Privacy Policy

This Privacy Policy describes how Rubi Automation Systems LLC ("Rubi Automation," "we," "us," or "our") collects, uses, and shares information when you visit our website at rubiautomationsystems.com, schedule a call with us, contact us by email, call one of our phone numbers, call a business whose phone line we answer, or otherwise interact with our services. By using our services, you agree to the practices described below.

Who This Policy Covers

When you visit our website, contact us, book a call, or become a client, we decide how your information is used, and this policy explains how.

We also provide services to businesses, our clients. When our AI receptionist answers a call to a client's phone line, or when we send messages or review requests for a client, we handle that information for the client. The section "Information We Handle for Our Clients" below explains how that works.

Information We Collect

We collect information you provide directly to us when you:

• Submit our website contact form (first name, last name, email, phone number, and your SMS consent selections)
• Book a strategy call through our scheduling tool (name, email, phone number, business context)
• Engage with us via email, phone, video meeting, social media, or other direct communication channels
• Call one of our phone numbers, including our demo line (see "Calls, Recordings, and AI" below)
• Sign an agreement with us as a client (our service terms or Partnership Agreement), including your business name, contact details, the information about your business you give us, and billing details, which our payment processor handles

When you send our contact form, we also record the time, the page you sent it from, and your browser details, so that we have a record of your consent choices.

We also collect limited automated information when you visit our site (browser type, operating system, page visited, referring URL, approximate location based on IP) for analytics and security purposes.

We also collect business contact details, such as business names, phone numbers, and addresses, from public sources like business listings and business websites, and use them to call businesses about our services. If you ask us not to contact you again, we add you to our do-not-call list.

Calls, Recordings, and AI

Calls to our demo line and to the receptionist lines we run for our clients are answered by an AI voice agent, and they are recorded and transcribed. Other calls to our phone numbers may also be answered by an AI voice agent, recorded, or transcribed. The agent also notes what the caller tells it, such as a name, phone number, address, and the reason for the call, and it receives the caller's number from caller ID. We may also record and transcribe our sales calls and video meetings.

Recordings and transcripts are available to us and to the service providers that process calls for us (see "Third-Party Service Providers" below). For a call to a client's line, that client receives the details of the call, such as the caller's name, number, and reason for calling. We use recordings and transcripts to provide our services, to pass call details on, and to check and improve how our receptionists work. We do not sell recordings or transcripts and we do not use them for advertising.

If you do not want your call recorded, you can reach us, or the business you are trying to reach, another way, such as by email.

Information We Handle for Our Clients

When our receptionist answers a call to a client's line, or when we send texts, emails, or review requests for a client, we handle that information on the client's behalf and under the client's instructions. The client is the business the caller or customer is dealing with, and the client decides how the information is used. Each client is responsible for its own privacy notices and for getting any consents its customers must give, including for review requests, text messages, and call recording.

We use this information only to provide and improve our services. We may share short excerpts and combined results that do not identify the client or its customers. We do not sell this information.

If you called a business we serve, or received a message or review request from one, and you want to see, correct, or delete your information, please contact that business. You can also write to us and we will pass your request on.

How We Use Your Information

We use the information you provide to:

• Respond to inquiries and schedule calls
• Provide the services you request
• Send SMS text messages to people who have opted in through our website contact form or a signed Partnership Agreement, as described in the SMS section below
• Answer, record, and transcribe calls, and send call details, texts, emails, and review requests for our clients
• Bill our clients and keep business records
• Protect our website and services from spam, fraud, and abuse
• Improve our website and services
• Comply with legal obligations

SMS / Text Message Communications

If you provide your phone number and check one or both SMS consent boxes on our website contact form, you may receive text messages from Rubi Automation. The two consent options are independent, are not pre-selected, and are never required in order to submit the form, purchase a service, or use our services:

• Non-marketing messages. Service- and account-related texts, such as responses to your inquiry, appointment scheduling, and service or system status updates.
• Marketing messages. Occasional texts about our services and offers. These are sent only to people who specifically check the marketing consent box.

We also use SMS in two further contexts: internal product testing using phone numbers belonging to Rubi Automation team members, and account-related communications to clients who have signed a Partnership Agreement, where SMS consent is captured as an explicit clause within that agreement.

We text only people who have given us consent through one of the methods above. We do not send unsolicited or cold text messages, and we do not text contacts from purchased or rented lists. You must be at least 18 years old to consent to receive SMS messages from us.

Consumer-facing reactivation and engagement campaigns that we operate on behalf of our clients are sent under each client's own separately-registered A2P brand, governed by that client's own opt-in mechanisms and privacy practices. Recipients of those campaigns have an existing business relationship with the client, not with Rubi Automation directly.

Message frequency varies. Message and data rates may apply. Reply STOP at any time to opt out of SMS communications. Once you reply STOP, you will receive a one-time confirmation and we will not text you again. Reply HELP for assistance, or contact us at the email address below.

No mobile information (including your phone number and SMS opt-in consent) will be shared with or sold to third parties or affiliates for marketing or promotional purposes. SMS messages are delivered through our service provider, Twilio, and may be processed by GoHighLevel as part of our customer relationship management platform, solely to deliver the messages you consented to receive. Text-messaging opt-in data and consent are not shared with any third parties.

Third-Party Service Providers

We use trusted service providers to run our business, including providers for website hosting and analytics, customer management and messaging, phone and AI voice services, scheduling, email and productivity, and billing and agreements. Each provider has its own privacy practices.

We share your information with these providers only to the extent necessary for them to perform their service to us. We do not sell your information.

We may also disclose information when the law requires it, to protect our rights, safety, or property or that of others, or as part of a merger, sale, or reorganization of our business.

Cookies & Tracking Technologies

Our website does not set cookies of its own. We count visits with privacy-friendly analytics that do not use cookies and do not follow you across other websites. We do not use advertising cookies or advertising pixels on this site, and we do not allow advertising or cross-site tracking companies to collect information through it. We may also collect standard log data such as your browser type, device, and approximate location based on IP address.

Our booking calendar is provided by a scheduling service and appears inside our pages. That service may place cookies and store small pieces of data in your browser so the calendar loads, stays secure, and remembers your settings. Those are governed by the scheduling service's own privacy policy.

You can control or disable cookies through your browser settings. Blocking cookies may stop the booking calendar from working. We do not use cookies to collect SMS opt-in consent; SMS consent is collected only through the explicit checkboxes described in the SMS section above.

Do Not Track and Global Privacy Control

Our website does not track you across other websites, so there is no cross-site tracking for a Do Not Track or Global Privacy Control signal to turn off. If your browser sends one of these signals, we treat it as a request not to be tracked.

Data Security

We take reasonable administrative, technical, and physical measures to protect the information we collect against unauthorized access, disclosure, alteration, and destruction. These measures include encrypted transmission over HTTPS, access controls that limit who can view your information, and reliance on reputable service providers that maintain their own security standards. No method of transmission or storage over the internet is completely secure, so while we work to protect your information, we cannot guarantee absolute security.

Data Retention

We keep information only as long as we need it for the purposes in this policy, or longer where the law requires it:

• Contact form, booking, and conversation details: while we are in touch and for as long as they are useful to our business relationship with you, unless you ask us to delete them sooner
• SMS consent and opt-out records: as long as we need them to show your consent and to honor your opt-out, including after you opt out
• Call recordings and transcripts: as long as we need them to provide the service and for the length of the client relationship
• Information we handle for a client: for the length of that client relationship. When a client leaves, we return or delete it at the client's request, except where the law requires us to keep it
• Client agreements and billing records: for the client relationship and afterward for as long as tax, accounting, and legal rules require
• Visitor analytics: our analytics provider keeps the visit counts; we do not add anything to them that identifies you

You may request deletion of your information at any time by contacting us at the address below, and we will delete it where the law allows. We keep a short record of an opt-out or deletion request so that we can keep honoring it. Copies held in our providers' systems may remain for a limited time under their own schedules.

Your Rights

We honor reasonable requests, wherever you live. You can ask us to:

• Give you access to the personal information we hold about you
• Correct inaccurate information
• Delete your information
• Opt out of communications, including SMS (reply STOP) and email (use the unsubscribe link or contact us)
• Stop using your information for a particular purpose

To make a request, contact us at the email address below. We may need to confirm who you are before we act on it. We answer within a reasonable time. If we cannot do what you ask, for example because the law requires us to keep a record, we tell you why, and you can reply to ask us to look at it again. Depending on where you live, you may also have rights under the law.

Children's Privacy

Our services are not directed to individuals under the age of 16, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.

Links to Other Sites

Our website links to other sites, such as our booking calendar and Google. Their own privacy policies apply when you use them.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Effective" date at the top of this page. Continued use of our services after a change indicates your acceptance of the updated policy. Our Terms of Service explain the rules for using our website and services.

Contact Us

For privacy questions, opt-out requests, or to exercise any rights described above, contact:

Rubi Automation Systems LLC
Email: contact@rubiautomationsystems.com
Web: rubiautomationsystems.com