VoiceMate-AI Effective Date: October 1st, 2026 Website: www.voicemate-ai.com‍ ‍

1. Overview

VoiceMate-AI ("we," "us," or "our") operates an AI-powered phone scheduling service on behalf of our business clients.

2. Call Recording and AI Processing Disclosure

Calls to businesses using VoiceMate-AI's service are answered and processed by an automated AI assistant, which listens to and interprets what you say in order to schedule your appointment. Calls may be recorded and retained for up to 30 days for quality assurance and dispute-resolution purposes, after which recordings are automatically deleted. By proceeding with your call, you consent to this processing and recording. Florida law requires the consent of all parties before a call is intercepted or recorded; this disclosure is provided at the start of every call in addition to this written policy.

3. Information We Collect

During customer calls, the service may collect: name provided during the call; phone number used to place the call or provided during the call; appointment details such as date, time, and service type; location information such as a service address if provided; and the audio content of the call itself, which is processed by our AI voice platform (Vapi) to understand and respond to your request. See Section 2 above for how long call audio is retained.

4. How We Use Your Information

We use collected information solely to: schedule and confirm appointments on behalf of the business you contacted; enable our automated AI assistant to understand and respond to your request; send a one-time SMS confirmation of your appointment; and relay appointment details to the business you are scheduling with. We do not use your information for marketing or advertising purposes.

5. SMS Messaging

By providing your phone number during a scheduling call, you consent to receive a one-time SMS appointment confirmation from VoiceMate-AI on behalf of the business you contacted. Message frequency is one message per appointment. You may opt out at any time by replying STOP to any message.

6. Data Sharing

We do not sell your personal information. Information is shared only with: (a) the business you contacted, to fulfill your scheduling request; (b) Vapi, our AI voice processing platform, which processes call audio in order to understand and respond to your request; and (c) the SMS or text-messaging provider used to deliver your appointment confirmation, which may vary depending on the business you contacted — for example, a telecommunications platform we provision on the business's behalf, or the business's own existing carrier or messaging service where the business uses its existing phone number. Each of these service providers is contractually or operationally restricted from using your information for any purpose other than providing services to us or to the business you contacted.

7. Data Retention

Call audio and related call data (transcripts, logs) are retained by our AI voice platform (Vapi) for up to 30 days from the call date, after which they are automatically deleted by Vapi. Booking details (name, phone number, appointment information) extracted from the call are separately retained in our own systems for 90 days after the scheduled appointment date, after which they are deleted unless retention is required to comply with applicable law or resolve an active dispute.

8. Health Information

VoiceMate-AI's service is designed for scheduling and general business communications. We do not currently provide services to healthcare providers and do not knowingly collect or process protected health information (PHI) as defined under HIPAA. If this changes, this policy will be updated accordingly, and appropriate safeguards — including a HIPAA-eligible service tier with our AI voice platform and signed Business Associate Agreements with healthcare clients — will be put in place before any such service begins.

9. Your Rights

You may request deletion of your information, opt out of SMS communications, or ask questions about our data handling practices by contacting us using the information below.

10. Contact Us

Email: contact@voicemate-ai.com

Website: www.voicemate-ai.com

11. Changes to This Policy

The effective date above reflects the most recent update to this policy. Continued use of the service after a change constitutes acceptance of the updated policy.