Privacy Policy

If you arrive on our marketing site through a partner or sales-rep link that contains a?ref= parameter, we store the referral code in your browser's local storage and a first-party cookie named so_affiliate for up to 60 days so we can credit the referring partner if you sign up for a paid plan. The cookie holds only the short opaque code — no personal data — and is sent only to our own servers. You can clear it at any time by clearing site data in your browser.

We collect the following categories of information:

• Account information. Your name, email address, phone number, and authentication identifiers provided through Clerk.
• Call data. Inbound caller phone numbers, the full audio recording of each screened call, AI-generated transcripts of the conversation, caller identification (CNAM), and metadata such as call duration, timestamp, intent classification, urgency, and spam score.
• Service configuration. Trusted contacts, blocked numbers, notification preferences, and the configuration of your AI screener (personality, custom prompts, voice).
• Billing information. Subscription status and transaction identifiers. Payment card data is collected and stored by Stripe; we do not see or store full card numbers.
• Diagnostic data. Server logs, error reports, and event records used to operate, secure, and improve the Service.

The Service answers inbound calls forwarded from your phone number using an AI screener. Each screened call is recorded and transcribed in full so we can present a summary to you and so you can review the conversation later. Recordings and transcripts are stored under your account and are visible only to you and to authorized Aiva Shield personnel acting on your behalf (for example, to investigate a support ticket).

Many U.S. states and other jurisdictions require that callers be notified when a call is recorded. The AI screener identifies itself as an AI assistant at the start of each call and informs the caller that the call may be recorded. You are responsible for any additional notice or consent required in your jurisdiction.

We use the information we collect to:

• Operate the screening, transcription, classification, and notification features.
• Detect spam, scams, robocalls, and Do Not Call Registry violations.
• Send you call alerts, DNC violation notices, and account communications.
• Process subscription payments and manage your account.
• Investigate abuse, enforce our Terms, and comply with legal obligations.
• Improve the Service. We do not use your personal call audio or transcripts to train third-party general-purpose AI models.

We use the following service providers to operate Aiva Shield. Each is bound by its own privacy and security commitments:

• Twilio — phone number provisioning, call forwarding, SMS notifications, and CNAM lookups.
• VAPI — real-time voice AI, call audio handling, recording storage, and transcription.
• OpenAI — natural language understanding for intent classification, summarization, and screening logic.
• Stripe — subscription billing and payment processing.
• SendGrid — email delivery for call alerts and account messages.
• Clerk — authentication and identity management.
• Replit — hosting infrastructure and managed PostgreSQL database.

Call recordings, transcripts, and call metadata are retained for as long as your account is active so you can review your call history. You may delete individual call records at any time from the Calls page in your dashboard. When you cancel your account, we delete your call recordings, transcripts, trusted contacts, blocked numbers, and AI screener configuration within 30 days, except where we are required to retain limited records to comply with law, resolve disputes, or enforce our agreements.

Billing records are retained for the period required by tax and accounting law (typically seven years). Diagnostic logs are retained for up to 90 days.

To make every Aiva Shield user safer, we operate a network-wide hive mind of confirmed bad-actor phone numbers. When the AI screener, your spam feedback, or a manual block identifies a call as spam or a scam, we contribute the following caller-side signals to a shared reputation database:

• The caller’s phone number.
• The company or agency the caller claimed to be from.
• The scam category (e.g. “IRS impersonation”, “extended warranty”, “prize”).
• Generic scam-script phrases (e.g. “social security”, “gift card”) detected in the conversation.

We never share your name, your phone number, your email, the full transcript or recording, or any signal from a call with one of your trusted contacts. Trusted contacts always override the hive — even a network-confirmed bad number rings through normally if you have trusted it.

A number is only marked “network confirmed” when there is corroborating evidence (two or more distinct users, or AI plus a human signal), so a single bad actor cannot poison the database. You can review what the network is catching from Settings → Trust & Safety, and your contributions are removed if you delete your account or change your spam feedback.

We do not sell your personal information. We share information only with the third-party processors listed above as needed to provide the Service, with your explicit consent, or when required by law (for example, in response to a valid subpoena or court order).

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

When you provide your mobile phone number and opt in through our consent form at /consent or by enabling SMS notifications in your account settings, Aiva Shield may send you the following types of text messages:

• Screened call alerts (caller name, intent, and urgency).
• Spam, scam, or Do Not Call Registry violation notices.
• Account, billing, and security notifications.

Message frequency varies based on your incoming call volume. Message and data rates may apply. You can opt out at any time by replying STOP to any message, or by disabling SMS notifications in your account settings. Reply HELP for assistance, or contact support@smartoptimize.ai. Carriers are not liable for delayed or undelivered messages.

Mobile phone numbers and SMS opt-in consent are never shared, sold, or rented to third parties or affiliates for marketing or promotional purposes. We share your mobile number only with the telecommunications providers (Twilio) required to deliver the messages you have requested.

We use industry-standard security controls including TLS in transit, encryption at rest for our database, scoped API tokens, and access controls on administrative tools. No system is perfectly secure; if we become aware of a breach affecting your data, we will notify you in accordance with applicable law.

Depending on where you live, you may have the right to access, correct, export, or delete your personal information, and to object to or restrict certain processing. To exercise these rights, email support@smartoptimize.ai. You may also stop the Service at any time by canceling your subscription from the Settings page.

Aiva Shield is not directed to children under 13, and we do not knowingly collect personal information from children under 13.

We may update this Privacy Policy from time to time. Material changes will be announced in the Service or by email. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.

Questions about this Privacy Policy? Email support@smartoptimize.ai.