The Thinking Robot Privacy Policy
Effective Date: July 2023
Updated: April 2026
Who we are
The Thinking Robot, Ltd. ("The Thinking Robot", "TTR", "we", "us") builds AI-powered receptionist services — what we call Lifelike Automations — for medical and wellness practices, primarily MedSpas and cosmetic surgery clinics. Our headquarters is in Aurora, Colorado.
This Privacy Policy explains how we collect, use, share, and protect information when you visit our website at thethinkingrobot.com, call our company phone numbers, fill out a form on our site, or otherwise interact directly with us as a prospect or customer.
Important scope note. When you call a phone number operated by one of our MedSpa clients (for example, to book an appointment at a practice that uses our service), your information is handled by that practice under their privacy policy. We act as a HIPAA Business Associate to those practices and our handling of that data is governed by the Business Associate Agreement we have with them. This Privacy Policy does not cover those calls — contact the practice directly for their privacy practices.
Information we collect
We collect different categories of information depending on how you interact with us.
1. Information you provide directly:
Name, business name, email address, phone number — when you fill out a contact form, request a demo, or speak with our AI receptionist Rosey to book a discovery call
Information about your practice (services offered, size, location) — when you discuss a potential engagement
Account and billing information — if you become a paying customer
Anything you share by email, phone, or SMS
2. Information collected automatically when you visit our website:
IP address, browser type, operating system, device identifiers
Pages visited, time spent, links clicked, referring URL
Cookies and similar technologies (see Cookies section below)
3. Information collected when you call our published TTR phone numbers (+1 720 776 1664, +1 720 953 3337, +1 720 677 4477):
Caller ID (your phone number)
Audio recording of the conversation
A written transcript generated from the audio
Any information you share during the call (name, email, practice details, scheduling preferences)
Call metadata (date, time, duration, routing)
4. Information collected when you receive an SMS from us:
Phone number, message content, delivery status
We do not intentionally collect information about minors under 18. If we learn we have, we will delete it.
Why we collect this information
We use your information to:
Respond to your inquiries and schedule discovery calls
Provide and improve our services to you as a prospect or customer
Send appointment confirmations, reminders, and follow-ups (by email and SMS — only after you've explicitly opted in)
Send service-related updates and notifications
Comply with legal and contractual obligations, including HIPAA where applicable
Detect, prevent, and address fraud and security issues
Train our internal staff on customer-handling quality (using only our own AI agents' interactions, not your data, for AI model training)
We do not sell your personal information, and we do not share it with third parties for their independent marketing purposes.
SMS / text messaging specifically
If you opt in to receive text messages from us:
We send you booking confirmations, appointment reminders, customer service follow-ups, and reschedule notifications
Message frequency varies based on your engagement
Standard message and data rates may apply (charged by your carrier, not by us)
Reply STOP, UNSUBSCRIBE, CANCEL, END, or QUIT to any message to opt out — you'll be removed from our suppression list and won't receive further messages
Reply HELP for support — you'll receive our customer service phone number and email
We do not share your phone number with third parties for their marketing
Carrier opt-out information is processed within 24 hours
Who we share information with
We share your information only in the following circumstances:
1. With our service providers (subprocessors), who help us operate the service. They are bound by written agreements that require confidentiality and limit their use of your data:
Vapi, Inc. — voice AI orchestration (call audio, transcripts)
Telnyx LLC — telephony carrier (call signaling, SMS)
ElevenLabs, Inc. — text-to-speech voice synthesis
Deepgram, Inc. — speech-to-text transcription
Groq, Inc. and underlying LLM providers — large language model inference for our agents
Supabase, Inc. — database hosting
Google LLC (Workspace) — calendar and email infrastructure (under Google's standard BAA)
n8n GmbH (self-hosted on TTR infrastructure) — workflow automation
A current list of subprocessors is maintained and available on request to expand@thethinkingrobot.com.
2. With law enforcement or government agencies when required by law (subpoena, court order, lawful request), or when we believe disclosure is necessary to protect rights, safety, or property.
3. In a business transfer (merger, acquisition, sale of assets) — the acquiring entity will be bound by this Privacy Policy or provide notice of any changes.
4. With your consent — for any purpose not listed above, only with your explicit permission.
We do not sell, rent, or trade your personal information.
How we protect your information
We implement industry-standard administrative, technical, and physical safeguards:
Encryption at rest — all stored data is encrypted using AES-256 or equivalent
Encryption in transit — all data exchanged uses TLS 1.2 or higher
Access controls — role-based, least-privilege defaults; multi-factor authentication for administrative access
Audit logging — all sensitive-data access is logged with at least 6-year retention
Workforce training — annual privacy and HIPAA training; signed confidentiality agreements
Vendor management — written agreements with all subprocessors requiring equivalent protections
Incident response — documented procedures, tested annually
Insurance — cyber liability and errors-and-omissions coverage commensurate with industry standards
No system is perfectly secure. We work hard to protect your information but cannot guarantee absolute security.
How long we keep your information
Active customer data — for the duration of our relationship plus the period needed to fulfill our legal and contractual obligations
Call recordings and transcripts — 90 days by default; longer retention available upon request, or shorter at customer's direction
Lead and prospect data — up to 24 months from last interaction, then deleted or anonymized
Payment and billing records — 7 years (tax and accounting requirements)
Marketing opt-out lists — indefinitely (so we don't accidentally re-contact you)
Your rights and choices
Depending on your location, you may have rights regarding your personal information:
Access — request a copy of the personal information we hold about you
Correction — ask us to fix inaccurate or incomplete information
Deletion — ask us to delete your personal information (subject to legal retention requirements)
Portability — request your data in a portable, machine-readable format
Opt-out of marketing — unsubscribe from emails (link in every email) or text STOP to any SMS
Object to processing — for residents of jurisdictions that grant this right
Non-discrimination — we will not discriminate against you for exercising your rights
To exercise any of these rights, email us at support@thethinkingrobot.com with the subject line "Privacy request — [your request]". We respond within 30 days, sometimes longer where law permits and we notify you.
California residents — you have additional rights under the California Consumer Privacy Act (CCPA/CPRA), including the right to know what personal information we collect, the right to delete, the right to correct, and the right to opt out of any "sale" or "sharing" (we do not sell or share for cross-context behavioral advertising).
Colorado, Connecticut, Virginia, Utah, and other state residents — you have rights under your state's consumer privacy laws substantially similar to those above. Contact us with your state's specific requirements and we will honor them.
EU/UK residents — we do not target our services to the EU or UK and do not knowingly collect data from EU/UK residents. If you believe we hold your data, contact us and we will delete it.
HIPAA — when applicable
If you are a healthcare provider and we provide services to you that involve Protected Health Information (PHI), we operate as a Business Associate under HIPAA. Your patients' PHI is governed by:
The Business Associate Agreement we sign with you before any PHI flows
Your own HIPAA policies and Notice of Privacy Practices
The HIPAA Privacy and Security Rules (45 CFR Parts 160 and 164)
The Thinking Robot is HIPAA-compliant and BAA-eligible. We are not "HIPAA-certified" — that designation does not exist under HIPAA. Anyone claiming to be "HIPAA-certified" is using non-statutory language.
For details on our HIPAA compliance program, contact expand@thethinkingrobot.com.
Cookies and tracking
Our website uses cookies and similar technologies for:
Essential operations — making the site work (you cannot opt out of these)
Analytics — understanding how visitors use the site, so we can improve it
Performance — speed and reliability monitoring
We do not use cookies for cross-site advertising. You can manage cookies through your browser settings; doing so may affect site functionality.
Recording disclosure
Calls to our published phone numbers are recorded for compliance, quality, and training purposes. You will hear a recording disclosure at the start of every call. By continuing the call after that disclosure, you consent to the recording.
If you do not want to be recorded, you can hang up and contact us by email at expand@thethinkingrobot.com instead.
Children's privacy
Our services are designed for businesses and adults. We do not knowingly collect personal information from children under 18. If we learn we have collected such information, we will delete it promptly. Parents or guardians who believe their child has provided information to us should contact support@thethinkingrobot.com.
International users
The Thinking Robot is a Colorado company. Our services are provided from the United States and your information will be processed in the United States, which may have different privacy protections than your country. By using our services, you consent to this transfer.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time. When we make material changes, we will:
Update the "Last updated" date at the top
Notify you by email if we have your address on file
Post a prominent notice on our website for at least 30 days
Continued use of our services after changes take effect constitutes acceptance of the updated policy.
Contact us
Questions, requests, or concerns?
Email: support@thethinkingrobot.com Phone: +1 (720) 953-3337 Mail: The Thinking Robot, Ltd. PO Box 461137 Aurora, CO 80046
This Privacy Policy is provided in plain language to be readable. If anything is unclear, please contact us — we're happy to explain.
The Thinking Robot Privacy Policy & Terms and Conditions
Effective Date: July 2023
Updated: December 2025
We take the privacy of our customers seriously and are committed to protecting your personal information. This Privacy Policy outlines how The Thinking Robot (“The Thinking Robot,” “WE,” OR “US”) collects, uses, discloses, and protects customer data in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act, and other applicable laws and regulations.
1. Introduction
These Terms of Use and Privacy Policy (collectively, the “Terms”) are a legal contract between you and The Thinking Robot, and its affiliates (“The Thinking Robot”, “we”, “us”, or “our”).
These Terms govern your access to and use of our website located at: be bound by a service https://www.thethinkingrobot.com/home and all associated sites, products, services, applications, AI agents, and related offerings (collectively, the “Site” and “Services”).
By accessing or using the Site or Services, or by submitting information through any form or chat interface on the Site, you agree to be bound by these Terms. If you do not agree, do not access or use the Site or Services.
· You must be at least 18 years old to be bound by a Service Agreement.
· Certain features (including subscriptions, paid products, or restricted areas) require you to create an account and provide accurate, complete, and up-to-date information.
· Your login credentials (username, password, and any other access details) are for your personal use only. You are responsible for maintaining their confidentiality and for all activity under your account.
· The Thinking Robot may approve, deny, or revoke access to accounts and restricted areas at its sole discretion.
Subject to your compliance with these Terms, The Thinking Robot grants you a limited, personal, non‑exclusive, non‑transferable, revocable license to access and use the Site and Services and to display content made available to you (the “Materials”) solely for your own internal business or personal use.
You may not modify, copy, distribute, create derivative works, reverse engineer, or otherwise exploit the Site, Services, or Materials except as expressly permitted in these Terms or in a separate written agreement signed by us.
When using the Site or Services, you agree not to:
· Violate any applicable law or regulation.
· Defame, harass, threaten, or otherwise violate the rights of others.
· Use hateful, obscene, or sexually explicit content or solicit such content.
· Post content that in any way identifies or exploits children, depicts cruelty to animals, or infringes upon intellectual property rights.
· Send unsolicited or unauthorized advertising, spam, chain letters, or pyramid schemes.
· Use robots, spiders, scrapers, or other automated means to access the Site except as permitted by us in writing.
· Take any action that imposes an unreasonable load on our infrastructure or interferes with the Site’s operation.
· Alter or interfere with content posted by others or engage in behavior contrary to our goodwill or reputation.
The Thinking Robot may suspend or terminate your access with or without notice if it determines, in its sole discretion, that your conduct is inappropriate, unlawful, or disruptive.
4. Subscriptions, Payments, Renewal, and Cancellations
By registering for an account and purchasing a subscription or other paid offering (a “Subscription”), you become a “Subscriber” with access to certain features, content, and services during the subscription term. Subscriptions are personal and non‑transferable unless transferred as a component of the sale of the Subscriber’s business to an entity operating as the same original function. In the event of a transfer, Subscriber will proactively update the renewal payment method as not to interrupt service.
· You authorize The Thinking Robot or its payment processor to charge your chosen payment method (e.g., credit card, or other agreed upon in advance) for all applicable fees, taxes, and charges associated with your Subscription and any add‑on products or services.
· We reserve the right to throttle service or renegotiate pricing structure if traffic to reserved phone number and/or browser virtual agent far exceeds projected traffic in pricing plan.
· Charges begin on the date your paid Subscription is activated or, if you started with a free or discounted trial, on the date your Subscription converts to a paid plan.
· All orders are subject to our acceptance and may be refused or canceled in our sole discretion, with associated payments refunded when we cancel.
Unless otherwise stated at checkout, Subscriptions automatically renew for successive monthly or discounted yearly periods (depending on your plan) on the calendar day corresponding to your initial purchase date (your “Anniversary Date”). (If your renewal day of the month falls on a date not shared by all months, it will bill on the last day of the calendar month).
On each renewal, you authorize us or our payment processor to charge your payment method for the then‑current subscription fees and applicable taxes until you cancel.
The Thinking Robot will communicate an anniversary reminder by any/multiple opted-in contact methods during the month prior to a yearly renewal.
· You may cancel your Subscription at any time by contacting support at support@thethinkingrobot.com or through any other method we make available.
· Cancellation takes effect at the end of your current billing period; you will continue to have access until that date, and then your access will expire.
· Unless explicitly stated on the Site for a specific product or service, all purchases are final and non‑refundable.
· Even where a refund policy is offered for a specific product, The Thinking Robot may deny a refund if it determines that the purchase was made with the intent to benefit from the service and then request a refund (for example, repeated refund requests).
Certain Services may depend on our hosting or support infrastructure. The Thinking Robot may discontinue hosting, support, or all activities related to a given Service at any time after 12 months from your initial purchase, upon at least 30 days’ notice sent to the email associated with your account. When a Service is discontinued, we may archive data for a duration as required by law, and then delete related data and databases.
5. Electronic Communications and Messaging
5.1 Email and Electronic Notices
By using the Site or Services, you consent to receive electronic communications from The Thinking Robot, including transactional messages (such as account or billing notices), updates, service announcements, and marketing communications where permitted by law.
You may unsubscribe from marketing emails by using the “unsubscribe” link in such messages, though you may still receive transactional or service‑related emails.
5.2 SMS / Text Messaging Program
If you provide your mobile number and opt in to receive text messages:
· You consent to receive recurring automated marketing and informational messages at the number you provide using live or an automated telephone dialing system, and message frequency may vary.
· Message and data rates may apply; carriers are not liable for delayed or undelivered messages.
· Your consent to receive marketing texts is not a condition of purchase.
· You may opt out at any time by replying “STOP” to any message; you may receive a final confirmation message.
· For help, you may reply “HELP” or contact support@thethinkingrobot.com.
· Before changing or transferring your mobile number, you agree to text “STOP” from that number or notify us at support@thethinkingrobot.com so we do not send messages to a new subscriber of that number.
Messaging terms may be updated from time to time, and continued participation in the messaging program after changes become effective constitutes acceptance of the updated messaging terms.
The Thinking Robot is committed to protecting your privacy and handling personal information in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) where applicable. This section describes how we collect, use, disclose, and protect information about you when you use the Site or Services.
By using the Site or Services, you acknowledge our collection and use of your information as described in this Privacy Policy and the Terms of Use.
We may collect the following categories of information:
Information you provide directly:
· Name, email address, phone number, company name, billing address, and other contact details.
· Payment information (to be securely processed via third‑party payment providers).
· Information submitted through forms, surveys, contests, chat sessions, bookings, and other interactions with us.
Information collected automatically:
· IP address, device identifiers, browser type, operating system, referring URLs, pages viewed, links clicked, and session data.
· Cookie data, pixel tags, beacons, and similar tracking technologies to understand usage, improve our offerings, and personalize your experience.
Information from third parties:
· Information from partners or platforms that sell or integrate our products and Services.
6.3 How We Use Your Information
We use information about you to:
· Provide, operate, maintain, and improve the Site and Services, and optimize your custom product.
· Process and fulfill orders, manage subscriptions, and provide customer support.
· Communicate with you about your account, purchases, updates, and security alerts.
· Personalize and tailor content, recommendations, and offers.
· Send newsletters, marketing communications, and promotional offers (where permitted by law and subject to your preferences).
· Analyze usage patterns and improve our products, services, and user experience.
· Comply with legal obligations and enforce our rights and agreements.
We may share your information as follows:
· Affiliates: With our subsidiaries and affiliates, subject to this Privacy Policy.
· Service providers: With vendors who perform services on our behalf (such as payment processing, hosting, analytics, communications, and marketing), who are permitted to use information only as necessary to provide services to us.
· Business transfers: As part of a merger, acquisition, sale of assets, financing, or similar transaction, or in the event of insolvency or bankruptcy.
· Legal and safety: To comply with laws, court orders, or legal process, or to protect our rights, safety, or property and that of our users or others.
· Aggregated or de‑identified data: With third parties for research, marketing, analytics, or similar purposes in a form that does not directly identify you.
We do not sell your personal information and do not share it with third parties for their own independent marketing purposes without your specific written consent.
6.5 Cookies, Analytics, and Advertising
We and our service providers use cookies, clear GIFs (web beacons), and other tracking technologies to:
· Recognize you and manage sessions.
· Analyze usage and performance of the Site and Services.
· Improve features, content, and user experience.
· Deliver and measure the effectiveness of advertising on our Site and third‑party sites.
You can configure your browser to refuse cookies or alert you when cookies are being used, though some Site functionality may be limited.
We may use analytics tools such as Google Analytics to help understand how users interact with the Site; these providers may collect information using cookies and similar tools.
Some third‑party ad networks allow you to opt out of targeted advertising; instructions and more information may be available at websites such as www.networkadvertising.org and www.aboutads.info
6.6 Data Security and Retention
We implement administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, or disclosure. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Policy, comply with legal obligations, resolve disputes, and enforce our agreements.
Depending on your location and applicable law, you may have rights to:
· Access, correct, or update your personal information.
· Request deletion of your personal information, subject to legal or contractual obligations.
· Restrict or object to certain processing.
· Withdraw consent where processing is based on consent.
You may exercise these rights by contacting us at support@thethinkingrobot.com or via any method specified on the Site. We may request information to verify your identity and may retain certain data where required by law.
You may also adjust cookie or tracking settings via your browser and opt out of certain marketing communications as described above.
If our Services access or use data from Google APIs, our use and transfer of such information will comply with the Google API Services User Data Policy, including the Limited Use requirements.
Your information may be processed and stored in the United States and other countries where we or our service providers operate. By using the Site or Services, you consent to the transfer of information to countries outside your country of residence, which may have different data protection laws than your country.
6.10 Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The “Effective Date” at the top of the Policy indicates when it was last revised. Material changes will generally be posted at the same location on our Site, and your continued use of the Site or Services after the changes become effective signifies your acceptance of the updated Policy.
7. Third‑Party Content and Links
The Site and Services may include content, software, or other materials owned or provided by third parties (“Third‑Party Content”) and links to third‑party websites or services (“Third‑Party Sites”).
Your use of Third‑Party Content or Third‑Party Sites is subject to the terms and policies of those third parties, and The Thinking Robot is not responsible for, and does not endorse, any Third‑Party Content, Third‑Party Sites, or their practices. You are solely responsible for reviewing and complying with any applicable third‑party terms.
8. Intellectual Property and DMCA
All content and materials on the Site and Services, including trademarks, logos, graphics, text, software, and other works, are owned by The Thinking Robot or its licensors and are protected by intellectual property laws. All rights not expressly granted are reserved.
If you believe that content on the Site or Services infringes your copyright or trademark, you may submit a notice pursuant to the Digital Millennium Copyright Act (DMCA) or similar law by contacting our designated agent at support@thethinkingrobot.com with the information required by law.
We may remove or disable access to the allegedly infringing material and may terminate accounts of repeat infringers in appropriate circumstances.
9. Disclaimers and Limitation of Liability
9.1 Disclaimers
The Site, Services, AI agents, and all Materials are provided on an “as is”, “as available”, and “where‑is” basis without warranties of any kind, whether expressed, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non‑infringement.
The Thinking Robot does not guarantee that the Site or Services will be uninterrupted, secure, error‑free, or free of viruses or harmful components, or that any particular result or outcome will be achieved through use of the Services.
To the maximum extent permitted by law, The Thinking Robot will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for loss of profits, revenues, data, or economic advantage, arising out of or in connection with your use of, or inability to use, the Site, Services, or Materials, even if advised of the possibility of such damages.
The Thinking Robot’s total liability for any claim arising out of or relating to the Site, Services, or these Terms will not exceed the amount you paid to The Thinking Robot for the Services giving rise to the claim during the twelve (12) months preceding the event giving rise to the claim.
Some jurisdictions do not allow the exclusion or limitation of certain damages; in such cases, the above limitations may apply to you only to the extent permitted by law.
If you submit feedback, ideas, suggestions, or other comments about the Site or Services (“Feedback”), you grant The Thinking Robot a worldwide, perpetual, irrevocable, royalty‑free right to use, modify, and exploit such Feedback for any purpose without attribution or compensation. (With your expressed written permission we would love to attribute to you though!)
The Thinking Robot may update or modify these Terms at any time by posting the revised Terms on the Site and updating the “Effective Date”.
If you are a current Subscriber, we may also notify you at the email address associated with your account. Your continued use of the Site or Services following any change constitutes your acceptance of the updated Terms. If you do not agree, you must stop using the Site and Services.
If you have questions about these Terms, the Site, or our privacy practices, or wish to exercise your rights, please contact us at:
· Email: support@thethinkingrobot.com
· Additional emails: transform@thethinkingrobot.com (for data rights or deletion requests)
· Phone: +1 (303) 929‑9337 (Voicemail + SMS)
· Toll-free: 1-877-629-9337 (Voicemail + SMS)
· Online: via the contact channel provided at: https://www.thethinkingrobot.com/contact
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Book a meeting with my team to discuss tools that will kick-start your 2026 Sales and Appointments (on auto-pilot)