Privacy Policy

Information we collect

Information you give us

• Demo and contact form: your name, business name, email, phone number (optional), industry, the service you're interested in, and your message.
• Website chat lead form: your name, email, phone (optional), business name, the service you're interested in, your message, and the web page you were on when you sent it. Our website chat is a scripted helper; questions you type into it are matched to prepared answers in your browser and aren't sent to us unless you submit the lead form.
• Emails and calls to us: whatever you choose to include.

Calls to our AI receptionist (743.233.9262)

• The phone number you're calling from (caller ID), the date, time and length of the call.
• A recording and a written transcript of the call.
• Details you share during the call, such as your name, business name, business type and location, the reason for your call, your callback number, preferred times, and email address.
• An automatically generated summary of the call.

Information collected automatically

Like most websites, our hosting provider automatically processes basic technical information when you visit, such as your IP address, browser type, and the pages requested. This is used to deliver the site, keep it secure and fix problems. We don't use Google Analytics or any other analytics service, advertising pixels, or tracking cookies, and our website itself doesn't set cookies. Our hosting provider may use strictly necessary security measures, which can include a security cookie, to protect the site from abuse.

How we use information

• To respond to your questions and demo requests, call or email you back, and schedule calls and demos.
• To provide, set up and support the services you buy from us, and to send you quotes and invoices.
• To review and improve how our receptionist, chatbot and website work, including checking call recordings and transcripts for quality.
• To keep our website and services secure and prevent spam and abuse.
• To meet legal, tax and accounting obligations.

We don't sell your personal information, share it with others for their own marketing, or use it for targeted advertising. We won't add you to a marketing list without your permission. We may contact you about a request you made.

AI & call recording notice

Our phone line, 743.233.9262, is answered by an AI receptionist, not a live person. When you call:

• The greeting tells you the call is recorded. By staying on the line, you consent to the call being recorded and transcribed. If you don't want to be recorded, please hang up and email us at info@topmethods.com instead.
• Your voice is converted to text and processed by AI so the receptionist can understand you and reply. The receptionist will tell you it's AI if you ask.
• After the call, a summary is created automatically. The summary, your caller ID number, the recording and the transcript are saved in our private leads log and emailed to us so a real person can follow up.
• AI can make mistakes, such as mishearing a name or number. A person at Top Methods reviews requests and follows up directly.
• Our receptionist is not an emergency service. If you have an emergency, call 911.

Receptionists we run for our clients. When we set up an AI receptionist or chatbot for another business, that business decides how the information is used, and their own privacy policy applies. We process that information on their behalf to provide the service and don't use it for our own marketing. If you called or chatted with one of our clients, please contact that business about your information.

Service providers we use

We use trusted service providers to run our website and services. They process information for us only to provide their services, under their own privacy and security terms:

• Vapi: runs our AI voice receptionist, including call recordings and transcripts. Vapi uses AI model providers (for speech recognition, language understanding and voice) to process calls.
• Twilio: provides our phone number and connects calls.
• Cloudflare: hosts our website, processes website form submissions and stores our private leads log.
• Google (Gmail): our business email, where form submissions and call summaries are delivered.

We may also share information if the law requires it, to protect our rights or the safety of others, or as part of a sale or transfer of our business (in which case this policy would continue to apply to your information).

How long we keep information

We keep form submissions, call recordings, transcripts and summaries for as long as we need them to respond to you, provide our services, and keep reasonable business records, and then we delete them. You can ask us to delete your information sooner (see below). Our service providers may keep copies for a limited time under their own retention policies, for example in backups or logs.

How we protect information

Our website is served over an encrypted (HTTPS) connection. Our leads log is private and protected by a passcode, and access to our accounts is limited to the people who need it. No method of storing or sending information is 100% secure, so we can't guarantee absolute security, but we take reasonable steps to protect your information and will notify you if the law requires it after a breach.

Your choices and rights

• Access, correction and deletion. You can ask us what information we have about you, ask us to correct it, or ask us to delete it, including call recordings and transcripts. Email info@topmethods.com from the address you used with us, or tell us the phone number you called from. We'll confirm the request and respond within a reasonable time. We may keep information we're legally required to keep.
• Don't want to be recorded? Email us instead of calling.
• Emails. If we ever send you an email you don't want, reply and tell us, and we'll stop.

Depending on where you live, you may have additional privacy rights under your local law. Contact us and we'll help.

Children's privacy

Our website and services are meant for businesses and adults. They aren't directed to children under 13, and we don't knowingly collect personal information from children. If you believe a child has given us information, contact us and we'll delete it.

Changes to this policy

We may update this Privacy Policy as our business and services change. When we do, we'll change the "Last updated" date at the top of this page. If we make a significant change in how we use personal information, we'll post a clear notice on our website.

Contact us

Questions or requests about your privacy? Contact:

See also our Terms of Service.