Privacy Policy

Effective date: October 25, 2026

This Privacy Policy explains how Thomas Consulting Services INC, doing business as CallKai ("CallKai," "we," "us"), collects, uses, and shares information when you visit https://callkai.ai, fill out our forms, call our demo line, receive our text messages, or use our AI receptionist service.

1. Information we collect

• Information you give us: name, business name, phone number, email address, your message, and anything you tell us on a call or by text.
• Call information: phone numbers, call date, time and length, call recordings, transcripts, and AI-generated call summaries.
• Text message information: your phone number, messages you send and receive, your consent status, and opt-in/opt-out records (date, time, and how you opted in).
• Appointment information: dates, times, and notes for appointments you book.
• Website information: basic technical data such as IP address, browser type, pages visited, and cookies used to run the site and its forms.
• Client and payment information: for paying customers, billing details handled by our payment processor (Stripe). We do not store full card numbers.

2. Call recording and AI processing

Kai is an AI voice assistant, not a person, and says so at the start of calls. Calls to the CallKai demo line and to client lines answered by Kai may be recorded and transcribed. Recordings and transcripts are processed by automated AI systems to understand the caller, answer questions, book appointments, and create call summaries. These systems are provided by our service providers, including GoHighLevel and the voice, telephony, and AI providers it uses. If you do not want your call recorded, please hang up and contact us by email instead.

3. How we use information

• To answer calls, respond to inquiries, and book and remind you about appointments.
• To send text messages you have agreed to receive.
• To provide, maintain, and improve the CallKai service, including reviewing calls to improve Kai's answers.
• To bill clients and run our business.
• To comply with law and protect our rights, our users, and the public.

4. How we share information

We share information only:

• With service providers who help us run the service (for example GoHighLevel for CRM, calendar, phone, and messaging; telephony and AI providers; Stripe for payments; email and hosting providers). They may use it only to provide services to us.
• With the business you called, when Kai answers calls for one of our clients. That business receives your call details, summary, and appointment information.
• When required by law, or to protect rights and safety.
• In connection with a merger, sale, or transfer of our business, subject to this policy.

We do not sell your personal information.

5. SMS / text messaging

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. This excludes only service providers that send the messages for us (such as our messaging platform and carriers), who may use it only to deliver our messages.

Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help. Consent to receive texts is not a condition of purchase. See our Terms of Service for full SMS terms.

6. Data retention

We keep information as long as needed for the purposes above, to meet legal and accounting requirements, and to keep records of consent and opt-outs. Client call data is kept for the length of the client's service unless the client asks us to delete it sooner, subject to legal requirements.

7. Security

We use reasonable administrative and technical safeguards, and we rely on reputable providers. No system is completely secure, and we cannot guarantee the security of information.

8. Your choices and rights

• Opt out of texts by replying STOP.
• Ask to see, correct, or delete your information by emailing [email protected]. We will respond as required by applicable law, and we may need to verify your identity.
• You can set your browser to refuse cookies; some site features may not work.

9. Children

Our services are for businesses and adults. We do not knowingly collect information from children under 13.

10. Changes

We may update this policy. We will post the new version on this page with a new effective date.

11. Contact us

Thomas Consulting Services INC (CallKai)
Wailuku, HI
Email: [email protected]