Privacy Policy

1. Who we are

Erie Vanguard Solutions, LLC (“Erie Vanguard Solutions,” “EVS,” “we,” “us”) is an Ohio limited liability company located at PO Box 65, Ashland, OH 44805. We provide an AI phone receptionist and related automation services (such as missed-call text-back, appointment reminders and follow-up messages) to small businesses (“clients”).

This Privacy Policy explains how we collect, use, share and protect information when you visit erievanguardsolutions.com, contact us, call our phone line at (330) 227-2850, call a client business whose phones we answer, or receive text messages from us.

2. Information we collect

Phone calls

• Call recordings. Calls answered by our AI receptionist, for EVS or for a client business, may be recorded. The assistant identifies itself as AI and announces that the call may be recorded.
• Transcripts and summaries. Calls may be transcribed, and we create call summaries and notes (for example, your name, reason for calling, requested appointment time and callback details).
• Phone numbers and call details. The caller’s phone number, the number called, date, time, duration and call outcome.

Text messages

• Mobile phone numbers and your text messaging consent and opt-in records (when, how and for what you agreed to receive texts) and opt-out requests.
• Message content of texts we send and texts you send to us, plus delivery status information.

Website and contact form

• Information you submit: your name, business name, phone number or email address, topic, message, and whether you checked the optional box to receive text messages.
• Basic technical data: our hosting and security provider may log IP addresses, browser type, and pages requested to keep the site secure and working. We do not use advertising or cross-site tracking cookies.

Client account information

• For businesses that hire us: contact details, business details, call-handling instructions, and billing information needed to provide the service.

3. How we use information

• To answer calls, take messages, book or confirm appointments, and pass caller information to the client business the caller was trying to reach.
• To send text messages you requested or agreed to receive, such as missed-call text-backs, appointment confirmations and reminders, follow-up messages, and service alerts to our clients.
• To respond to inquiries submitted through our website, by phone, or by email.
• To operate, maintain, troubleshoot, secure, and improve our services, including reviewing recordings and transcripts for quality and accuracy.
• To keep records of consent and opt-outs, prevent fraud and abuse, and comply with legal obligations.

We do not sell or rent personal information, and we do not use call recordings, transcripts, or text messages for advertising.

4. Callers of our client businesses

When our AI receptionist answers or texts on behalf of a client business, we process caller information on that business’s behalf and according to its instructions. The client business receives the call details, transcript, summary, and any messages so it can follow up with you. The client’s own privacy practices also apply to how it uses that information. You may contact the business directly or contact us using the details below.

5. How we share information

We share information only as described here:

• With the client business you called or that you are communicating with.
• With service providers (vendors) that process information for us under contract, only as needed to provide our services:

Vendor	What they do for us	Information involved
Retell AI	AI voice agent platform: answers calls, records and transcribes calls, and sends texts through its telephony partners	Phone numbers, call audio and recordings, transcripts, summaries, message content
Twilio	Phone numbers, call routing, and text message (SMS) delivery	Phone numbers, call details, message content, delivery status, opt-out status
Cloudflare	Website hosting, DNS, and security	IP addresses and basic technical data for site visits
FormSubmit	Processes our website contact form and emails submissions to us	Information you enter in the contact form

• For legal reasons: when required by law, subpoena or court order, or to protect the rights, safety and property of EVS, our clients, or others.
• Business transfers: if EVS is involved in a merger, acquisition, or sale of assets, subject to this Privacy Policy’s protections for mobile information.

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.

The sharing described above with vendors that help us deliver messages (such as Twilio and Retell AI) is solely to provide the messaging service and excludes text messaging originator opt-in data and consent, which is never shared with third parties for any purpose.

6. Text messages (SMS)

We send text messages only to people who have agreed to receive them, for example a caller who asks for a text during a call and verbally agrees, a person who checks the optional SMS consent box on our website form, or a client who signs up for service alerts. Consent to receive texts is not a condition of any purchase or service.

• Types of messages: missed-call text-backs, appointment confirmations and reminders, follow-up messages to callers of our client businesses, replies to inquiries, and account and call alerts to our clients.
• Message frequency varies depending on your calls, appointments and requests.
• Message and data rates may apply.
• Opt out: reply STOP to any message to stop receiving texts. You will receive one final message confirming your opt-out.
• Help: reply HELP for help, or contact us at hello@erievanguardsolutions.com or (330) 227-2850.
• Carriers are not liable for delayed or undelivered messages.

See our Terms of Service for the full SMS program terms.

7. Data retention

• Call recordings and transcripts: kept for up to 12 months after the call, then deleted, unless a client service agreement requires a shorter or longer period or we must keep them longer for legal reasons.
• Call details and summaries: kept for the length of the client relationship plus up to 12 months.
• Text message content and delivery logs: kept for up to 12 months.
• SMS consent and opt-out records: kept for as long as you are enrolled and for up to 4 years afterward, so we can honor opt-outs and show that consent was given.
• Website form submissions and emails: kept for up to 24 months, or longer if you become a client.
• Client account and billing records: kept for as long as required for tax, accounting and legal purposes.

Our vendors may keep limited data for shorter or longer periods under their own retention practices and legal obligations.

8. Security

We use reasonable administrative, technical, and physical safeguards, such as access controls and encrypted connections, to protect information. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

9. Your choices and rights

• Text messages: reply STOP to any text to opt out at any time.
• Access, correction, deletion: you may ask to see, correct, or delete personal information we hold about you by contacting us. We may need to verify your identity, and we may keep information where the law requires it. If we hold your information on behalf of a client business, we may refer your request to that business.
• Email: you can ask us to stop emailing you at any time.

10. Children

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

11. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page with a new “last updated” date. Material changes affecting text messaging will not reduce the protections for mobile information described above.

12. Contact us

Questions about this Privacy Policy or your information? Contact:

Erie Vanguard Solutions, LLC
Attn: Daniel Gancov
PO Box 65
Ashland, OH 44805
Email: hello@erievanguardsolutions.com
Phone: (330) 227-2850