Introduction

Stratos AI, LLC (“we,” “us,” or “our”) is committed to protecting the privacy and personal data of our users. This Privacy Policy outlines how we collect, use, share, and protect your information when you interact with our platform and services.

1. Who We Are

Stratos AI, LLC is a US-based SaaS company offering web design, CRM, AI voice/text agents, marketing automation, and ad management services under the brand “Stratos AI.”

We offer our own proprietary software as well as software we have contracted or leased from trusted 3rd Party companies to complete integrations and offer customized options to our clients.

2. Information We Collect

A. Personal Information

- Full name, email address, phone number, company name

- Billing and payment information (processed via third parties)

- Login credentials (encrypted & stored securely)

B. Technical Information

- IP address, device type, browser type

- Interaction data with our CRM and ad tools

- Call/voice/text logs, usage behavior

C. AI & Voice Data

If you use our voice/text AI agent:

- Transcripts of calls and messages

- Call recordings (if enabled)

- Usage statistics and response history

3. How We Use Your Information

We use your data to:

- Provide our services

- Manage your account and user experience

- Deliver AI, CRM, and automation features

- Enable ad management functionality

- Communicate with you and provide support

- Improve our software and systems

4. Third-Party Platforms We May Use or Sync Into

Your data may be processed or stored using:

- Airtable

- Google (google sheets)

- GoHighLevel

- UpHex (ad automation)

- Retell AI or Vapi AI

- Make.com, n8n or Zapier (automation platforms)

- Stripe or PayPal (payment processing)

- An existing client CRM or lead management system

These platforms may have their own privacy policies. We take reasonable steps to ensure your data is handled securely during integration with these systems.

5. Data Retention

We retain data:

- As long as your account is active

- For legal or contractual obligations

- For support and troubleshooting

Data such as voice transcripts and recordings may be deleted upon request, unless required to be retained for legal reasons.

6. Your Rights

You may request:

- Access to your data

- Correction or deletion of your data

- Opt-out from communications

- A copy of voice interactions where applicable

Contact: [email protected]

7. AI Voice Agent Use and Call Data

When clients use AI voice agent systems configured by Stratos AI LLC, calls may be transcribed, summarized, or recorded based on client-selected settings. Stratos AI does not store or process any call data beyond what is required for configuration and service delivery. Clients are fully responsible for ensuring they have obtained proper consent for any recorded or transcribed conversations.

Callers should be aware that calls may be processed by AI for quality assurance and follow-up purposes. If you have concerns about this, please contact the business directly or email us at [email protected].

8. Cookies

We use cookies for:

- Analytics and performance tracking

- Login/session management

- Enhancing user experience

You can disable cookies via your browser.

9. Security

We apply:

- Encrypted data transfers

- Role-based platform access

- Security monitoring on all systems

10. Children's Privacy

We do not knowingly collect personal data from children under 18.

11. Changes to This Policy

We may update this policy. Changes will be posted on this page with a new effective date.

12 HIPAA Compliance and Health Information

Stratos AI, LLC is not a Covered Entity under HIPAA. However, we offer optional configurations for clients that require HIPAA-compliant data handling.

These include:

- Disabling voice recordings and transcriptions

- Avoiding storage of PHI in our CRM by default

- Implementing security features that minimize exposure to PHI

Clients using our services in healthcare settings are solely responsible for:

- Activating HIPAA-safe configurations

- Ensuring lawful data use and disclosures

- Requesting a Business Associate Agreement (BAA) if required

We do not monitor, store, or analyze PHI unless expressly permitted and necessary for troubleshooting under a written agreement.

To request HIPAA-safe features or a BAA, email: [email protected]

13. Contact Us

If you have any questions, please contact us at:

Stratos AI LLC

[email protected]

(480) 914-9333

Effective Date: This Privacy Policy is effective as of July 2025