PRIVACY POLICY

Effective Date: 07-06-2026

Welcome to Smart Sites by Total Teck (“Smart Sites,” “Total Teck,” “Company,” “we,” “our,” or “us“).

We respect your privacy and are committed to protecting the personal information entrusted to us. This Privacy Policy explains how Smart Sites collects, uses, stores, shares, and protects information when you visit our website, request a personalized demonstration, purchase our Services, or otherwise interact with our AI Voice Assistant platform.

This Privacy Policy applies to all Smart Sites products and services, including but not limited to:

  • AI Voice Assistants
  • AI Website Assistants
  • AI Phone Assistants
  • Smart Websites
  • Personalized AI Demonstrations
  • Website Integrations
  • Phone Integrations
  • CRM Integrations
  • Customer Portals
  • Technical Support
  • Analytics
  • Reporting Services
  • Email Conversation Summaries
  • Mobile and Desktop Applications (if applicable)

By using our website or Services, you acknowledge that you have read and understand this Privacy Policy.

1. Scope of This Privacy Policy

This Privacy Policy describes how Smart Sites collects and processes information from:

  • Website visitors
  • Prospective customers
  • Current customers
  • Business representatives
  • Authorized users
  • Individuals interacting with AI Voice Assistants
  • Individuals interacting with AI Website Assistants
  • Individuals communicating with AI Phone Assistants

This Privacy Policy applies only to information collected through Smart Sites and does not govern information collected by third-party websites, software, or services that may integrate with our platform.

2. Information We Collect

Depending on how you interact with Smart Sites, we may collect several categories of information.

These categories include:

Personal Information

  • Full name
  • Business name
  • Email address
  • Telephone number
  • Mailing address
  • Billing information
  • Company information
  • Job title

Business Information

Customers may voluntarily provide information about their business including:

  • Services offered
  • Products
  • Pricing
  • Frequently Asked Questions
  • Business hours
  • Locations
  • Policies
  • Internal documentation
  • Employee information
  • Customer service procedures
  • Brand messaging
  • Marketing materials
  • Images
  • Logos
  • Videos
  • Website content

This information is used to configure and train the Smart Sites AI Assistant.

3. Information Collected Automatically

When visiting our website, certain information may be collected automatically.

This may include:

  • IP address
  • Browser type
  • Browser version
  • Device type
  • Operating system
  • Screen resolution
  • Language preferences
  • Internet service provider
  • Geographic region
  • Referring website
  • Pages visited
  • Time spent on pages
  • Click activity
  • Navigation paths
  • Date and time of access
  • Session duration

This information helps us improve website performance, user experience, and platform security.

4. Cookies & Tracking Technologies

Smart Sites uses cookies and similar technologies to improve functionality, remember user preferences, analyze website traffic, and enhance the user experience.

These technologies may include:

  • Browser cookies
  • Session cookies
  • Persistent cookies
  • Pixels
  • Tags
  • Local storage
  • Analytics scripts

Cookies may be used to:

  • Remember preferences
  • Maintain login sessions
  • Improve website performance
  • Analyze visitor behavior
  • Measure marketing effectiveness
  • Personalize website experiences

Users may disable cookies through their browser settings. However, some portions of the website may not function properly if cookies are disabled.

5. Information You Voluntarily Provide

When requesting information or purchasing Services, you may voluntarily submit information through:

  • Contact forms
  • Proposal requests
  • Personalized demo requests
  • Support requests
  • Email communications
  • Phone conversations
  • Live chat
  • Appointment scheduling
  • Customer onboarding forms

Information voluntarily submitted may include:

  • Contact information
  • Business information
  • Goals
  • Project requirements
  • Website URLs
  • Phone numbers
  • Brand information
  • AI training materials
  • Technical requirements

6. AI Training Information

To provide personalized AI Voice Assistant Services, Smart Sites collects business information supplied by Customers for the purpose of configuring and training the AI.

Training materials may include:

  • Website content
  • Service descriptions
  • Product catalogs
  • Pricing information
  • Internal documentation
  • Sales materials
  • Customer support documentation
  • Frequently Asked Questions
  • Business policies
  • Appointment procedures
  • Marketing content
  • Company branding

This information is used solely to create and improve the Customer’s AI Assistant and is not used to train AI assistants for unrelated customers.

7. Personalized Demonstrations

Smart Sites offers personalized demonstrations that illustrate how our AI Voice Assistant can work with a prospective customer’s business.

To create these demonstrations, we may use publicly available information such as:

  • Business names
  • Website content
  • Public service information
  • Contact information
  • Public business descriptions

Prospective customers may also voluntarily provide information for demonstration purposes.

Demonstration information is used solely to prepare and present a customized demonstration and is not intended to represent a fully deployed production system.

8. Website Screenshots Used in Demonstrations

As part of our personalized demonstration process, Smart Sites may capture a screenshot or visual representation of a prospective customer’s publicly accessible website.

These screenshots are used exclusively to demonstrate how the Smart Sites AI Voice Assistant may appear when integrated into the customer’s existing website.

Website screenshots are displayed for illustrative purposes only.

Smart Sites does not claim ownership of any website content, trademarks, logos, images, or branding displayed within demonstration materials.

Unless permission is granted, demonstration pages are not marketed as completed projects or official client websites.

Upon request, Smart Sites will make commercially reasonable efforts to remove personalized demonstration materials and associated website screenshots.

9. Voice Conversations

If a Customer subscribes to AI Voice Assistant Services, conversations between users and the AI Assistant may be collected and processed.

This may include:

  • Voice recordings
  • Audio transcripts
  • Caller questions
  • AI responses
  • Appointment requests
  • Lead information
  • Conversation timestamps
  • Call duration
  • Session metadata

These conversations may be used to:

  • Deliver requested Services
  • Improve AI accuracy
  • Generate customer reports
  • Produce email summaries
  • Troubleshoot issues
  • Monitor platform performance
  • Improve customer experience

Smart Sites does not sell voice recordings or conversation transcripts to third parties.

10. AI Website Conversations

Interactions occurring through the AI Website Assistant may also be collected.

Website conversations may include:

  • Questions submitted
  • Responses generated
  • User navigation
  • Session information
  • Lead forms
  • Appointment requests
  • Contact requests
  • Uploaded information
  • Conversation history

This information helps Customers understand visitor interests while improving AI performance and reporting.

11. AI Phone Assistant Data

When Customers subscribe to Smart Sites AI Phone Assistant Services, the platform may collect information necessary to receive, process, and manage telephone interactions.

Depending on the features enabled, information collected may include:

  • Caller phone number
  • Caller name (when available)
  • Date and time of the call
  • Call duration
  • Voice recordings
  • Audio transcripts
  • AI-generated responses
  • Call outcomes
  • Appointment requests
  • Lead information
  • Voicemail messages
  • Call routing information
  • Conversation summaries
  • Follow-up requests

This information is collected solely for the purpose of delivering the Services, improving AI performance, generating reports, troubleshooting technical issues, and assisting Customers in managing customer communications.

Customers remain responsible for complying with all applicable laws regarding call recording, notification, and consent.

12. CRM & Third-Party Integrations

Smart Sites may integrate with third-party software and business platforms to improve automation and customer experience.

Examples include, but are not limited to:

  • Salesforce
  • HubSpot
  • Zoho CRM
  • Microsoft Dynamics
  • JobNimbus
  • ServiceTitan
  • GoHighLevel
  • Calendly
  • Google Calendar
  • Microsoft Outlook
  • Zapier
  • Twilio
  • RingCentral
  • Stripe
  • QuickBooks
  • Mailchimp
  • Constant Contact
  • Other approved third-party applications

When a Customer authorizes an integration, Smart Sites may exchange information with the selected third-party platform to facilitate the requested functionality.

Information exchanged is limited to what is reasonably necessary to provide the requested Services.

Customers acknowledge that third-party providers maintain their own privacy policies and terms of service, and Smart Sites is not responsible for the privacy or security practices of those providers.

13. Payment Information

When purchasing Services, Customers may provide payment information through our secure payment processors.

Payment information may include:

  • Name on the account
  • Billing address
  • Credit card information
  • Debit card information
  • ACH information
  • Transaction history
  • Payment confirmations

For security purposes, Smart Sites does not intentionally store complete payment card numbers on its own servers.

Payment processing is handled by trusted third-party payment providers that maintain their own security and compliance standards.

14. Analytics & Performance Data

Smart Sites may collect technical and operational information to improve the performance of the platform.

Analytics may include:

  • Website usage
  • AI response times
  • Call statistics
  • Website visitor activity
  • Popular customer questions
  • Conversation completion rates
  • Appointment conversion rates
  • Lead generation statistics
  • Feature usage
  • System performance
  • Error logs
  • Device information

Analytics are used to:

  • Improve platform performance
  • Enhance customer experience
  • Identify software issues
  • Improve AI responses
  • Develop new features
  • Monitor service reliability

Where possible, analytics are aggregated to help us understand overall platform performance rather than identify individual users.

15. Email Communications

Smart Sites may send Customers emails relating to:

  • Account notifications
  • Billing
  • Technical support
  • AI conversation summaries
  • Appointment notifications
  • Service updates
  • Security alerts
  • Product announcements
  • Educational resources
  • Maintenance notifications
  • Customer support responses

Customers may opt out of promotional marketing communications at any time by using the unsubscribe link contained within marketing emails.

Operational, billing, security, and account-related communications are considered essential to providing the Services and may continue even if marketing communications are declined.

16. How We Use Your Information

Smart Sites collects information only as reasonably necessary to operate, maintain, improve, and support the Services.

Information may be used to:

  • Create personalized AI Voice Assistants
  • Configure AI Website Assistants
  • Configure AI Phone Assistants
  • Deliver personalized demonstrations
  • Train AI models using Customer-approved business information
  • Schedule appointments
  • Capture leads
  • Generate conversation summaries
  • Improve customer support
  • Process payments
  • Maintain subscriptions
  • Detect fraud
  • Improve website performance
  • Improve AI accuracy
  • Develop new features
  • Respond to customer inquiries
  • Communicate important service information
  • Comply with legal obligations
  • Protect the security of the platform

We do not use Customer-specific business information to train AI assistants for unrelated Customers without authorization.

17. How We Share Information

Smart Sites values Customer privacy and does not sell Customer personal information or business information to third parties.

Information may be shared only when reasonably necessary to provide the Services.

Examples include:

  • Cloud hosting providers
  • Payment processors
  • Telecommunications providers
  • Email delivery services
  • Analytics providers
  • CRM integration providers
  • Customer-authorized third-party software
  • Professional advisors
  • Government agencies when legally required

All third-party service providers are expected to use Customer information only as necessary to perform services on behalf of Smart Sites.

18. Legal Compliance

Smart Sites may disclose information if we reasonably believe disclosure is necessary to:

  • Comply with applicable laws
  • Respond to subpoenas
  • Respond to court orders
  • Respond to lawful government requests
  • Protect our legal rights
  • Protect the safety of Customers
  • Prevent fraud
  • Investigate security incidents
  • Enforce our Terms and Conditions

Such disclosures will be limited to the information reasonably necessary under the circumstances.

19. Data Retention

Smart Sites retains information only for as long as reasonably necessary to:

  • Provide the Services
  • Maintain Customer accounts
  • Generate reports
  • Improve AI performance
  • Resolve disputes
  • Meet contractual obligations
  • Comply with legal requirements
  • Enforce our agreements

Retention periods vary depending on the type of information collected, contractual requirements, legal obligations, and operational needs.

When information is no longer required, Smart Sites will take commercially reasonable steps to securely delete, anonymize, or otherwise dispose of the information in accordance with applicable laws and business practices.

20. Customer Responsibilities

Customers are responsible for ensuring that they have the legal right to provide any information submitted to Smart Sites.

Customers agree not to submit information that:

  • Violates applicable laws;
  • Infringes upon intellectual property rights;
  • Contains malicious software;
  • Includes confidential information belonging to another party without authorization; or
  • Is knowingly false, misleading, or deceptive.

Customers are also responsible for obtaining any legally required notices or consents from their own customers regarding the use of AI-assisted communications, voice interactions, or data collection where required by applicable law.

21. Data Security

Protecting Customer information is one of Smart Sites by Total Teck’s highest priorities. We implement commercially reasonable administrative, technical, and physical safeguards designed to protect the confidentiality, integrity, and availability of the information entrusted to us.

Our security practices may include, but are not limited to:

  • Secure encrypted connections (SSL/TLS)
  • Secure cloud hosting
  • Firewalls and intrusion prevention measures
  • Access controls and authentication procedures
  • Role-based administrative permissions
  • Regular software updates and security patches
  • Continuous system monitoring
  • Backup and disaster recovery procedures
  • Employee confidentiality obligations
  • Limited access to Customer information

Although we take reasonable precautions to protect Customer information, no internet-based system, cloud service, or method of electronic transmission can be guaranteed to be completely secure. Accordingly, Smart Sites cannot guarantee absolute security of any information transmitted through our Services.

Customers are encouraged to use strong passwords, maintain secure systems, and protect access credentials associated with their Smart Sites account.

22. Customer Account Security

Customers are responsible for maintaining the confidentiality of all usernames, passwords, API keys, authentication credentials, and other access information associated with their account.

Customers agree to:

  • Use strong and unique passwords.
  • Restrict account access to authorized personnel only.
  • Notify Smart Sites immediately of any suspected unauthorized access.
  • Keep account information current.
  • Log out of administrative areas after each session when appropriate.

Smart Sites shall not be responsible for losses resulting from unauthorized use of Customer accounts caused by Customer negligence or failure to safeguard account credentials.

23. International Data Transfers

Smart Sites primarily operates within the United States.

If Customers access the Services from outside the United States, they understand that their information may be transferred to, processed, and stored on servers located in the United States or other jurisdictions where our service providers operate.

By using the Services, Customers consent to such transfers, subject to applicable legal requirements.

Where required by law, Smart Sites will implement appropriate safeguards designed to protect personal information transferred across international borders.

24. Children’s Privacy

The Services offered by Smart Sites are intended for businesses and individuals who are at least eighteen (18) years of age.

Our Services are not directed toward children under the age of thirteen (13), and we do not knowingly collect personal information directly from children.

If we become aware that personal information has been collected from a child without appropriate parental consent where required by law, we will take commercially reasonable steps to delete such information.

Parents or legal guardians who believe a child has submitted information to Smart Sites may contact us to request removal.

25. Your Privacy Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information.

Subject to applicable law, these rights may include the ability to:

  • Request access to your personal information.
  • Request correction of inaccurate information.
  • Request deletion of certain personal information.
  • Request a copy of your information.
  • Object to certain processing activities.
  • Restrict certain uses of personal information.
  • Withdraw consent where processing is based upon consent.
  • Request information regarding how your data is used.

To exercise these rights, please contact Smart Sites using the contact information provided at the end of this Privacy Policy.

We may request reasonable verification of identity before fulfilling any privacy-related request.

26. California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), including the right to:

  • Know what personal information we collect.
  • Know how your information is used.
  • Request deletion of eligible personal information.
  • Request correction of inaccurate information.
  • Obtain a copy of certain personal information.
  • Limit certain uses of sensitive personal information where applicable.
  • Exercise these rights without unlawful discrimination.

Smart Sites does not sell personal information as that term is generally defined under applicable California privacy laws.

California residents wishing to exercise applicable privacy rights may contact us using the information provided below.

27. European Privacy Rights

If applicable under the General Data Protection Regulation (GDPR), the United Kingdom GDPR, or similar privacy laws, individuals may have rights including:

  • Access to personal information.
  • Correction of inaccurate information.
  • Erasure (“Right to be Forgotten”) where legally applicable.
  • Restriction of processing.
  • Data portability.
  • Objection to certain processing activities.
  • Withdrawal of consent where consent is the legal basis for processing.

Requests will be handled in accordance with applicable law.

28. Marketing Communications

Smart Sites may occasionally send promotional communications regarding:

  • New features
  • Product updates
  • Educational resources
  • Promotional offers
  • Company announcements
  • Industry insights
  • Events
  • Webinars

Recipients may opt out of promotional communications at any time by using the unsubscribe instructions included in marketing emails or by contacting Smart Sites directly.

Please note that opting out of marketing communications does not affect essential account-related communications such as invoices, security notifications, service announcements, or support responses.

29. Data Deletion Requests

Customers may request deletion of certain personal information by contacting Smart Sites.

Upon receiving a verified request, Smart Sites will make commercially reasonable efforts to delete applicable information unless retention is necessary to:

  • Complete ongoing Services.
  • Fulfill contractual obligations.
  • Comply with legal requirements.
  • Resolve disputes.
  • Detect or prevent fraud.
  • Protect the security or integrity of our systems.
  • Exercise or defend legal claims.

Deletion of Customer information may result in the inability to continue providing certain Services.

30. Business Transfers

In the event Smart Sites by Total Teck undergoes a merger, acquisition, reorganization, sale of assets, financing transaction, or similar business event, Customer information may be transferred as part of that transaction, subject to applicable legal requirements.

Any successor organization receiving Customer information will remain subject to obligations substantially consistent with this Privacy Policy unless Customers are notified otherwise.

31. Third-Party Websites

The Smart Sites website or Services may contain links to third-party websites, applications, or services.

Smart Sites does not control and is not responsible for the privacy practices, security measures, content, or policies of any third-party website.

Customers are encouraged to review the privacy policies of any third-party websites they visit.

32. Changes to This Privacy Policy

Smart Sites may update this Privacy Policy periodically to reflect changes in:

  • Applicable laws
  • Industry standards
  • Technology
  • Business practices
  • Products and Services
  • Security practices

When material changes are made, we will update the “Effective Date” appearing at the beginning of this Privacy Policy.

Continued use of the Services after changes become effective constitutes acceptance of the revised Privacy Policy.

33. Contact Information

If you have questions regarding this Privacy Policy, your personal information, or your privacy rights, please contact:

Smart Sites by Total Teck

Fort Wayne, Indiana, USA

Website: https://totalteck.net

Email: info@totalteck.net

We will make commercially reasonable efforts to respond to privacy-related inquiries in a timely manner.

Your Consent

By accessing the Smart Sites website, requesting a personalized demonstration, submitting information for AI training, authorizing website or phone integrations, purchasing a subscription, or otherwise using the Services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, disclosure, storage, and processing of your information as described herein.

Additional Notice Regarding AI Services

Smart Sites by Total Teck provides artificial intelligence-powered tools designed to assist businesses with customer communication and engagement. While our AI Voice Assistants and AI Website Assistants are trained using Customer-approved information, AI-generated responses may not always be complete or accurate. Customers are responsible for reviewing their AI implementation, maintaining current business information, and ensuring that the Services are used in compliance with applicable laws and regulations.

This Privacy Policy applies to the Smart Sites platform and its operation. It does not alter or replace any obligations contained in the Smart Sites by Total Teck Terms and Conditions or any separately executed service agreement between the Customer and Smart Sites.