Privacy Policy

Evergreen AI ("we," "our," or "us") operates the website evergreenfrontdesk.com and an AI-powered voice automation platform and related services (collectively, the "Services"). This Privacy Policy explains what information we collect, how we use it, how we share it, and the choices you may have.

This Policy applies to all users of our Services, including business customers, their employees, and end users who interact with AI agents deployed through our platform. By accessing or using the Services, you acknowledge that you have read and understood the practices described here.

If you are a resident of the European Economic Area (EEA), the United Kingdom, or California, additional rights and disclosures apply and are described in the relevant sections below.

We collect information in the following categories:

A. Account and Registration Information

• Name, email address, phone number, business name, and industry type provided during signup.
• Billing and payment information processed through our payment provider. We do not store full card numbers.

B. Business Configuration Data

• AI agent settings, call scripts, service area definitions, dispatch rules, and scheduling preferences you configure in your account.

C. Call and Voice Data

• Audio recordings and transcripts of calls handled by your AI agent, subject to applicable call recording laws.
• Caller identification data (phone numbers, geographic region) associated with inbound calls.
• Lead intake information collected by the AI agent on your behalf, such as customer names, job descriptions, and addresses provided by callers.

D. Usage and Log Data

• IP address, browser type, pages visited, time and date of access, and referring URLs.
• Device information: operating system and device identifiers.
• Usage metrics: features used, call volumes, and session durations.
• Error reports and diagnostic data to help us identify platform issues.

E. Support Communications

• Messages you send our team via email, chat, or support channels.

F. Cookies and Tracking Technologies

We use cookies and similar technologies to support platform functionality, remember preferences, and analyze usage. See Section 7 for details.

G. SMS and Messaging Data

• Content of SMS and text messages sent or received through the CRM inbox.
• Sender and recipient phone numbers, message timestamps, and delivery status.
• Opt-out status, such as STOP requests, associated with contact phone numbers.

H. CRM Records

• Customer contact records created, imported, captured, or updated through the CRM, including names, phone numbers, addresses, job descriptions, booking history, call summaries, message history, contact preferences, and notes entered by you or captured through the Service.

We use the information we collect for the following purposes:

• Service Delivery: To operate, maintain, and improve the Evergreen AI platform, including processing calls, generating AI responses, routing notifications, and supporting appointment scheduling.
• Account Management: To create and manage your account, authenticate your identity, and provide customer support.
• Billing and Payments: To process subscription fees, send invoices, and manage payment disputes.
• AI and Platform Improvement: To improve the quality and performance of our Services. Where call data is used for this purpose, we use reasonable measures to limit use to what is necessary for improvement.
• Communications: To send you service updates, security alerts, and support messages. You may opt out of marketing emails at any time. All marketing emails include an unsubscribe link. You may also opt out by emailing teamevergreenai@gmail.com. Our Services do not currently respond to browser Do Not Track signals.
• Analytics: To understand how our Services are used and identify areas for improvement.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes, and to enforce our Terms of Service.
• Fraud Prevention: To detect and prevent fraudulent activity and security incidents.

Evergreen AI provides AI call-handling tools that business customers ("Customers") configure and deploy for their own callers. As a Customer, you are responsible for:

• Ensuring you have any legally required consent or authorization to record calls in your jurisdiction before enabling call recording features.
• Providing required disclosures to your callers about AI-assisted call handling and call recording where required by law.
• Handling any personal information collected on your behalf through our platform in accordance with applicable privacy laws.
• Configuring data retention and handling settings appropriate for your legal obligations.

Evergreen AI processes caller data on your behalf as a service provider. You remain responsible for the lawfulness of that data collection and use in relation to your own customers and callers.

We do not sell your personal information for money. We may share your information in the following limited circumstances:

• Service Providers: We engage third-party vendors to support our operations. Our current key service providers may include Vapi AI for voice processing, Twilio for telephony and SMS, Stripe for payment processing, Google for authentication, calendar, maps, places, and reCAPTCHA services, and hosting, database, analytics, email, security, and AI infrastructure providers. These providers are permitted to use your data only to perform services on our behalf. The specific vendors we use may change over time. If you use Google Sign-In, Google Calendar, Google Maps/Places, or reCAPTCHA features, Google may process information according to its own privacy policy and terms. Payment transactions are processed by Stripe or another PCI-compliant payment processor. We do not store raw payment card numbers.
• Business Transfers: If Evergreen AI undergoes a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will provide notice of any such transfer.
• Legal Obligations: We may disclose information when required by law, court order, or governmental authority, or when we believe disclosure is necessary to protect rights, safety, or property.
• With Your Consent: We may share information for any other purpose with your explicit consent.

We require service providers handling your data to maintain appropriate security standards consistent with this Policy.

We retain your personal information for as long as reasonably necessary to provide our Services, fulfill the purposes described in this Policy, and comply with our legal obligations. The appropriate period depends on the type of data and applicable requirements.

• Account Data: Retained for the duration of your account and for up to 90 days following account closure, after which it is permanently deleted or anonymized, unless legal, security, fraud-prevention, tax, billing, dispute-resolution, or compliance obligations require a longer retention period.
• Call Recordings and Transcripts: Retained based on your account configuration and applicable legal requirements. Business customers may manage their retention preferences in account settings.
• Billing Records: Retained as required by applicable financial regulations, typically several years.
• Log Data: Retained for a limited period consistent with operational and security needs.

You may request deletion of your personal data by contacting us at teamevergreenai@gmail.com. We will process requests in accordance with applicable law and our retention obligations.

We may use the following categories of cookies and similar technologies:

• Strictly Necessary: Required for the platform to function. These cannot be disabled without affecting core features.
• Performance and Analytics: Collect usage data to help us understand how our Services are used and identify improvements.
• Functional: Remember your preferences such as saved settings.

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect platform functionality.

We apply reasonable administrative, technical, and organizational safeguards designed to protect your personal information from unauthorized access, disclosure, alteration, and destruction. These measures include encryption of data in transit and access controls on production systems.

No method of electronic transmission or storage is completely secure. We cannot guarantee absolute security of your data. If you have concerns about the security of your account, please contact us at teamevergreenai@gmail.com.

Evergreen AI is based in the United States. If you access our Services from outside the US, your information may be transferred to and processed in the United States or other countries where our service providers operate.

For users in the EEA or United Kingdom, we rely on appropriate legal mechanisms for international transfers, which may include Standard Contractual Clauses or other recognized transfer frameworks.

For questions about international transfers, contact us at teamevergreenai@gmail.com.

Depending on your jurisdiction, you may have rights regarding your personal information, which may include:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct inaccurate or incomplete information.
• Deletion: Request erasure of your personal data, subject to legal retention obligations.
• Portability: Request your data in a structured, machine-readable format where technically feasible.
• Restriction or Objection: Request that we limit or stop processing your data in certain circumstances.
• California Residents (CCPA): We do not sell personal information for money. California residents may submit requests regarding their personal information as described in this section.

To exercise any of these rights, email teamevergreenai@gmail.com. We will respond as promptly as practicable and may need to verify your identity before processing your request.

We do not intentionally collect sensitive categories of personal information such as health data, financial account credentials, government identification numbers, or biometric identifiers except where necessary for specific service features you enable. If you believe you have provided sensitive information through our Services, please contact us at teamevergreenai@gmail.com so we can assist.

HIPAA and Health Data Disclaimer

Evergreen AI is not a HIPAA Business Associate and does not offer HIPAA-compliant services. The Services are not designed or certified for use with protected health information (PHI) as defined under HIPAA. Covered entities or business associates under HIPAA should not use Evergreen AI without independent legal review of their obligations.

Customers operating in health-adjacent industries, including dental, medical, physical therapy, mental health, veterinary, wellness, or similar businesses, are solely responsible for ensuring their use of the Services complies with all applicable health privacy laws, including the Washington My Health My Data Act and any other state-specific health data protection laws. During AI call handling, callers may voluntarily share health-related information. Customers in health-adjacent industries are responsible for evaluating whether their use of the Services is consistent with applicable health privacy obligations.

Our Services are intended for business users who are at least 18 years old. The Services are not directed to children or minors. 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 without verifiable parental consent, we will take steps to delete that information. If you believe we may have collected such information, please contact us at teamevergreenai@gmail.com.

Our Services use artificial intelligence to process voice calls, generate responses, identify caller intent, and support scheduling and routing decisions. This processing is automated and designed to assist human operators or business owners — not to make legally significant decisions about individuals without human oversight.

AI call handling is configured by business customers. The accuracy and behavior of AI interactions depend on the configuration provided by each customer. If you have concerns about how an AI-handled call was processed, you may contact the business that deployed the service or contact us at teamevergreenai@gmail.com.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify account holders by email. Continued use of the Services after the effective date of any update constitutes acceptance of the revised Policy.

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: teamevergreenai@gmail.com

EEA and UK users who are not satisfied with our response have the right to lodge a complaint with their local data protection authority.