliance with applicable state laws where their callers are located. We provide guidance as part of our onboarding process.
05Data Retention
We retain your information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required by law.
- Account and client data: retained for the duration of your service engagement plus 3 years for business records purposes.
- Call recordings: retained for 90 days by default, unless your service plan specifies otherwise or legal requirements mandate longer retention.
- Call transcripts and summaries: retained in your CRM per your configuration. We retain copies for up to 1 year.
- Marketing and contact data: retained until you opt out or request deletion.
- Website analytics: retained in anonymized/aggregated form indefinitely.
You may request deletion of your data at any time by contacting us. See Section 7 for your rights.
06Cookies & Tracking Technologies
Our website uses cookies and similar technologies to improve your experience, understand how our site is used, and measure the effectiveness of our marketing.
Types of cookies we use:
- Essential cookies: necessary for the website to function correctly. Cannot be disabled.
- Analytics cookies: help us understand traffic patterns and user behavior (e.g., Google Analytics). These are anonymized where possible.
- Marketing cookies: used to deliver relevant advertising and track campaign effectiveness. Only used with your consent.
You can control cookie settings through your browser preferences. Disabling cookies may affect some website functionality. We honor Do Not Track browser signals where technically feasible.
07Your Rights & Choices
Depending on your location, you may have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal information ("right to be forgotten"), subject to legal retention obligations.
- Portability: Request your data in a structured, machine-readable format.
- Opt-out of marketing: Unsubscribe from marketing communications at any time using the link in our emails, or by contacting us directly.
- Withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
Florida residents may have additional rights under Florida privacy law. California residents have rights under the California Consumer Privacy Act (CCPA), including the right to know, delete, and opt out of the sale of personal information. We do not sell personal information.
To exercise any of these rights, contact us at info@loadedbasesmarketing.com. We will respond within 30 days.
08Data Security
We implement industry-standard security measures to protect your information against unauthorized access, disclosure, alteration, and destruction. These measures include:
- Encryption of data in transit (TLS/HTTPS) and at rest.
- Access controls limiting data access to authorized personnel on a need-to-know basis.
- Regular security reviews of our systems and third-party vendor practices.
- Use of reputable, security-certified SaaS platforms (Retell AI, GoHighLevel, n8n).
No method of electronic transmission or storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security. In the event of a data breach that affects your information, we will notify you as required by applicable law.
09Children's Privacy
Our services are designed for business operators and are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If we discover that we have inadvertently collected such information, we will delete it promptly. If you believe we may have collected information from a child under 13, please contact us immediately.
10Third-Party Services
Our service integrates with and relies on the following categories of third-party platforms. Each has its own privacy policy governing data they receive:
- AI Voice Platform: Retell AI (call processing and voice AI infrastructure)
- Automation: n8n (workflow automation between systems)
- CRM: GoHighLevel (lead management, follow-up, and reporting)
- Practice Management: Jane App, Mindbody, Zenoti, Boulevard (appointment scheduling, per client configuration)
- Calendar: Google Calendar, Outlook (scheduling integration)
- Payments: Stripe or equivalent (payment processing)
- Analytics: Google Analytics (website traffic analysis)
We are not responsible for the privacy practices of these third-party services. We encourage you to review their privacy policies.
11Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or for other business reasons. When we make material changes, we will:
- Update the "Last Updated" date at the top of this policy.
- Notify active clients via email at least 14 days before the changes take effect.
- Post a notice on our website homepage for 30 days following material updates.
Your continued use of our services after the effective date of any changes constitutes your acceptance of the updated policy.
12Contact Us
If you have questions, concerns, or requests related to this Privacy Policy or your personal data, please contact us: