Privacy Policy

Who We Are and What This Covers

Rev-Nova.AI ("Rev-Nova", "we", "us") provides AI automation for small businesses across the United States: an AI phone receptionist ("Clare"), a website chatbot, SMS follow-up, online appointment scheduling, review and social-media tools, and website design. Our registered business address is in Crown Point, Indiana.

This policy explains what we collect, why, who we share it with, how long we keep it, and how to ask for a copy or deletion. It applies to:

• Visitors to rev-nova.ai and people who contact us, book a demo, or call our own phone line.
• Business customers who subscribe to our services and use the customer portal.
• End-customers — the callers, website visitors, and clients of a business that uses our tools. Section 5 explains how we handle their data on that business's behalf.

1. Information We Collect

We collect information in several ways, not only through website forms:

• Website, demo and account information. Name, email address, phone number, business name and details you enter in a form, when booking a demo, or when creating or signing in to a portal account. Payment details are entered directly with Stripe; we receive only the payment status and Stripe's customer and subscription identifiers, never card numbers.
• By phone (AI receptionist). When you call a phone number answered by Clare — our own line or a business customer's — we collect the caller's phone number (caller ID), the call audio recording, a written transcript and an AI-generated summary, the name and details the caller gives (for example a preferred appointment time or a message for the business), and the outcome of the call (booked, message taken, transferred).
• By chatbot. The content of conversations with a website chatbot we power, any contact details typed into the chat (name, email, phone), the page the chat started on, and the lead details the chatbot captures.
• By SMS. Text messages sent to and from the phone numbers we provide — missed-call text-backs, replies from the AI SMS receptionist, alerts to the business, and, where a business has switched them on, appointment confirmations and reminders — together with the phone numbers involved.
• Booking and appointment data. Name, email, phone number, the service requested, the date and time, any notes, and the booking's history (confirmed, moved, cancelled, no-show), whether it was booked online, by phone, by chat, or by the business itself.
• Leads. Contact details captured by the chatbot, the phone receptionist, or a booking, a short excerpt of the conversation, and the follow-up status the business sets.
• Automatically. Standard server logs (IP address, browser type, pages requested, timestamps), analytics about how our website is used (via Google Analytics, see Section 7), and cookies needed to keep you signed in to the portal.

2. Call Recording

Calls answered by Clare are recorded and transcribed. This applies to calls to Rev-Nova's own phone line and to calls answered by the AI receptionist on a business customer's line. We record so that the business has an accurate record of what was said, so bookings and messages can be checked, so we can resolve disputes, and so we can review and improve the quality of the receptionist's answers for that business.

Consent. Recording is switched on for every line Clare answers. Call-recording laws vary by state, and some states require every party on the call to consent. Where a notice is required, the greeting at the start of the call tells you that it may be recorded, and continuing the call after that notice is your consent; a business using Clare is responsible for including that notice in its greeting where its callers' state requires it, and we include it on our own line. If you do not want to be recorded, you can hang up and contact the business by another means (its website chat, email, or an in-person visit).

Recordings and transcripts are used only for the business the call was made to and for Rev-Nova's own support and quality work. We do not use one business's calls to train the AI for another business, and we never sell recordings.

3. How We Use Information

• To answer calls and chats, book, confirm, move, cancel and remind about appointments, take messages, and route leads to the right business.
• To send the emails and text messages those services involve (confirmations, reminders, follow-ups, owner alerts).
• To respond to your enquiries, provide support, and run demos.
• To set up, bill for, and manage subscriptions.
• To configure and improve the AI receptionist and chatbot for the business they serve, and to keep our services secure and reliable.
• To comply with the law and to protect our rights, our customers, and the public.

We do not sell personal information, and we do not use the content of a business's calls, chats, or leads for our own marketing or to train AI for anyone else.

4. Who We Share It With (Service Providers)

We use a small set of vetted providers to run the platform. Each one processes data only to provide its service to us, under its own privacy policy and terms. We do not share your information with anyone else except as described in this policy, when the law requires it, or with your consent.

• Stripe — payments and billing (card details are entered with Stripe, not with us).
• Vapi — the AI voice platform behind Clare: it connects the call, records and transcribes it, and runs the voice conversation.
• Chatbase — the AI website chat: it runs the chat widget and conversation and reports the conversation and leads back to us.
• Twilio — phone numbers and SMS: text-backs, confirmations, reminders, follow-ups, and owner alerts.
• Resend — transactional email (confirmations, booking links, reports, alerts).
• Supabase — our database, file storage, and sign-in. This is where bookings, call and chat records, leads, and portal accounts are stored.
• OpenAI — the AI models that write summaries, draft replies and follow-ups, score leads, and generate content for the services a business has switched on.
• ElevenLabs — voice generation, and voice cloning only for a business that buys Clare Custom Voice and records its own voice sample.
• Google — Google Analytics on our website (Section 7), and Google's Places and Business Profile data for the review and competitor features a business has switched on.
• Calendly — when you book a call with our team through a Calendly link, the details you enter there are processed by Calendly.

Our providers store data primarily in the United States; if you are outside the United States, your information is transferred to and processed there. We will update this list when we add or replace a provider.

5. Business Customers and Their End-Customers

When a business uses our phone receptionist, chatbot, SMS, or scheduling, the callers, website visitors, and clients who use those tools are that business's customers, not ours. For their data — recordings, transcripts, chat conversations, bookings, messages, and leads — the business is the one deciding why and how it is used, and Rev-Nova processes and stores it on the business's behalf as its service provider (a "processor" under laws such as the GDPR, and a "service provider" under the CCPA).

In practice this means:

• We keep each business's data separate and show it only in that business's portal and to that business's authorised users.
• We use it only to provide the services to that business and to keep them working, secure, and accurate — not for our own marketing, and not to train AI for other businesses.
• The business is responsible for telling its customers how their data is used (for example in its own privacy notice), for obtaining any consent it needs — including consent to call recording and to receive text messages — and for answering its customers' requests.
• If you are an end-customer and want a copy of your data or want it deleted, contact the business you dealt with first; if you contact us instead, we will pass your request to the business and help it respond.
• When a business closes its account, we delete or return its data as described in Section 8.

6. Text Messages

Missed-call text-backs, replies from the AI SMS receptionist, and — where a business has switched them on — appointment confirmations, reminders and follow-ups are sent by SMS on behalf of the business you dealt with. Reply STOP to any message to opt out of further texts from that number (opt-outs are processed by our SMS provider at the carrier level and we stop texting that number); reply HELP for help. Message and data rates may apply. Mobile numbers and opt-out status are never shared with third parties for their own marketing.

7. Cookies and Analytics

Our website uses a small number of cookies: the session cookies that keep you signed in to the customer portal and admin area, and Google Analytics cookies that tell us which pages are visited and roughly where visitors come from. Google Analytics data is not combined with the data in a business's portal. You can block analytics cookies in your browser without affecting the portal.

8. How Long We Keep Data

• Account and billing records — for as long as the account is open, and afterwards for as long as tax and accounting law requires (generally up to seven years for invoices and payment records).
• Call recordings, transcripts, chat conversations, bookings, messages and leads — for as long as the business's account is open, so its history and reporting keep working. A business can ask us to delete specific records, including recordings, at any time, and we do so within 30 days.
• When an account is paused for non-payment — the business's data is kept for at least 30 days so the account can be resumed.
• After an account closes — the business's data is deleted within 90 days of closure unless the business asks for it sooner or asks for a copy first, except for records we must keep for legal or billing reasons.
• Website analytics, server logs and backups — our hosting, database and analytics providers keep logs and backups for short, fixed periods set in their systems; deleted data can persist in encrypted backups until they are overwritten.

9. Your Choices: Access, Correction and Deletion

You can ask us for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it. To do so, email support@rev-nova.ai from the address we have on file (or call us), tell us which business you dealt with if you are an end-customer, and say what you would like done. We may ask for information to confirm it is you. We respond, and complete the request, within 30 days.

• Business customers can ask us at any time for a copy of their bookings, leads, transcripts and recordings, and can ask us to delete any record, a set of records, or the whole account.
• End-customers should ask the business they dealt with first (it decides what is kept); if you ask us, we forward the request and help the business act on it.
• Marketing emails from Rev-Nova have an unsubscribe link; SMS can be stopped with STOP.
• We may keep information we need to complete a transaction, keep billing records, prevent fraud, or meet a legal obligation, and we will tell you if that applies.

We honour these rights for everyone regardless of where they live. If you are in a state or country with specific privacy rights (such as California or the EU/UK), those rights apply in addition, and you will not be treated differently for exercising them.

10. Data Security

Data is encrypted in transit and at rest, each business's data is isolated from every other business's, access by our team is limited to what support requires and is logged, and our providers run on independently audited infrastructure. No system is perfectly secure; if a breach affects your data we will notify you and any regulator as the law requires. More detail is on our Trust & Security page.

11. Children

Our services are for businesses and their adult customers and are not directed to children under 13. If you believe a child has given us personal information, contact us and we will delete it.

12. Changes to This Policy

When we change this policy we update the date at the top; for material changes we also notify business customers by email. Continued use of our services after a change means you accept the updated policy.

Contact Us

For privacy questions or requests: