Privacy Policy

Vaia AI, operated by YourAI Solution LLC ("we," "us," or "our"), is committed to protecting the privacy of every individual who interacts with our website, services, and AI-powered tools. This Privacy Policy explains what personal information we collect, how we use it, with whom we share it, and the rights you have regarding your data.

By visiting meetvaia.com, completing a contact form, engaging with our AI voice receptionist or chatbot, or otherwise interacting with Vaia AI, you agree to the practices described in this Privacy Policy.

If you have questions at any time, please reach out to us at info@meetvaia.com.

We collect information when you voluntarily provide it to us and automatically when you interact with our digital services. The categories of information we may collect include:

A. Information You Provide Directly

• Full name — submitted via contact or inquiry forms on our website.
• Email address — used to respond to inquiries and deliver service communications.
• Phone number — collected for callback requests and, with your consent, SMS follow-up communications.
• Business name and type — gathered to understand your service needs and provide accurate AI configuration recommendations.
• Message content — any notes, questions, or requests you submit through our forms or chat interface.
• SMS opt-in consent — your explicit agreement (via checkbox or verbal confirmation) to receive SMS messages from Vaia AI.

B. Information Collected via AI Voice & Call Services

• Call recordings — when you interact with our AI voice receptionist powered by Vapi AI, the call may be recorded for quality assurance and service delivery purposes.
• Call transcripts — automated transcriptions of AI voice conversations are generated and stored to improve service accuracy and for client review.
• Voice data — audio input processed by our AI voice synthesis partner, ElevenLabs, to generate natural language responses.

C. Automatically Collected Information

• IP address and approximate location
• Browser type and version
• Device type and operating system
• Pages visited and time spent on site
• Referring URLs — the page you visited before arriving at meetvaia.com
• Cookie and tracking data — see Section 6 for full details.

We use the personal information we collect for the following purposes:

• Responding to inquiries — to reply to messages, contact requests, and demo requests submitted through our website or AI receptionist.
• Delivering contracted services — to build, configure, and operate AI voice receptionists, chatbots, SEO campaigns, and website projects for our clients.
• SMS communications — to send follow-up messages, appointment reminders, service updates, and promotional content to individuals who have opted in to SMS messaging.
• Scheduling and booking — to facilitate consultation calls and onboarding appointments through our scheduling tools.
• Service improvement — to analyze call transcripts and user behavior to improve the accuracy and quality of our AI tools.
• Analytics and reporting — to understand how visitors use our website and measure the effectiveness of our content and marketing.
• Legal compliance — to comply with applicable laws, regulations, or legal processes.
• Fraud prevention and security — to protect the integrity of our services and prevent unauthorized access.

We do not sell, rent, or trade your personal information to third parties for their independent marketing purposes. Data is shared only as described in Section 5 of this policy.

Vaia AI uses SMS (text messaging) as a primary channel for follow-up communications, appointment reminders, and service notifications. The following terms govern our SMS communications:

How Opt-In Works

• Website form checkbox — a clearly labeled opt-in checkbox is presented on our contact and inquiry forms. Checking this box constitutes your written consent to receive SMS messages.
• Verbal consent — when speaking with our AI voice receptionist or a member of our team, you may verbally agree to receive SMS follow-up messages. This verbal consent is logged in our records.
• No opt-in, no SMS — we do not send unsolicited SMS messages. You will only receive text messages if you have explicitly opted in through one of the methods described above.

SMS Message Frequency

Message frequency varies based on your interaction with our services. Typical communications include a confirmation message, appointment reminders, and periodic follow-ups. We do not engage in high-volume mass marketing SMS blasts.

SMS Service Provider

SMS messages are delivered through Twilio, Inc. Your phone number is shared with Twilio solely for the purpose of message delivery. See Section 5 for details on our data sharing practices with Twilio.

To deliver our services, we work with a select group of technology partners. We share only the minimum necessary data with each provider strictly for the purpose of service delivery. We do not sell your data to any third party.

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze site traffic, and understand user behavior. A cookie is a small text file stored in your browser when you visit a website.

Types of Cookies We Use

• Essential cookies — required for the website to function properly (e.g., session management, form security tokens). These cannot be disabled without affecting core functionality.
• Analytics cookies — set by Google Analytics to collect anonymous information about how visitors use our website, including pages visited, time on site, and traffic sources. This data is aggregated and does not identify individual users.
• Preference cookies — may be used to remember settings or preferences you have selected on a previous visit.

Google Analytics

We use Google Analytics 4 (GA4) to understand how our website is used. Google Analytics uses cookies to collect data such as your IP address (anonymized), browser type, pages visited, and session duration. This information is transmitted to and stored by Google on servers in the United States.

You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on. For more information on how Google uses data collected through our site, visit Google's Privacy Policy.

Managing Cookies

Most browsers allow you to control cookie settings through your browser preferences. You may choose to disable or delete cookies; however, doing so may affect the functionality of our website. Browser-specific instructions can typically be found in your browser's Help menu or settings.

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, or as required by applicable law.

• Contact form submissions — retained for up to 24 months, or until the business relationship concludes, whichever is later.
• Call recordings and transcripts — retained for up to 12 months for quality assurance purposes, unless a longer retention period is required by contract or law.
• SMS opt-in records — retained indefinitely as proof of consent, unless you request deletion and there is no legal obligation to retain.
• CRM records (Google Sheets) — retained for the duration of the client relationship plus 2 years for business record-keeping purposes.
• Analytics data — retained in aggregated, anonymized form as configured in our Google Analytics account (default: 14 months).

Upon your written request, we will delete your personal data in accordance with Section 9 (Your Rights), subject to any legal retention obligations.

We implement reasonable administrative, technical, and physical safeguards to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• Encrypted data transmission via HTTPS/TLS across all web properties.
• Access controls limiting data access to authorized personnel only.
• Use of reputable, SOC 2-compliant or equivalent third-party platforms.
• Regular review of security practices and vendor compliance standards.

While we take data security seriously, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to promptly notifying affected individuals in the event of a data breach as required by applicable law.

Depending on your location and applicable law, you may have the following rights with respect to your personal information. We honor these rights for all users regardless of jurisdiction.

To exercise any of these rights, please contact us in writing at:

Our services are intended for business owners, entrepreneurs, and professionals aged 18 and older. We do not knowingly collect personal information from children under the age of 13. If you believe we have inadvertently collected information from a child under 13, please contact us immediately at info@meetvaia.com and we will take prompt steps to delete such information.

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or business practices. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify active clients via email or SMS.

We encourage you to review this page periodically. Your continued use of our website or services after any updates constitutes your acceptance of the revised Privacy Policy.

If you have questions, concerns, or requests related to this Privacy Policy or your personal data, please contact us using the information below:

We take all privacy inquiries seriously and aim to respond within 2 business days for general questions and within 30 days for formal rights requests.