Privacy Policy

Element Digital ("we", "us") operates three products: Element Chatbot, Element Voice, and Element Website. This policy explains what personal information we collect when you use our products or visit our website, how we use it, who we share it with, and what choices you have about it.

1. Who this policy covers

This policy covers (a) visitors to elementdigital.org, (b) prospects who fill out the contact form, (c) customers of any Element Digital product, and (d) end-callers and end-visitors who interact with our customers' instances of Element Voice or Element Chatbot. Where a customer is the "data controller" for their callers' data (which is most of the time), Element Digital acts as a "data processor" on the customer's behalf.

2. What we collect

From visitors to elementdigital.org

• Anything you type into the contact form: business name, your name, email, phone, service interest, referral source, message.
• Standard server logs: IP address, browser type, pages viewed, timestamps (collected by Netlify, our host).
• If you chat with Element AI on our site: the messages you send, basic session metadata.

From Element Chatbot customers' visitors

• Chatbot conversation transcripts (questions, answers, any contact info the visitor types in).
• The page URL where the chatbot was opened.
• Conversation summaries emailed only to the business owner who owns the chatbot deployment — never to the end-user who interacted with the chatbot.

From Element Voice customers' callers

• Call recordings (audio files of inbound calls handled by the AI receptionist) — retained for 30 days by default, then automatically purged unless the customer requests a longer retention window.
• Call transcripts (text version of the same conversation), retained for 12 months for analytics and call summaries.
• Caller phone numbers, names, topics discussed, and any structured data captured (appointment times, quote amounts, etc.).
• Call metadata: duration, timestamp, called number, outcome (transferred, booked, message taken).

From Element Website customers

• The content, photos, and brand assets you send us to build the site.
• Account and billing info for the optional hosting add-on.

3. How we use it

• Deliver the product. Use the data to run the chatbot, answer the call, build your website.
• Improve the product. Review anonymized samples of calls or chats to fix bugs and improve prompt quality. We do not train external AI models on your customer data.
• Communicate with you. Send invoices, product updates, support replies.
• Legal compliance. Comply with subpoenas, court orders, and tax/accounting obligations.

We do not sell your personal information. We do not run advertising. We do not let third-party advertisers profile your customers through our products.

4. Third-party processors

To deliver our products we share data with a small set of vetted processors. Each is contractually required to protect your data and use it only to perform the service we asked for.

• Synthflow and Vapi — power the voice AI infrastructure behind Element Voice. They process call audio and transcripts. Located in the US.
• Anthropic (Claude) and OpenAI — language model providers used by Element Chatbot and Element Voice's reasoning. We use their no-retention API endpoints where available so they do not store your prompts beyond the immediate request.
• Google (Workspace, Calendar, Gmail OAuth) — calendar bookings for Element Voice.
• ElevenLabs — neural voice synthesis used by Element Voice (custom voice option).
• Netlify — hosts elementdigital.org and processes contact form submissions via Netlify Forms.
• Twilio — phone number provisioning and call routing for Element Voice.
• Stripe — payment processing for paid subscriptions. We never see or store your full card number.

5. Data retention

• Contact form submissions: kept for 24 months unless you request earlier deletion.
• Element Voice call recordings: 30 days default; 12-month transcripts.
• Element Chatbot conversation logs: 12 months.
• Billing records: 7 years (US tax law).

6. How we secure it

• TLS 1.2+ in transit for all web and API traffic.
• At-rest encryption on processor backends and Netlify infrastructure.
• Bcrypt-hashed passwords; never stored or transmitted in plaintext.
• Principle-of-least-privilege access — only Justin (founder) and contracted engineers have production access, and only for support or incident response.
• Annual security review.

7. Your rights

If you are in California (CCPA)

You have the right to (a) know what personal information we collect about you, (b) request a copy or deletion, (c) opt out of any sale of personal information (we do not sell), (d) non-discrimination for exercising these rights. Submit requests by emailing elementdigitalllc@gmail.com. We respond within 45 days.

If you are in the EU / UK (GDPR / UK GDPR)

You have the right to access, rectify, erase, restrict, port, and object to processing of your personal data, and to withdraw consent at any time. Element Digital acts as a data processor for our customers' end-callers and end-visitors. If you are a caller or visitor wanting to exercise these rights, contact the customer whose business you called or visited first; we will support their fulfillment of the request. For direct requests, email elementdigitalllc@gmail.com. Our legal basis for processing is generally legitimate interests in operating our services, or contract performance when you are a customer.

Everyone

You can ask us to delete your data, export it, or correct it at any time. We respond within 30 days.

8. Cookies and tracking

elementdigital.org uses cookies in two categories, with a consent banner that lets you accept or reject the analytics category on first visit. Your choice persists in your browser; you can change it at any time from the “Cookie preferences” link in the footer.

Necessary cookies (always on)

• Form-submission anti-spam state (the Netlify Forms honeypot field).
• The consent flag itself (so we remember whether you accepted or rejected analytics).

These cookies are required for the site to function. They store no personal information beyond what is needed to deliver the page you are on.

Analytics cookies (off until you accept)

• Anonymized page-view counts and basic browser/OS information, used only to understand which pages are most useful.
• Cookies in this category are not loaded unless you click “Accept” on the banner. If you click “Reject” or close the banner, no analytics cookies are set and we record nothing about your visit beyond what is in our server logs.

What we do NOT use

We do not run third-party advertising cookies, retargeting pixels, Meta Pixel, Google Ads tags, or any cross-site tracking. No data we collect is shared with advertisers.

9. Children

Our products are for businesses. We do not knowingly collect personal information from anyone under 13. If you believe we have, email elementdigitalllc@gmail.com and we will delete it.

10. Changes to this policy

If we materially change this policy we will post the new version on this page and update the "Last updated" date at the top. For significant changes affecting customers, we email account owners 30 days in advance.

11. Contact

Element Digital, Rochester, NY. Privacy questions: elementdigitalllc@gmail.com.