Privacy Policy

Effective Date: April 3, 2026

Rio Leads AI ("Company," "we," "us," or "our") respects your privacy and is committed to protecting the personal information we collect and process. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you interact with our Service or visit our website at rioleads.ai.

This Privacy Policy applies to two groups of people:

1. Business Clients — the businesses that subscribe to our AI receptionist service
2. Callers — the people who call our Business Clients and whose calls are answered by our AI technology

If you are a Caller, your call was answered by an AI assistant on behalf of the business you called. That business is our Client, and they use our Service to ensure your call is answered promptly. Please read this Policy to understand how your information is handled.

1. Definitions

• "Service" means the AI-powered voice receptionist platform provided by Rio Leads AI.
• "Client" means a business that subscribes to the Service.
• "Caller" means any person who places a phone call that is answered by our AI technology on behalf of a Client.
• "Lead Data" means information captured during a call, including the Caller's name, phone number, reason for calling, urgency level, language preference, and call summary.
• "Personal Information" means any information that identifies, relates to, describes, or could reasonably be linked to a particular individual.

2. Information We Collect

2.1 Information from Business Clients

When you subscribe to the Service, we collect:

• Account information: Your name, business name, email address, phone number, and business address
• Business details: Hours of operation, services offered, pricing information, frequently asked questions, and other information used to configure your AI Agent
• Payment information: Payment card details and billing information are collected and processed by our payment processor, Stripe. We do not store your full payment card numbers — we retain only a Stripe customer identifier and subscription identifier
• Communication preferences: Your notification preferences for email, WhatsApp, and SMS delivery of lead information
• Support communications: Records of your interactions with us for customer support

2.2 Information from Callers

When you call a business that uses our Service, our AI assistant may collect:

• Phone number: Your calling phone number is automatically captured via caller ID
• Name: If you provide your name during the call
• Call content: The substance of your conversation with the AI assistant, including the reason for your call, details about the service you need, and any other information you share during the call
• AI-extracted data: Our system uses artificial intelligence to extract structured information from your call, including a summary of your request, the urgency of your need, and your language preference
• Call metadata: The date, time, and duration of your call

2.3 Call Recordings and Transcripts

Calls handled by our Service are recorded and transcribed. This is permitted under Texas law, which allows call recording with the consent of one party to the conversation (Texas Penal Code § 16.02). Rio Leads AI, as the party operating the AI assistant, is a party to the conversation.

Call recordings and transcripts are used to:

• Deliver accurate lead information to the business you called
• Improve the quality and accuracy of our AI technology
• Resolve disputes or address complaints
• Comply with legal obligations

2.4 Information from Website Visitors

When you visit rioleads.ai, we may collect:

• Device and browser information: Your IP address, browser type, operating system, and device identifiers
• Usage data: Pages visited, time spent on pages, and referring URLs
• Contact form submissions: If you submit our contact form, your name, email, phone number, and message are processed by Formspree, our form submission provider. Formspree may collect your IP address as part of form processing.

Cookies: Our website does not set cookies. User preferences (such as language and display settings) are stored locally on your device using your browser's local storage, which is not transmitted to our servers. Our hosting provider (Netlify) may set infrastructure cookies for security and performance purposes — these are not set by us and do not track your activity across websites.

Analytics: As of the Effective Date, we do not use website analytics tools. If we add analytics in the future, we will update this Privacy Policy accordingly.

2.5 Information We Do Not Collect

We do not intentionally collect:

• Social Security numbers or government-issued identification numbers
• Financial account numbers or credit card numbers (payment processing is handled entirely by Stripe)
• Protected health information (PHI) as defined by HIPAA
• Information from children under 13 years of age (see Section 10)

3. How We Use Information

We use the information we collect for the following purposes:

3.1 Service Delivery

• Answering inbound calls on behalf of Business Clients
• Capturing and delivering Lead Data via email, WhatsApp, and SMS notifications
• Attempting emergency call transfers when urgent situations are detected
• Confirming receipt of calls via SMS to Callers

3.2 Service Operations

• Configuring and customizing AI Agents for each Client's business
• Processing payments and managing subscriptions
• Providing customer support

3.3 Service Improvement

• Analyzing call quality and AI accuracy to improve our technology
• Identifying and correcting errors in call transcription and lead extraction
• Developing new features and capabilities

3.4 Legal and Compliance

• Complying with applicable laws, regulations, and legal processes
• Enforcing our Terms of Service
• Protecting the rights, safety, and property of Rio Leads AI, our Clients, and the public

4. How We Share Information

We do not sell your Personal Information. We share information only as described below:

4.1 With Business Clients

Caller information (Lead Data, call transcripts, and summaries) is shared with the Business Client whose phone line the Caller dialed. This is the core purpose of the Service — to deliver lead information to the business you called.

4.2 With Service Providers (Subprocessors)

We use third-party service providers to operate the Service. Each provider accesses only the data necessary to perform its function:

Each of these providers has their own privacy policies and data handling practices. We select providers that maintain appropriate security measures and we contractually require them to use your data only as necessary to provide their services to us.

4.3 Legal Requirements

We may disclose information when we believe disclosure is necessary to:

• Comply with applicable law, regulation, legal process, or governmental request
• Enforce our Terms of Service or protect our rights
• Detect, prevent, or address fraud, security, or technical issues
• Protect the safety of any person or the public

4.4 Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify affected parties of any such transfer and any changes to applicable privacy practices.

5. Our Role: Service Provider and Controller

5.1 As a Service Provider (for Caller Data)

When we process Caller information, we act as a service provider on behalf of our Business Clients. The Business Client is the entity that determines why and how Caller data is collected — they chose to use our Service to answer their phones. We process Caller data according to our agreement with the Client and applicable law.

If you are a Caller and wish to exercise your privacy rights regarding data collected during a call, you may contact us directly (see Section 14) or contact the business you called.

5.2 As a Controller (for Client Data)

When we process Business Client account information, payment data, and support communications, we act as the data controller — we determine the purposes and means of processing that information.

6. AI Technology Disclosure

6.1 How Our AI Works

Our Service uses artificial intelligence to answer phone calls. The AI assistant:

• Engages in natural, conversational dialogue with Callers
• Communicates in English and Spanish, including Spanglish and code-switching
• Extracts key information from conversations (name, phone number, reason for calling, urgency)
• Makes real-time decisions about call handling (e.g., whether to attempt an emergency transfer)

6.2 AI Limitations

The AI assistant is not perfect. It may:

• Misunderstand words or phrases, particularly in noisy environments
• Produce inaccurate transcriptions
• Fail to detect urgency or emergency situations
• Generate responses that are not perfectly aligned with the Client's business

6.3 Disclosure to Callers

If a Caller asks whether they are speaking with an AI or a human, the AI assistant will truthfully confirm that it is an AI assistant.

7. Data Retention

We retain information for the following periods:

7.1 Retell AI Data Retention and Model Training

Our voice AI provider, Retell AI, processes call audio, transcripts, metadata, and interaction logs ("Communications Data") to deliver the Service. Key details about Retell AI's data practices:

• Storage: Call data is stored on Amazon Web Services (AWS) infrastructure in the United States
• Retention: Retell AI retains Communications Data for as long as necessary to provide their services. Retell AI does not publicly disclose specific retention periods.
• Model training: Retell AI may use de-identified and aggregated Communications Data to improve, train, and enhance their AI models and services. This data is de-identified and aggregated using commercially reasonable industry-standard technologies before any use in training. This usage does not identify individual Callers or Clients.
• Security: Retell AI maintains SOC 2 Type 1 and Type 2 certifications
• Deletion: Data deletion requests can be submitted to Retell AI at compliance@retellai.com

For more information, see Retell AI's privacy policy at retellai.com/legal/privacy-policy.

7.2 Data Deletion Requests

You may request deletion of your data at any time by contacting us at legal@rioleads.ai. We will process deletion requests within 30 days, subject to any legal obligations that require us to retain certain information. Note that deletion of data held by our third-party service providers is subject to their respective data retention and deletion policies.

8. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your information, including:

• Encryption in transit: All data transmitted between our systems, our service providers, and end users is encrypted using TLS/SSL
• Encryption at rest: Data stored in our systems is encrypted at rest
• Access controls: Access to personal information is restricted to authorized personnel on a need-to-know basis
• Vendor security: We select service providers that maintain SOC 2, PCI DSS, or equivalent security certifications where applicable

No system is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. If we become aware of a security breach affecting your personal information, we will notify affected parties as required by applicable law.

9. Your Privacy Rights

9.1 All Users

Regardless of where you are located, you may:

• Request access to the personal information we hold about you
• Request correction of inaccurate personal information
• Request deletion of your personal information (subject to legal retention requirements)
• Opt out of marketing communications (note: we do not currently send marketing communications to Callers)

To exercise these rights, contact us at legal@rioleads.ai.

9.2 Texas Residents (TDPSA)

If you are a Texas resident, the Texas Data Privacy and Security Act (TDPSA) may provide you with additional rights, including:

• The right to confirm whether we are processing your personal data
• The right to access your personal data
• The right to correct inaccuracies in your personal data
• The right to delete your personal data
• The right to obtain a portable copy of your personal data
• The right to opt out of the processing of personal data for targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects

We do not sell personal data. We do not use personal data for targeted advertising. We do not engage in profiling that produces legal or similarly significant effects.

To exercise your TDPSA rights, contact us at legal@rioleads.ai. We will respond within 45 days. If we deny your request, you may appeal by contacting us at the same address, and we will respond to your appeal within 60 days.

9.3 California Residents (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act as amended by the California Privacy Rights Act (CCPA/CPRA) may provide you with additional rights, including:

• The right to know what personal information is collected, used, shared, or sold
• The right to delete personal information held by us and by our service providers
• The right to opt out of the sale or sharing of personal information
• The right to non-discrimination for exercising your CCPA rights
• The right to correct inaccurate personal information
• The right to limit the use and disclosure of sensitive personal information

We do not sell or share (as defined by the CCPA) your personal information.

To exercise your CCPA rights, contact us at legal@rioleads.ai.

10. Children's Privacy

The Service is designed for use by businesses and is not directed at children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will take steps to delete that information as quickly as possible.

If you believe a child under 13 has provided us with personal information, please contact us at legal@rioleads.ai.

11. Cross-Border Data Considerations

Rio Leads AI is based in Texas and our data is processed and stored in the United States. If you are calling from outside the United States (for example, from Mexico — which is geographically adjacent to our primary service area in the Rio Grande Valley), your information will be transferred to and processed in the United States.

By placing a call to a business that uses our Service, or by subscribing to the Service, you acknowledge that your information will be processed in the United States in accordance with this Privacy Policy.

12. SMS and WhatsApp Communications

12.1 Caller Confirmation SMS

After your call, we may send a single SMS message to the phone number you called from, confirming that your call was received and that someone will follow up. This message is sent in the language you spoke during the call.

By calling a business that uses our Service, you consent to receiving this single post-call confirmation message. You will not receive additional messages from us unless you contact us again. Standard message and data rates may apply.

12.2 Client Notifications

Business Clients receive lead notifications via email (always) and optionally via WhatsApp and SMS. Clients may manage their notification preferences by contacting us.

13. Third-Party Links

Our website or communications may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to read the privacy policies of any third-party website you visit.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

• Post the updated Privacy Policy on our website with a new "Effective Date"
• Notify Business Clients via email at least 30 days before material changes take effect

Your continued use of the Service or calling a business that uses the Service after a Privacy Policy update constitutes acceptance of the updated Privacy Policy.

15. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, contact us:

Rio Leads AI
Email: legal@rioleads.ai
Phone: (956) 299-8170

If you are a Caller and prefer to direct your privacy inquiry to the business you called, you may do so. That business can coordinate with us to fulfill your request.

16. Language

The Service operates in English and Spanish. This Privacy Policy is drafted in English, and the English-language version is the authoritative and binding version. Any translations are provided for convenience only.

Last updated: April 3, 2026

RioLeads AI LLC — McAllen, TX