Privacy Policy
Effective: May 8, 2026 · Last updated: May 8, 2026
Contents
1. Who we are
This Privacy Policy describes how CloudBay AI, LLC ("CloudBay," "we," "us," or "our") collects, uses, and shares information when you visit getcloudbay.com, use our services, communicate with our AI receptionist, or otherwise interact with us.
CloudBay provides a managed AI receptionist service for local businesses. We answer phone calls, send and receive SMS messages, and book appointments on behalf of our business clients.
2. Information we collect
Information you provide directly
- Contact information — name, business name, email address, and phone number when you fill out a form, use our chat widget, email us, or call us.
- Inquiry details — what you tell us about your business, the plan you're interested in, and any notes you submit.
- Payment information — billing details processed by our third-party payment processor. We do not store full payment card numbers on our servers.
Information collected automatically
- Usage data — IP address, browser type and version, pages visited, referring URL, and approximate location based on IP.
- Cookies and similar technologies — used for site functionality, analytics, and remembering preferences. You can disable cookies in your browser; some site features may not work without them.
Information from third parties
- Service providers we use to operate our platform may pass us aggregated or de-identified analytics, delivery reports, and quality metrics.
3. How we use information
We use the information we collect to:
- Respond to your inquiries and deliver our services;
- Set up, configure, and operate the AI receptionist for our business clients;
- Send transactional messages (appointment reminders, missed-call follow-ups, support replies, account notifications);
- Process payments and manage subscriptions;
- Improve the quality, accuracy, and safety of our AI receptionist (using de-identified or aggregated data wherever practical);
- Detect and prevent fraud, abuse, and security incidents;
- Comply with our legal obligations.
We do not sell your personal information. We do not use your information for cross-context behavioral advertising.
4. SMS & phone communications (TCPA)
If you provide your phone number through our chat widget, by calling us, or by giving consent to one of our business clients, you agree to receive customer-care text messages from CloudBay AI, LLC related to your inquiry, your account, or services you are receiving.
- Message types: appointment confirmations and reminders, follow-up messages, missed-call text-backs, support replies, and service notifications. We do not send marketing or promotional messages without separate, explicit consent.
- Frequency: varies based on your activity and the services you receive.
- Costs: message and data rates may apply.
- Opt-out: reply STOP to any text message to unsubscribe at any time.
- Help: reply HELP to any text message for assistance, or contact us at the email below.
- Carrier: wireless carriers are not liable for delayed or undelivered messages.
Mobile phone numbers and SMS opt-in data will not be shared with third parties or affiliates for marketing purposes.
5. Call recording & transcripts
When you call CloudBay or call a business that uses CloudBay as their AI receptionist, your call may be answered by an AI assistant that identifies itself as a digital assistant. Calls may be recorded and transcribed for quality, training, troubleshooting, and to fulfill the purpose of the call (for example, to book an appointment or pass a message to the business).
If you do not consent to being recorded, you may end the call or ask to be transferred to a human (where available).
6. How we share information
We share information only as needed to operate our service and as described below:
- Our business clients. If you contact a business that uses CloudBay, the information you share with our AI receptionist (your name, phone number, the reason for your call, etc.) is shared with that business, which is the controller of that information.
- Service providers. We use vetted third-party providers for telephony, voice/AI processing, CRM, payment processing, hosting, security monitoring, and analytics. These providers process information on our behalf under contractual confidentiality and data-protection obligations.
- Legal compliance. We may disclose information when required by law, subpoena, court order, or to protect the safety, rights, or property of CloudBay, our clients, or others.
- Business transfers. If CloudBay is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.
7. Data retention
| Data type | Default retention |
|---|---|
| Call audio recordings | 7 days, unless required longer for legal or HIPAA purposes |
| Call transcripts | 30 days, unless required longer |
| SMS message logs | 13 months (telephony industry standard) |
| Contact information & inquiry records | Retained while your account is active; deleted within 90 days of a verified deletion request, except where law requires retention |
| Billing records | 7 years (tax & accounting compliance) |
Healthcare clients on our HIPAA add-on receive additional protections under a Business Associate Agreement (BAA), with retention configured to meet HIPAA requirements.
8. Your rights (CCPA / GDPR)
Depending on where you live, you may have the right to:
- Access the personal information we hold about you;
- Correct inaccurate information;
- Delete your personal information (subject to legal exceptions);
- Opt out of the "sale" or "sharing" of personal information (we do not sell or share your data for cross-context behavioral advertising);
- Limit the use of sensitive personal information;
- Withdraw consent at any time for processing based on consent;
- Lodge a complaint with your local data protection authority.
To exercise any of these rights, email hello@getcloudbay.com with the subject line "Privacy Request". We will verify your identity before fulfilling the request and respond within the timeframe required by applicable law.
9. Security
We use industry-standard administrative, technical, and physical safeguards to protect personal information, including encryption in transit, encryption at rest where applicable, access controls, and ongoing monitoring. No method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.
10. Children's privacy
CloudBay's services are intended for businesses and adults. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, please contact us and we will delete it.
11. Changes to this policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page indicates the most recent revision. Material changes will be communicated by posting a prominent notice on our website or, where appropriate, by direct notice to you.
12. Contact us
If you have questions about this Privacy Policy or how we handle your information:
- Email: hello@getcloudbay.com
- Phone: (720) 637-2233
- Mail: CloudBay AI, LLC · 4833 Front St, Ste B, Castle Rock, CO 80104, USA