Privacy Policy
Last Updated: August 30, 2026 • Effective Date: Immediate
1. Introduction & Overview
My Virtual Assistant App ("Company," "we," "us," or "our") provides carrier-grade autonomous voice assistants, telephony routing, and business intake automation under the commercial brand My Virtual Assistant App (available at myvirtualassistantapp.com).
This Privacy Policy outlines how we collect, process, store, and protect information when you visit our website, subscribe to our infrastructure, or interact with our autonomous voice systems via telephone or web interfaces.
2. Third-Party Sub-Processors & Infrastructure
To deliver sub-second, carrier-grade voice intelligence and automated calendar synchronization, we integrate with industry-leading cloud sub-processors. By utilizing our services, you acknowledge that voice and textual data may be processed through the following vetted third-party vendors:
| Sub-Processor | Operational Role | Data Transmitted |
|---|---|---|
| Vapi.ai | Voice Orchestration & State Machine | Real-time WebRTC audio, session tokens |
| Cartesia (Sonic-3.5) | Neural Text-to-Speech (TTS) | Synthesized speech audio streams |
| Deepgram (Nova-2) | Speech-to-Text (STT) & Endpointing | Spoken caller audio for transcription |
| OpenAI (GPT-4o-mini) | Deterministic Intent & JSON Schemas | Transcribed text queries and prompts |
| Telnyx SIP | Carrier Telecom & Inbound Routing | Caller ID, ANI, call routing signaling |
| Stripe, Inc. | PCI-Compliant Billing & Flex Pay | Payment card tokens, customer billing data |
| Cloudflare, Inc. | Global Edge CDN & Serverless API | HTTPS request traffic, IP routing |
| Google Workspace / Cal.com | Calendar Availability & Email Dispatch | Event timestamps, client booking details |
3. Voice Audio, Transcripts, & Call Recording Disclosures
When telephone calls or browser demo sessions connect to our assistants:
- Call Recording Notice: Incoming calls connected to our assistant pipelines are recorded and transcribed in real time for operational delivery, transcript generation, and quality assurance on behalf of the subscribing business client.
- Audio Streams: Voice audio is processed in real time to generate conversational responses. Audio streams are encrypted in transit via TLS/SRTP protocols.
- Transcripts & Summaries: Spoken audio is transcribed into text summaries and structured JSON records (caller name, callback number, reason for call) and securely transmitted to the client's authorized CRM, email, or mobile dispatch phone.
- Access Control: Access to call recordings and transcripts is strictly restricted to authorized administrators of the subscribing client and designated engineering staff solely for system maintenance.
- No Model Training on Private Data: We configure our enterprise AI endpoints to opt out of public model training on caller inputs.
3.1 Operational Scope & Professional Boundaries
Our autonomous voice assistants perform administrative communication, scheduling, and operational message dispatch. To ensure transparent and safe operations:
- No Clinical Medical Triage or Diagnosis: For healthcare and medical spa deployments, our assistants handle administrative functions only (appointment scheduling, hours, address, general service information). The assistant is not authorized to perform clinical triage, interpret medical symptoms, or provide clinical advice. Medical emergencies must be handled by licensed clinical staff or emergency services (911).
- No Legal Advice: For law firm deployments, the assistant conducts administrative intake screening and schedules attorney consultations. It is not authorized to provide legal advice, evaluate legal claims, or form attorney-client privilege.
- System Unavailability & Escalation: If an assistant encounters a request outside its programmed business rules or detects an urgent trigger (e.g. flooded basement, stranded highway motorist), it initiates a live warm transfer to client staff or dispatches an immediate priority SMS alert with the audio recording.
3.2 Data Retention & Deletion Requests
Call recordings and transcripts are retained for the duration specified by the subscribing business client (defaulting to 90 days for operational review, unless a shorter or longer retention cycle is configured).
Any client or caller may request the permanent deletion of their telephone number, call recording, transcript, or personal contact record at any time. To submit a data deletion request, email our Data Privacy Officer at [email protected] with the relevant phone number and approximate date of the call. Deletion requests are verified and executed across all sub-processor databases within 5 business days.
4. Information Collected Directly
We collect information provided directly by clients and website visitors during onboarding, contact form submissions, demo requests, and strategy booking:
- Business name, contact executive name, business email, and telephone/mobile numbers.
- Staff cell phone numbers for live warm call escalation and SMS dispatch notifications.
- Business FAQs, pricing guidelines, service area boundaries, and scheduling calendar links.
5. SMS & Mobile Information Privacy Policy (No-Sell / No-Share Guarantee)
My Virtual Assistant App is committed to protecting your mobile privacy. When you opt in to receive SMS text messages from us (whether verbally during a phone call or digitally through our website contact and consultation forms):
- Types of Mobile Data Collected: Mobile telephone number, opt-in consent timestamp, message delivery logs, and text conversation history between you and our support/dispatch representatives.
- Purpose of SMS Communications: Mobile numbers are utilized strictly for transactional, customer support, and operational communications. This includes scheduling reminders, appointment confirmations, live technician/intake dispatch notifications, inquiry follow-ups, and urgent account alerts.
- Strict Confidentiality & Zero Third-Party Sharing: Mobile opt-in data, originator phone numbers, and SMS consent records will never be sold, rented, leased, bartered, or shared with any third parties, affiliates, or lead aggregators for marketing, promotional, or commercial advertising purposes under any circumstances.
- Message Frequency & Rates: Message frequency varies depending on your service interactions and appointment requests. Standard message and data rates from your mobile carrier may apply.
- Opt-Out & Unsubscribe (STOP): You can cancel SMS text messaging at any time. Simply reply with the keyword STOP, UNSUBSCRIBE, CANCEL, END, or QUIT to any text message received from our system. Upon receiving your opt-out command, we will send one final confirmation text and remove your mobile number from further text notifications immediately.
- Customer Support & Assistance (HELP): For assistance or questions regarding text messaging, reply with the keyword HELP to any message, or reach our direct support desk by email at [email protected] or phone at +1 (615) 894-6671.
6. Data Retention & Security
We maintain strict administrative, technical, and physical safeguards to protect client and caller data. Structured call logs, text message logs, and onboarding blueprints are retained only as long as necessary to provide support and execute service retainers. Clients may request permanent deletion of their archived logs at any time by contacting our engineering desk.
7. Contact & Privacy Inquiries
For questions regarding this Privacy Policy, 10DLC compliance, sub-processor data agreements, or data deletion requests, contact: