Privacy Policy

Effective October 22, 2026

This policy explains how Ascent Intelligence handles personal information through our website, inquiries, AI chat, voice calls, and related communications. Separate service agreements may govern information we process on behalf of a client.

Information we collect and why

When you contact us, we collect the information you provide, such as your name, company, email, optional phone number, message, and communication preferences. We use it to respond, assess your inquiry, schedule consultations, provide services and support, and follow up.

Our website and hosting systems process technical information such as IP addresses or derived identifiers, browser and device information, pages requested, referral sources, timestamps, and security or error logs. We use this information to operate and protect the site, prevent abuse, enforce usage limits, and diagnose problems. Optional analytics helps us understand website use when you enable it.

AI chat and recorded voice conversations

Chat with Ascent and Talk to Ascent are AI assistants intended for adults 18 and older. Chat messages are processed through OpenAI to generate responses. Conversation details and transcripts are sent to the Ascent team for review and follow-up.

Talk to Ascent uses Vapi and the speech, AI, and communications providers supporting the voice service. Voice calls are recorded and transcribed for quality assurance. Audio, transcripts, call details, and summaries may be processed or stored by these providers and reviewed by Ascent. Transcripts are emailed to the Ascent team.

The website displays an age and recording notice before you select Start Talk. Selecting Start Talk confirms that you are 18 or older and consent to recording and transcription. You can end a call at any time. If you do not want to be recorded, use the contact form or text chat instead; those messages are still processed and retained as described here. Recording notices for telephone calls are provided through the applicable call flow.

Do not submit passwords, payment card details, government identification numbers, medical records, or other sensitive or confidential information that is unnecessary for your inquiry. AI responses can be inaccurate; contact the team to confirm important information.

Cookies, remembered conversations, and privacy choices

Essential technologies support security, current-session operation, and usage limits. Optional preferences and remembered conversations let you resume your experience. Optional usage analytics uses HubSpot cookies when you enable it and may associate website activity with contact information you subsequently provide.

You can review or change optional settings through Privacy Options on the website. Choosing necessary-only operation keeps optional tracking off. Basic visitor alerts may include the page, approximate location, browser/device, and referral website without identifying you by name. Do Not Track and Global Privacy Control signals disable visitor alerts and optional tracking; essential security and operation continue.

Remembered anonymous chat conversations expire after 30 days without meaningful chat activity. This expiration does not automatically delete separate email transcripts, contact or service records, call recordings, or provider logs. Clearing browser storage does not delete copies already received by Ascent or its providers.

SMS and marketing choices

Providing a phone number does not enroll you in text messages. Service and marketing SMS choices are separate and optional. Promotional texts are sent only when you separately opt in; marketing consent is not a condition of purchase. Message frequency varies and message and data rates may apply.

We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. Providers supporting message delivery may process this information to perform that service. We retain your SMS choices, disclosure version, submission time, and mobile number to document consent and honor opt-outs.

Reply STOP to withdraw SMS consent or HELP for assistance. You can also contact about communication preferences. Withdrawing marketing consent does not prevent necessary responses to your requests or service communications through other appropriate channels.

Who receives information

Information is available to Ascent personnel and service providers as needed for the purposes described here. Providers include Cloudflare for hosting and security; OpenAI for AI processing; Vapi and supporting providers for voice services; Twilio for communications; HubSpot for customer relationship management and optional analytics; Make for workflows; and our email provider for communications and transcript delivery, as applicable.

We may also disclose information when legally required or necessary to protect rights, investigate misuse, or respond to a security incident. Provider processing and storage depend on the services and account settings in use. Information may be processed in the United States and other countries where providers operate.

Retention and deletion

Retention depends on the record and its purpose. Contact and service records support inquiries and ongoing relationships; consent and opt-out records document communication preferences; recordings, transcripts, and technical logs support quality assurance, operations, and security. Legal obligations and dispute resolution may require some records to be kept longer. Provider copies and backups may have separate retention periods. The 30-day remembered-chat expiration is not a universal deletion deadline.

You may request deletion by emailing us. We will assess the records we control and applicable provider processes, explain relevant exceptions, and handle the request as required by applicable law. We do not promise immediate removal from every backup or third-party system.

Your requests and rights

Email to ask about our practices or request access, correction, or deletion. Depending on your location and applicable law, you may also have rights to obtain a portable copy, withdraw consent, or opt out of certain processing. We may need information sufficient to verify your identity and locate the relevant records. Do not send sensitive identity documents unless we arrange an appropriate method.

If we cannot fulfill a request, you may ask us to reconsider by replying to our response. Applicable legal rights, response deadlines, and complaint or appeal options remain available; this policy does not limit them.

Age restrictions and security

Our AI chat and voice features are for adults 18 and older and are not directed to children. If you believe a child has submitted personal information, contact us so we can investigate and address it.

No website, transmission, or storage system can be guaranteed completely secure. Please use the contact form to arrange an appropriate channel before sharing confidential business material.

Policy updates and contact

We may update this policy as our services or practices change and will update the effective date. Where required, we will provide additional notice or obtain consent. For privacy questions, contact Ascent Intelligence at .