Polaris AI Marketing
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    Privacy Policy

    Last Updated: April 1, 2026

    Polaris AI Marketing LLC ("Polaris AI Marketing," "we," "us," or "our") values your privacy. This Privacy Policy explains how we collect, use, share, and protect information when you interact with our website https://joinpolarisai.com, contact us, or use our services. By visiting our site or working with us, you agree to the practices described below.

    1. Information We Collect

    Personal Information: We may collect your name, email address, phone number, business name, and other contact details that you provide through forms, scheduling links, or direct communication.

    Voice and Call Data: Our core service involves AI-powered voice receptionists that handle inbound phone calls on behalf of our clients. When calls are routed through our system, they may be recorded and/or transcribed for purposes including quality assurance, service delivery, and AI model performance. Florida is a two-party consent state. Callers interacting with our AI receptionist system are informed at the start of the call that the interaction may be recorded. Our clients are responsible for ensuring their customers receive appropriate notice under applicable law. Voice recordings and transcripts are stored securely and used only for the purposes described in this policy.

    Business and Billing Details: If you purchase products or services, payment details are processed securely by our third-party provider (e.g., Stripe or similar). We do not store complete credit card information on our servers.

    Technical and Usage Data: We automatically gather non-identifiable data such as IP address, browser type, operating system, pages visited, referring URLs, and time spent on our site.

    Cookies and Tracking Technologies: We use cookies and other tracking tools to personalize your experience and understand site performance. You can manage cookies through your browser settings.

    2. How We Use Your Information

    We use collected information to:

    • Provide, improve, and maintain our services and website.
    • Respond to inquiries and deliver customer support.
    • Send updates, service notices, or marketing communications (with your consent).
    • Conduct analytics to improve content and user experience.
    • Train and improve AI voice and automation systems used to deliver our services.
    • Comply with applicable laws and regulations.

    3. Sharing Your Information

    We do not sell, rent, or trade your personal data. We may share limited information only with:

    • Service Providers who help us operate our website, process payments, deliver messages, manage CRM and automation workflows, or analyze performance. All service providers operate under strict confidentiality agreements.
    • Legal Authorities if required by law or necessary to protect our rights or safety.
    • Business Transfers in the event of a merger or sale of our business assets.

    4. Data Retention

    We retain personal information, including contact data, call recordings, and transcripts, only as long as necessary to fulfill the purposes described in this policy or as required by law. In general:

    • Contact and lead data is retained for the duration of our business relationship and for a reasonable period thereafter.
    • Call recordings and transcripts are retained for up to 12 months unless a client requests earlier deletion or a longer retention period is required for their operations.

    You may request deletion of your data at any time by contacting us using the information in Section 12.

    5. SMS / Text Message Privacy

    If you opt in to receive SMS or text messages from Polaris AI Marketing:

    • We do not share SMS opt-in data or consent information with any third parties except vendors who deliver the messages.
    • Your mobile number is used only for purposes you consent to (such as appointment reminders, service notifications, or updates about your account).
    • Message frequency may vary. Standard message and data rates may apply.
    • You can opt out any time by replying "STOP." You will receive a confirmation and no further texts.

    6. Email Communication and CAN-SPAM Compliance

    We follow the CAN-SPAM Act for all email communications. We agree to:

    • Use accurate sender information and subject lines.
    • Clearly identify advertisements when applicable.
    • Include our business mailing address in each email.
    • Honor unsubscribe requests promptly.
    • Provide a clear unsubscribe link at the bottom of every marketing email.

    You may unsubscribe at any time by clicking the link in our emails or contacting us directly.

    7. Data Security

    We implement reasonable administrative, technical, and physical measures to protect your information from unauthorized access or disclosure. While no method is completely secure, we strive to protect your data to the best of our ability.

    8. Your Privacy Choices and Rights

    You may request to:

    • Access, update, or correct your personal information.
    • Delete personal data where legally permitted.
    • Opt out of marketing emails or texts.

    Please contact us using the details in Section 12 to exercise these rights. We will respond within a reasonable time frame.

    9. Children's Privacy

    Our website and services are not intended for children under 13. We do not knowingly collect personal data from children. If you believe a child has provided information, contact us so we can remove it.

    10. Third-Party Links

    Our website may contain links to external sites or embedded content. We are not responsible for the privacy practices or content of those websites. Please review their policies independently.

    11. Florida Privacy Notice

    If you are a Florida resident, you may request details about the personal information we collect, how it is used, and how it may be shared. We comply with applicable Florida consumer protection and privacy laws.

    12. Changes to This Policy

    We may update this Privacy Policy as our practices or legal requirements change. The most recent version will always be posted on this page with a revised "Last Updated" date. Your continued use of our website after any updates means you accept the revised policy.

    13. Contact Us

    If you have questions about this Privacy Policy or your data, please contact us:

    Polaris AI Marketing LLCWebsite: https://joinpolarisai.com
    Email: support@mail.joinpolarisai.com
    Phone: +1 813-422-1199
    Registered Address: 7901 4th St. N, Ste 300 #16725, St. Petersburg, FL 33702