Holler Back AI · Legal

Privacy Policy

Effective Date: [To be set on publication] · Last Updated: [To be set on publication]

Overview

This Privacy Policy describes how Holler Back AI, LLC ("Holler Back AI," "we," "us," or "our") collects, uses, stores, discloses, and otherwise processes personal information in connection with our website at hollerbackai.com and our AI-powered business automation services (collectively, the "Services").

This Policy applies to: (1) business clients and their authorized users who access the Services ("Clients"); and (2) visitors to our website. It does not apply to the data practices of our Clients with respect to their own customers — Clients are independent data controllers for the consumer data they process through the Services and are responsible for their own compliance obligations.

Please read this Policy carefully. By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy.

Scope & Who We Are

Holler Back AI, LLC is a Tennessee limited liability company. We provide AI-powered lead response, missed call automation, reputation management, and related business communication services to home service contractors and small businesses.

For purposes of applicable data protection law, Holler Back AI acts as a data controller with respect to information we collect directly from website visitors and Client account contacts. With respect to consumer contact data that Clients process through the Services, Holler Back AI acts as a data processor or service provider on behalf of the Client.

Information We Collect

Information You Provide Directly

We collect personal information you provide when you:

• Complete our onboarding intake form or request a consultation;
• Register for or manage a Holler Back AI account;
• Subscribe to our Services or make a payment;
• Communicate with us via email, phone, SMS, or chat;
• Participate in surveys, promotions, or other marketing activities; or
• Request technical support.

This may include: your name, business name, email address, phone number, billing address, payment information (processed by our payment processor — we do not store full card numbers), business type, and the details of your service needs.

Client-Processed Consumer Data

In the course of providing the Services, our Clients upload or route contact data relating to their own customers and leads ("Consumer Data") into the platform. This Consumer Data may include consumer names, phone numbers, email addresses, service addresses, appointment history, and message content. We process this Consumer Data solely on behalf of and at the direction of our Clients, subject to our Data Processing obligations described below.

Voice Communications Data

Our core Services include an AI-powered voice agent that answers inbound telephone calls on behalf of our Clients. In connection with those Services, the platform may collect and process call recordings, call transcripts, voicemail messages, caller phone numbers, and call metadata (such as time, duration, and routing outcome). Voice communications data relating to a Client's callers is Consumer Data processed on behalf of and at the direction of that Client. Calls handled by the AI voice agent include an automated disclosure that the caller is speaking with an AI assistant and, where applicable, that the call may be recorded; Clients are responsible for ensuring that call recording and AI-disclosure practices comply with the laws of the states in which they operate. We do not use voice recordings to create biometric voiceprints or to identify individuals by voice.

Automatically Collected Information

When you access our website or platform, we and our service providers may automatically collect:

• Usage data — pages visited, features accessed, time spent, clickstream data, referring URLs;
• Device and technical data — IP address, browser type and version, operating system, screen resolution, device identifiers;
• Log data — server logs, error reports, API call metadata; and
• Communication metadata — timestamps, delivery status, and opt-out records for automated messages sent through the platform.

Information From Third Parties

We may receive information about you from third-party sources, including:

• Referral partners or affiliate networks who recommend our Services;
• Data enrichment providers who help us maintain accurate business contact records; and
• Integrated platforms such as GoHighLevel and Google Business Profile in connection with your authorized account integrations.

How We Use Information

We use the information we collect for the following purposes:

• To provide and operate the Services — including account creation, authentication, configuration, deployment of automation workflows, AI-powered communication delivery, and ongoing technical support;
• To process payments and manage billing — including charging your payment method, sending invoices, addressing payment failures, and maintaining financial records;
• To communicate with you about your account — including service announcements, product updates, security alerts, billing notifications, scheduled maintenance, and other operational messages;
• To respond to inquiries and provide customer support — including answering questions submitted via email, phone, SMS, or chat, and resolving technical issues;
• To improve and develop the Services — including analyzing usage patterns, identifying performance issues, training and refining our AI systems on aggregated and de-identified data, and developing new features;
• To send marketing communications — including newsletters, product announcements, educational content, promotional offers, and other Holler Back AI communications, where you have provided appropriate consent or where permitted under applicable law for existing business contacts;
• To ensure security, prevent fraud, and protect our platform — including monitoring for suspicious activity, investigating violations of our Terms of Service or Acceptable Use Policy, enforcing our agreements, and protecting the rights, property, or safety of Holler Back AI, our Clients, and others;
• To comply with legal obligations — including responding to lawful requests from government authorities, complying with applicable laws and regulations (including the TCPA, CAN-SPAM, A2P 10DLC requirements, and applicable state privacy laws), and supporting tax and accounting obligations;
• To process Consumer Data on behalf of Clients — solely as directed by the Client and limited to the purposes described in our agreements with that Client, in our role as a service provider or data processor; and
• For other purposes with your consent — where we ask for and receive your specific consent to use information in a way not described above.

We do not use Consumer Data processed on behalf of Clients for Holler Back AI's own marketing purposes, nor do we sell or rent Consumer Data to any third party.

Legal Basis for Processing

For individuals in jurisdictions that require a lawful basis for processing personal data (including residents of the European Economic Area, United Kingdom, and other applicable regions), our processing is based on one or more of the following:

• Contractual necessity — processing required to perform our agreement with you or to take steps at your request prior to entering into an agreement;
• Legitimate interests — processing necessary for our legitimate interests, such as improving our Services, securing our platform, and marketing our Services to prospective business clients, where those interests are not overridden by your rights and interests;
• Consent — where you have given clear, affirmative consent (e.g., for marketing communications or optional cookies); and
• Legal obligation — processing required to comply with applicable law.

Sharing & Disclosure

Holler Back AI does not sell, rent, or trade your personal information. We share information only in the following limited circumstances:

Service Providers

We engage trusted third-party vendors who process information on our behalf, subject to confidentiality obligations and data processing agreements. These include payment processors, cloud infrastructure providers, SMS/telephony carriers, email delivery services, CRM platforms, and analytics providers.

Platform Integrations

If you authorize integrations with third-party platforms (such as GoHighLevel, Google, or Meta), information necessary to enable those integrations will be shared with those platforms in accordance with their own privacy policies.

Business Transfers

In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or substantially all of our assets, personal information may be transferred to the acquiring entity, subject to the same or substantially equivalent privacy protections described in this Policy. We will provide notice of any such transfer to the extent required by applicable law.

Legal Requirements

We may disclose information when we believe in good faith that disclosure is necessary to: (a) comply with applicable law, regulation, legal process, or governmental request; (b) enforce our Terms of Service or protect our rights; (c) detect, prevent, or address fraud, security, or technical issues; or (d) protect the rights, property, or safety of Holler Back AI, our Clients, or the public.

With Your Consent

We may share information in other ways with your explicit prior consent.

Third-Party Platforms & Integrations

Our Services are built in part on or integrated with third-party platforms including, without limitation, GoHighLevel (GHL), Twilio, Google Business Profile, and Meta Platforms. These platforms have their own privacy policies and data practices over which Holler Back AI has no control.

When Consumer Data is routed through these platforms as part of delivering the Services, those platforms process that data pursuant to their own terms and as sub-processors. Clients are responsible for reviewing and accepting the relevant third-party terms applicable to any platform integrations they authorize.

Our website may also contain links to third-party websites. Holler Back AI is not responsible for the privacy practices of such websites, and we encourage you to review their privacy policies before providing any personal information.

Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, to maintain our business records, to comply with applicable legal obligations, and to resolve disputes or enforce our agreements.

Specifically:

• Client account data is retained for the duration of the active subscription plus up to 36 months following termination, unless a shorter or longer period is required by law or agreed in writing;
• Consumer Data processed on behalf of Clients is retained in accordance with the Client's instructions and our data processing terms. Upon account termination, Consumer Data is subject to deletion or export within 30 days per Section 8 of the Terms of Service;
• Communication logs and message records (including SMS delivery records and opt-out data) are retained for a minimum of 4 years to support TCPA compliance and dispute resolution;
• Financial and billing records are retained for a minimum of 7 years for tax and accounting purposes; and
• Website analytics data is retained in aggregated or anonymized form for up to 24 months.

When personal information is no longer required, we dispose of it using secure deletion methods appropriate to the sensitivity of the data.

Security

Holler Back AI implements commercially reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, and destruction. These measures include, among others, encrypted data transmission (TLS/HTTPS), access controls and authentication requirements, role-based permissions within the platform, and regular security reviews.

However, no method of electronic transmission or storage is 100% secure. We cannot guarantee that unauthorized third parties will never be able to defeat our security measures. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately at hello@hollerbackai.com.

In the event of a data breach that affects your personal information and requires notification under applicable law, we will notify you in accordance with applicable legal requirements.

Cookies & Tracking Technologies

Our website uses cookies and similar tracking technologies (such as web beacons and pixel tags) to collect usage data, enhance website functionality, and analyze traffic. We use the following categories of cookies:

• Strictly necessary cookies — required for the website to function and cannot be disabled;
• Performance and analytics cookies — collect anonymized data about how visitors use our website (e.g., Google Analytics); and
• Marketing and targeting cookies — used to track visitors across websites to display relevant advertisements (only with consent where required by law).

You can control cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of the website. For users in jurisdictions where consent is required for non-essential cookies, we will request your consent via a cookie consent banner upon your first visit.

Our website does not currently respond to "Do Not Track" signals, although you may opt out of analytics tracking by installing the relevant browser opt-out tools provided by analytics vendors.

TCPA, SMS & Voice AI Communications

Holler Back AI's core Services involve the automated delivery of SMS and other electronic communications on behalf of our Clients. The following disclosures apply to any communications you may receive from Holler Back AI directly:

By providing your phone number to Holler Back AI and requesting a consultation or onboarding, you consent to receive informational and service-related text messages from Holler Back AI. Message and data rates may apply. Message frequency varies.

To opt out of SMS communications from Holler Back AI, reply STOP to any text message from us, or make your request by any other reasonable method — including a plain-language reply (e.g., "please stop texting me"), email to hello@hollerbackai.com, or a verbal request on a call. To receive help, reply HELP.

Opt-out requests are honored promptly, and in all cases within ten (10) business days, in accordance with FCC rules and carrier requirements. Following an opt-out, you may continue to receive non-marketing transactional communications related to your account (e.g., billing notices) unless you separately request cessation of all communications.

No Sharing of SMS Opt-In Data: Mobile phone numbers and SMS opt-in consent collected for text messaging purposes will not be shared with, sold to, or transferred to any third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, except as necessary to deliver the messages themselves (e.g., SMS carriers and delivery providers acting on our behalf).

Voice AI Calls: Inbound calls to Holler Back AI or to Clients using our Services may be answered by an AI voice assistant and may be recorded and transcribed for quality, training, configuration, and record-keeping purposes. The AI assistant identifies itself as an AI at the start of the interaction. If you do not wish to be recorded or to speak with an AI assistant, you may request a human callback or contact the business by another method.

Client Responsibility: Clients who use the Services to send automated messages to their own customers are solely responsible for obtaining all required prior express written consents and for maintaining accurate, auditable opt-in and opt-out records as required by the TCPA and applicable state law. Holler Back AI provides opt-out management tools within the platform and will honor unsubscribe requests received through the platform on behalf of Clients.

Children's Privacy

The Services are not directed to, and we do not knowingly collect personal information from, individuals under the age of 18. Our Services are designed exclusively for business operators and their authorized representatives.

If we become aware that we have inadvertently collected personal information from a minor under 18, we will take prompt steps to delete such information from our systems. If you believe we may have collected information from a minor, please contact us immediately at hello@hollerbackai.com.

Your Privacy Rights

Depending on your jurisdiction, you may have certain rights with respect to personal information we hold about you. These may include:

• Right of Access — the right to request a copy of the personal information we hold about you;
• Right to Correction — the right to request that inaccurate or incomplete information be corrected;
• Right to Deletion — the right to request deletion of your personal information, subject to certain legal exceptions;
• Right to Restriction — the right to request that we restrict processing of your information in certain circumstances;
• Right to Portability — the right to receive a machine-readable copy of your personal data;
• Right to Object — the right to object to processing based on legitimate interests or for direct marketing purposes; and
• Right to Withdraw Consent — where processing is based on your consent, the right to withdraw that consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please submit a written request to hello@hollerbackai.com with sufficient detail to identify the request. We will respond within the timeframe required by applicable law (generally within 30–45 days). We may need to verify your identity before processing your request.

Please note: if you are a customer of one of our business Clients and wish to exercise privacy rights regarding Consumer Data processed on their behalf, your request should be directed to that Client, as they are the data controller for their customer data.

Data Privacy Laws — General

Holler Back AI complies with applicable data privacy laws and regulations in the jurisdictions in which it operates. Our current operations are based in the United States. We do not sell or share personal information as those terms are defined under any applicable privacy statute. If you believe you have rights under a privacy law applicable to your jurisdiction, please contact us at hello@hollerbackai.com and we will respond as required by applicable law.

International Users

Holler Back AI is headquartered and operates primarily in the United States. If you access the Services from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your home country.

Where required by applicable law (such as the GDPR for transfers from the European Economic Area), we implement appropriate safeguards for international data transfers, such as the use of standard contractual clauses approved by the relevant supervisory authority.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or Services. When we make material changes, we will notify you by email and/or by posting a prominent notice on our website or within the platform, with the updated "Effective Date" and "Last Updated" date reflected at the top of this page.

Your continued use of the Services following the effective date of any updated Privacy Policy constitutes your acceptance of the changes. We encourage you to review this Policy periodically. If you disagree with any material change, please discontinue use of the Services and contact us regarding account closure.

Contact & Privacy Requests

For questions, concerns, access requests, deletion requests, or any other privacy-related inquiries, please contact us at hello@hollerbackai.com with the subject line "Privacy Request."