Privacy Policy

Organic AI Business Solutions ("Organic AI," "we," "us") operates Hermi, an AI front-desk service that answers calls and books appointments for businesses. This policy explains what information we collect, how we use it, and the choices you have.

1. Who this policy covers

We serve two groups: business clients who subscribe to Hermi, and the callers those businesses serve. For caller information processed during a call, the business is the data controller and Organic AI acts as its service provider/processor.

2. Information we collect

• Account information — your name, business name, email, phone number, and billing details.
• Caller information — names, phone numbers, the reason for a call, appointment details, and anything a caller chooses to share.
• Call audio and transcripts — recordings and AI-generated transcripts of calls Hermi handles.
• Usage and technical data — log data, device/browser information, and analytics about how the service is used.
• Website voice assistant & memory — if you talk to Hermi on our website, the conversation is transcribed and summarized, and we store a random identifier in your browser so Hermi can remember your name, business, and what you discussed if you return. This is first-party only — no advertising or cross-site tracking. To be forgotten, clear your browser data for this site or email us and we'll delete the record.

3. Call recording and consent

Hermi may record and transcribe calls to provide the service. Recording laws vary by state and country (some require all-party consent). Business clients are responsible for providing the required disclosures and obtaining consent; Hermi can play a recording/AI-assistant disclosure at the start of calls on your behalf.

4. How we use information

• To answer calls, qualify leads, and book appointments.
• To send confirmations, reminders, and follow-ups (via email/SMS).
• To operate, secure, and improve the service.
• To comply with legal obligations.

We do not sell personal information.

5. Service providers (sub-processors)

We share information with vetted providers only as needed to run the service, including: Google Cloud / Firebase / Gemini (AI, data storage, and hosting), our telephony and voice-AI provider, ElevenLabs (voice), and Resend (email). Each is bound by contractual confidentiality and security obligations.

6. Data retention

We keep information for as long as needed to provide the service and meet legal obligations, then delete or anonymize it. Business clients can request deletion of their data and their callers' data.

7. Security

We use encryption in transit and at rest, least-privilege access controls, tenant isolation so each business's data is separated, and secret management for credentials. No method is 100% secure, but we work to protect your information.

8. Your rights

Depending on where you live, you may have rights to access, correct, delete, or port your data, and to object to certain processing (for example under GDPR or the CCPA). To exercise these rights, contact us at the address below.

9. Healthcare clients (HIPAA)

If you are a covered entity or business associate under HIPAA, do not use Hermi for protected health information until a Business Associate Agreement (BAA) is in place. Contact us to arrange one.

10. Children

Hermi is for business use and is not directed to children under 16. We do not knowingly collect their information.

11. Changes

We may update this policy and will revise the "last updated" date above. Material changes will be communicated to account holders.

12. Contact

Questions? Email privacy@organicai.online.