Privacy Policy

Last Updated: May 18, 2026

1. Introduction

Brownsmith Management and Holdings LLC, d/b/a Brownsmith Automation ("we," "us," or "our") respects your privacy and is committed to protecting the personal information we collect in the course of providing our technology services. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.

This policy applies to information collected through our website (brownsmithautomation.com), our AI Virtual Assistant and Receptionist Service, and all related communications including phone calls, text messages, and email.

2. Information We Collect

We collect the following categories of information:

Contact Information: Name, phone number, and email address provided during calls, texts, or form submissions
Call Data: Transcripts, summaries, and recordings of calls handled by our AI receptionist service
Message Data: Content of text messages sent to or from our business phone numbers
Email Data: Content of emails sent to our business email addresses
Client Business Information: Business name, industry, service preferences, and other details provided by clients under a service agreement
Website Usage Data: IP address, browser type, device information, and browsing behavior collected automatically when visiting our website
Billing Information: Name, billing address, and payment method (processed by our third-party payment processor; we do not store full payment card numbers)

3. How We Use Your Information

We use collected information for the following purposes:

To answer calls, take messages, and deliver notifications to our clients
To generate call summaries, transcripts, and action items using AI processing
To send text message and email notifications as authorized by our clients
To schedule meetings and send booking links on behalf of our clients
To place outbound calls on behalf of our clients to cover specific topics
To invoice clients and process payments
To improve our services, train our systems, and troubleshoot issues
To comply with legal obligations

4. AI Processing

Our services use artificial intelligence to process call audio, generate transcripts, create summaries, and extract action items. Call data may be processed by third-party AI service providers solely for the purpose of delivering these features. We do not use your data to train general-purpose AI models. Our AI providers are bound by data processing agreements that prohibit them from using your data for their own purposes.

5. Call Recording

Calls handled by our AI receptionist service are recorded for quality assurance and transcript accuracy. Callers are informed of recording at the beginning of each call. Recordings are stored securely and retained according to our data retention schedule. Clients may request access to recordings of calls made to their dedicated phone numbers.

6. Text Messages & SMS

We send text messages to our clients and, at our clients' request, to their callers for purposes including call summary notifications, meeting scheduling links, and service alerts. Message frequency varies. Message and data rates may apply. Recipients may opt out by replying STOP or by contacting us directly.

7. Information Sharing

We do not sell, rent, or trade personal information to third parties. We may share information in the following limited circumstances:

Service Providers: With third-party service providers who process data on our behalf (AI processors, email services, telephony providers, payment processors) under appropriate data processing agreements
Client Delivery: With the specific client whose phone number or service received the communication. For example, a caller's name and message are shared with the client who owns that phone line.
Legal Requirements: When required by law, regulation, court order, or governmental request
Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected parties

8. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encrypted data transmission, access controls, and secure cloud infrastructure. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Data Retention

We retain personal information for as long as necessary to provide our services and fulfill the purposes described in this policy. Call recordings, transcripts, and message logs are retained for a period determined by the applicable client agreement. Upon termination of a client relationship, we retain data for a reasonable wind-down period and then delete or anonymize it, unless retention is required by law.

10. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

To request access to the personal information we hold about you
To request correction of inaccurate information
To request deletion of your information, subject to legal retention requirements
To opt out of text message notifications
To request a copy of your data in a portable format

To exercise any of these rights, contact us at inquiries@brownsmithautomation.com or call (888) 979-2400.

11. Children's Privacy

Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 13, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on our website with a revised "Last Updated" date. Material changes will be communicated to active clients via email.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

Email: inquiries@brownsmithautomation.com
Phone: (888) 979-2400
Address: Chicago, Illinois