Privacy Policy

1. Who We Are

Hotline AI is operated by AAL Ventures LLC, a limited liability company registered in the State of New York. Our registered business address is New York, NY. For privacy inquiries, contact us at aarteaga@gethotlineai.com.

2. Information We Collect

From Dealership Customers (Vehicle Shoppers)

When a dealership deploys Hotline AI to respond to inbound leads, we may process the following information on behalf of the dealership:

• Name and phone number provided in the lead form
• Vehicle of interest and inquiry details
• SMS conversation content between the AI agent and the customer
• Appointment scheduling data
• Opt-in and opt-out preferences

From Dealership Clients (Business Partners)

When a dealership engages our services, we collect:

• Business contact information (name, email, phone, dealership name)
• CRM integration credentials (handled securely — never stored in plaintext)
• Billing and payment information (processed by a third-party payment processor)
• Usage data and service performance metrics

Automatically Collected Data

Our systems may automatically record SMS delivery metadata (timestamps, delivery status) for operational reliability and compliance purposes.

3. How We Use Information

We use the information we process to:

• Deliver the Hotline AI SMS BDC service on behalf of the dealership
• Contact inbound leads via two-way SMS within 60 seconds of inquiry submission
• Schedule and confirm dealership appointments
• Maintain TCPA compliance records, including opt-in documentation
• Perform DND (Do-Not-Disturb) registry checks before each outbound message
• Improve service performance and AI response quality
• Fulfill billing, support, and account management obligations to dealership clients

4. Data Storage and Retention

Hotline AI is designed to keep customer data within your existing CRM system. No customer personally identifiable information (PII) is stored outside your dealership's CRM beyond what is necessary for active conversation handling and compliance logging.

TCPA compliance records (opt-in timestamps, opt-out requests, DND check logs) are retained for a minimum of 5 years as required by applicable law.

Dealership account data is retained for the duration of the service agreement and for 1 year following termination, unless a shorter deletion period is requested.

5. TCPA Compliance

All SMS communications sent by Hotline AI are subject to the Telephone Consumer Protection Act (TCPA). We adhere to the following practices:

• We only contact individuals who have provided express written consent to receive SMS communications from the dealership
• Every outbound SMS session includes a clear opt-out instruction (reply STOP to opt out)
• Opt-out requests are honored immediately and permanently recorded
• DND registry checks are performed before every outbound message
• Dealerships are responsible for ensuring their lead collection forms include compliant TCPA consent language before deploying Hotline AI

Required SMS Opt-In Language

Dealerships using Hotline AI are required to display the following disclosure (or TCPA-equivalent language) on all lead collection forms at the point of submission:

Hotline AI does not initiate SMS contact with any individual who has not completed this opt-in. Consent is captured at the point of lead submission — when a vehicle shopper submits their name and phone number via a dealership's website lead form or a third-party automotive listing site (such as Cars.com or AutoTrader).

6. Sharing and Disclosure

We do not sell, rent, or trade personal information. We may share information only in the following circumstances:

• With the dealership: All lead and conversation data is the property of the dealership and is accessible to their authorized staff
• Service providers: We may use third-party services for SMS delivery, AI processing, and payment handling — all subject to confidentiality agreements
• Legal obligations: We may disclose information when required by law, court order, or to protect our legal rights
• Business transfers: In the event of a merger or acquisition, information may be transferred as part of the transaction

All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties or affiliates for marketing or promotional purposes.

7. Security

We implement commercially reasonable administrative, technical, and physical safeguards to protect information against unauthorized access, alteration, or disclosure. This includes:

• Encrypted transmission of all data in transit (TLS 1.2+)
• Access controls limiting data access to authorized personnel only
• Secure credential handling for CRM integrations

No system is completely secure. In the event of a data breach that triggers notification obligations, we will notify affected parties as required by applicable law.

8. Your Rights (California and Other State Residents)

Depending on where you reside, you may have rights regarding your personal information, including the right to access, correct, or delete data we hold about you. To exercise these rights, contact us at aarteaga@gethotlineai.com. We will respond within 30 days.

If you are a vehicle shopper who received an SMS from a dealership using Hotline AI and wish to opt out or have your data deleted, reply STOP to any message or contact the dealership directly.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we learn that we have inadvertently collected such information, we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Effective Date" at the top of this page and notify our dealership clients by email. Continued use of the service after the effective date constitutes acceptance of the updated policy.

11. Contact

For privacy questions, requests, or concerns:

• Email: aarteaga@gethotlineai.com
• Website: gethotlineai.com
• Entity: AAL Ventures LLC — New York, NY