What we collect, why, and who sees it.
Plain version first: we collect what it takes to run a lead-answering system for your business, we don't sell any of it, and you can ask us what we have on you or ask us to delete it. The details are below.
1. Who this covers
This policy covers three groups of people: visitors to prosper8y.com and app.prosper8y.com; clients, meaning the contractors who buy the Prosper8y Front Desk System; and your customers, meaning the people who call, text or fill out a form for a client's business and are then rung, called back or texted by the system on the client's behalf. If you are one of a client's customers, the client is the business you contacted and Prosper8y AI processes your information for that client.
2. What we collect
From website forms
Whatever you type: name, company, phone, email, trade, website, lead sources, lead volume, average job value, close rate, gross margin, calendar link, business hours, the problem you describe in your own words, and the checkbox that says you agree to be contacted. Forms also carry a hidden anti-spam field; if a bot fills it, the submission is dropped.
From running the system for a client
- Lead records: the contents of lead emails, web forms and ad forms sent to the client's business, including the lead's name, phone, email, address and message.
- Lead inbox access: so we can verify that every lead email gets through, the system connects directly to the inbox where a client's lead notification emails arrive, using an app password the client creates and can revoke at any time in their email account settings. We never ask for, see or hold the account's real password. The connection only reads. It cannot send, delete, move, flag or mark a message as read. The system looks at the sender and subject line of each message to decide whether it is a lead notification (from the client's lead vendors, website form or ad forms). It opens only the messages that look like one and turns each lead notification into a lead record. A message that is not a lead is skipped and nothing of its contents is kept, except that a message that trips the spam screen may be kept as a review item and texted to the client, and a message waiting for the AI read below is held on our server's disk for a few seconds until that read has run. A message that looks like a lead notification from a sender we do not recognise may be read by an AI service (our AI model provider, listed in section 5) to work out whether it is a lead. Once a day, the sender and subject line, and sometimes the first few lines, of automated messages from senders we do not recognise are checked the same way, so that no lead source is missed. The app password is stored encrypted and is deleted, with the records the reader keeps about the client, when the agreement ends. We recommend a mailbox that holds only lead notifications. Microsoft 365 and Outlook.com inboxes cannot be connected this way today, so those clients forward their lead emails to an address we give them instead, as does any client who would rather not connect an inbox.
- Call and text logs: phone numbers, timestamps, durations, whether a call was answered, whether the owner said yes to be connected, and the text messages sent and received, including STOP and HELP replies.
- Recordings and transcripts: only the AI assistant's own calls are recorded and transcribed. The assistant says it is an AI and that the call is recorded at the start of each call. Calls connected live between the owner and a lead are not recorded.
- Requested call times: the day and time a lead asked for, or agreed with the assistant, with the name and phone. The system texts them to the owner; it does not write them to a calendar.
- Report and reply data: the weekly report and whether the client replied to it.
From the e-sign and payment pages
The typed name and title, the hand-drawn signature image, the IP address, browser user-agent and timestamp at signing, and a cryptographic hash of the agreement shown. Card details go straight to Stripe; we never see or store your full card number.
Automatically
Standard server logs: IP address, browser, pages viewed, time. We do not run advertising or analytics trackers of our own on this site. Two things on our pages come from other companies. The booking calendar is an embedded Zoom Scheduler: when it loads, Zoom's code runs inside it and loads Zoom's own third-party services, including Google Tag Manager, Google reCAPTCHA and Stripe, which can set cookies and see your IP address and browser details under Zoom's privacy statement. The calendar loads only when you scroll near the booking section. The typeface is served by Google Fonts, which sees your IP address. If we add analytics of our own later, this policy will say so.
3. AI-assisted calls and texts
The system uses an AI voice assistant to call a lead back only when the owner was rung and did not pick up, and to answer calls to the client's line that the owner does not pick up, at any hour. The assistant calls a lead only when the lead came in through a source that carries the client's consent language. A person who calls a client's business line and is cut off or missed may be called back by the assistant up to two times about that inquiry. The assistant identifies itself as an AI in its first sentence, tells the caller the call is recorded, and takes down when the caller would like a phone call with the owner. On web, ad and email leads the owner's ring and the live connection happen first, inside the owner's ring hours. A phone call the owner missed is answered by the assistant first. Texts (a welcome text, a text that the owner is calling, a call-time confirmation and a missed-callback text) are sent by an automated system, only to people who agreed to texts and only between 8 AM and 9 PM, and every text honors STOP. If the client turns it on, one follow-up email may be sent from the client's own mailbox to a lead who could not be reached by phone. See the SMS terms for the texting program.
4. Why we use it
- To read the lead and ring the owner, connect the call, call the lead back, text the lead, and pass the call time the lead asked for to the owner.
- To produce the weekly report and to count the leads that matter for the 30-day guarantee.
- To bill the client, provision phone numbers and register the texting program with carriers.
- To answer support requests and fix routing faults.
- To improve the assistant's scripts. We may review recordings and transcripts for quality. We do not send client or customer data to any vendor for the purpose of training its models; what each vendor does under its own terms is in section 5.
- To meet legal duties, including carrier registration rules and consent records.
5. Who processes it (our vendors)
We do not sell personal information and we never have. We share data only with the services that run the system, under their own contracts and privacy terms:
- Twilio: phone numbers, voice calls, text messages and A2P carrier registration.
- Vapi: the AI voice assistant, call recordings and transcripts. Vapi runs the assistant on three other companies' services, so call audio and transcripts pass through them: OpenAI (the language model), ElevenLabs (the voice) and Deepgram (speech to text).
- Google: Gmail and Google Workspace mail where a client's lead inbox lives there, Google Calendar where a client connects it so the assistant can see which times are free, Google Fonts on this site.
- Zoom: the booking calendar embedded on this site, and the video calls. The embedded calendar loads Zoom's own third-party services (Google Tag Manager, Google reCAPTCHA, Stripe).
- Stripe: payments and card storage.
- Anthropic (our AI model provider for text): reading lead emails into a lead record, checking whether a message from an unrecognised sender in a connected lead inbox is a lead notification, and drafting the opening of a client's weekly report from that week's counts and lead first names. We do not send client or customer data to any vendor for the purpose of training its models. We make no statement about model training by Anthropic or the voice vendors (Vapi, OpenAI, ElevenLabs and Deepgram); their own terms and privacy policies apply.
- Hetzner: the servers the system runs on.
We may also disclose information when the law requires it, to enforce our agreements, or if Prosper8y AI is sold, in which case the buyer takes on this policy.
6. How long we keep it
- Lead records, call and text logs, requested call times: for the life of the client's account, then deleted by hand within 90 days after it ends. Clients can ask for deletion sooner after cancellation.
- Recordings and transcripts: deleted by hand when the client asks, and at the latest within 90 days after the client's agreement ends, unless the client asks us to keep a specific recording for a dispute.
- Consent records and STOP requests: 5 years, because carriers and the law expect us to prove them.
- Lead inbox app passwords and the reader's records about the inbox: until the agreement ends, then deleted. A client can also revoke the app password at any time in their email account settings.
- Signed agreements and billing records: 7 years.
- Website form submissions that never become a client: up to 12 months, then deleted by hand.
7. Your California rights (CCPA / CPRA)
If you live in California you can ask us to tell you what personal information we hold about you and where it came from, to correct it, to delete it, and to confirm we don't sell or share it for cross-context advertising (we don't). We won't treat you differently for asking. To make a request, email morgan@prosper8y.com with "privacy request" in the subject; we'll verify it's you and answer within 45 days. You can name someone to make the request for you. If you're a customer of one of our clients, we'll forward your request to that client and help them answer it.
8. Security
Data is encrypted in transit and at rest with our vendors, lead inbox app passwords are stored encrypted, access is limited to the owner and the automated systems that need it, and logins are kept in a password manager. No system is perfectly secure; if we learn of a breach affecting your information we will tell you as the law requires.
9. Children
This service is for businesses. We don't knowingly collect information from anyone under 16, and we'll delete it if we learn we have.
10. Changes
If we change this policy in a way that matters, we'll post the new version here with a new effective date and email active clients. Continued use after that is agreement to the new version.
11. Contact
morgan@prosper8y.com · (805) 455-3460