Effective Date: January 1, 2025

At TheDBT.Ai, along with our affiliates (“TheDBT,” “we,” or “us”), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you use our AI-powered appointment setting services.

1. Personal Information Collection

We collect information in the following ways:

Directly from You: When you create an account, make inquiries, use our services, contact customer support, or interact with our AI appointment setter.

Automatically: Through cookies, server logs, usage analytics, and interaction data as you use our platform.

2. Use of Personal Information

We use your information to:

• Deliver and optimize our AI appointment setting services
• Schedule, confirm, and manage appointments on your behalf
• Communicate with you about your account and our services
• Improve our AI models and platform functionality
• Conduct research and analytics to enhance user experience
• Comply with legal and regulatory obligations
• Provide customer support and respond to your requests

3. Disclosure of Personal Information

We respect your privacy and treat your data with the utmost confidentiality. We never sell, rent, or share your personal data or client contact information with third parties for their marketing purposes.

We only share your information in the following limited circumstances:

Service Providers: We share data with trusted third-party providers who help us operate and enhance our services (such as cloud hosting, communication platforms, and analytics tools). These providers:

• Are contractually bound to protect your information
• Can only use your data to perform services on our behalf
• Cannot use your data for their own purposes
• Must comply with the same privacy standards we follow

Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you of any such change and your rights regarding your data.

Legal Requirements: We may disclose your information only when required by law, court order, or government request, or when necessary to protect our rights, your safety, or public safety.

Aggregated Data: We may share anonymized or aggregated data that cannot identify you or your clients individually for research, analytics, or business purposes.

Important: Your client contact lists (phone numbers, emails) remain YOUR property. We act only as a data processor to deliver our services to you.

4. Data Confidentiality & Protection of Client Information

Your data confidentiality is our top priority. We treat all client data—including phone numbers, email addresses, contact lists, and appointment information—as strictly confidential.

Our Commitments:

• We do NOT sell, rent, lease, or trade your data to third parties
• We do NOT share phone numbers or email addresses with third parties for marketing or promotional purposes
• We do NOT use your client contact data for any purpose other than providing our services to you
• Your client contacts remain YOUR data—we are simply the processor

How We Use Your Data: Phone numbers and contact information are used exclusively to:

• Send appointment confirmations and reminders via text or voice
• Conduct AI-powered appointment scheduling conversations
• Deliver service-related notifications and updates
• Provide customer support when needed

All client data is encrypted, stored securely, and accessible only to authorized personnel who need it to deliver our services.

Lawful Basis & Data Safety: We process client data only in accordance with your explicit consent and applicable data protection laws.

• Data Integrity: We do not use your data or your customers’ data for any illegal activities or unauthorized purposes.

• Consent-Based Usage: We only process data (such as phone numbers and names) for which you have confirmed you have the legal right and consent to use.

• Security: We maintain strict technical and organizational measures to keep client data safe from unauthorized access. We do not sell or share this data with third parties for their own marketing purposes.

• Compliance with Local Laws: Our data handling practices are designed to respect the privacy laws of the jurisdictions in which we operate, ensuring your information is handled ethically and legally at all times.

5. Your Privacy Rights & Data Control

You have full control over your data. Depending on your location, you have the following rights regarding your personal information:

Access & Transparency

• Right to Access: Request a complete copy of all information we hold about you
• Right to Know: Understand what data we collect, how we use it, and who we share it with

Correction & Updates

• Right to Correction: Update, correct, or rectify any inaccurate information in your account

Deletion & Erasure

• Right to Delete: Request complete deletion of your personal information, including:
  • Your account information
  • All contact phone numbers and email addresses
  • Appointment history and communications
  • Any data collected through our services
• Deletion Timeline: We will delete your data within 30 days of your request, except where we are legally required to retain certain information for compliance purposes
• Confirmation: We will confirm when your data has been deleted

Control & Objection

• Right to Object: Object to certain types of data processing
• Right to Restrict: Request that we limit how we use your information
• Data Portability: Receive your data in a portable, machine-readable format

How to Exercise Your Rights: To delete your data or exercise any of these rights, contact us at info@thedbt.ai with your request. Include your account email and specify what action you’d like us to take. We will:

1. Verify your identity to protect your privacy
2. Process your request within 30 days (or as required by law)
3. Confirm the action taken via email

No Penalty: You will not face discrimination or penalty for exercising your privacy rights.

6. Children’s Privacy

Our services are designed for business use and are not intended for individuals under the age of 18. We do not knowingly collect personal information from minors. If we discover that we have inadvertently collected data from a child, we will promptly delete it.

7. Security & Data Retention

Security Measures: We implement industry-standard security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• End-to-end encryption for data in transit and at rest
• Secure servers with restricted access controls
• Regular security assessments and monitoring
• Employee confidentiality agreements and training

Data Retention: We retain your personal information only for as long as necessary to:

• Fulfill the purposes outlined in this policy
• Meet our business and service obligations to you
• Comply with legal and regulatory requirements (e.g., tax, accounting, audit)

Upon Account Deletion: When you request deletion of your account and data:

• We permanently delete your personal information within 30 days
• Your contact lists (phone numbers, emails) are completely removed from our systems
• Only legally required records (e.g., transaction records for tax purposes) may be retained in archived form
• Anonymized usage data that cannot identify you may be retained for analytics

Data Isolation: Your client data is logically isolated from other users and protected by access controls to ensure confidentiality.

8. International Users

TheDBT.Ai operates globally, and your information may be processed and stored in jurisdictions with different data protection laws than your own. We follow legally recognized frameworks and implement appropriate safeguards to ensure your data is handled securely and in compliance with applicable regulations, regardless of where it is processed.

9. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will post the updated policy on our website with a revised effective date. We encourage you to review this policy periodically to stay informed about how we protect your information.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us at:

Email: info@thedbt.ai
Website: https://www.thedbt.ai

Visit: Terms & Conditions Page

We aim to respond to all inquiries promptly and professionally.

Consent to Communication

Thank you for opting in to The DBT! By providing your phone number and other personal information to TheDBT.Ai, you expressly consent to receive:

1. Communications from us, including text messages (SMS), phone calls (including AI-generated calls), and emails related to our services, such as appointment scheduling, confirmations, reminders, service updates, and customer support. You will receive follow-up messages and reminders about your upcoming appointments.
2. Message Frequency: Message frequency may vary based on your interaction with our services.
3. Standard Rates Apply: Message and data rates may apply for any messages sent to you from us and to us from you.
4. Carrier Disclaimer: Carriers are not liable for delayed or undelivered messages.

How to Opt-Out

If you wish to opt out at any time, just reply ‘OPT-OUT’ or ‘STOP’.

You can cancel the SMS service at any time. Just text “STOP” to the short code. After you send the SMS message “STOP” to us, we will send you an SMS message to confirm that you have been unsubscribed. After this, you will no longer receive SMS messages from us. If you want to join again, just sign up as you did the first time and we will start sending SMS messages to you again.

Additional opt-out options:

• Clicking “Unsubscribe” in any email
• Contacting us at info@thedbt.ai to adjust your communication preferences

Need Help?

If you are experiencing issues with the messaging program, you can reply with the keyword HELP for more assistance, or you can get help directly by contacting us at info@thedbt.ai.

Privacy Questions?

If you have any questions regarding privacy, please read our privacy policy above or contact us at info@thedbt.ai.

Compliance

10DLC Compliance: Our messaging practices comply with carrier & 10DLC requirements by clearly disclosing brand information, clear opt-in/opt-out mechanisms, fees, message frequency, a direct customer support contact, a privacy statement clarifying how phone numbers are handled, and transparent sender identification. We are committed to responsible communication practices that respect your preferences and privacy.

For assistance or questions about communications, please contact our support team at info@thedbt.ai.

This Privacy Policy ensures compliance with applicable regulations including GDPR, CCPA, TCPA, and 10DLC requirements. By using TheDBT.Ai services, you acknowledge that you have read and understood this policy.