Privacy Policy
First published July 2023 · This version effective October 21, 2026
The Thinking Robot, Ltd. (“The Thinking Robot,” “TTR,” “we,” “us”) builds AI phone agents for private aviation, yacht charter, luxury events, executive protection and luxury medical businesses.
This policy explains what we collect when you visit thethinkingrobot.com, call or text one of our own numbers, use a form on this site, receive an email from us, or work with us as a client. It covers what we do with that information, who we share it with, how long we keep it, and the choices you have.
Calls to our clients’ lines
When you call a business that uses our service, that business decides what its agent asks and what happens to the record. We handle that information on the business’s behalf, only under its instructions and our contract with it. For medical clients we do so under a signed Business Associate Agreement.
This policy does not cover those calls. The business’s own privacy policy does, so please contact the business directly. If you contact us about one of those calls, we will pass your request to the business.
What we collect
- What you give us. Your name, business name, role, email address, phone number, and anything you write in a form on this site (such as the Line Audit request or the discovery-call form), an email, a text message or a call.
- Calls to our own numbers. Our sales line, our customer service and booking line, our five demonstration lines and the “Talk Live” button on this site are answered by AI agents. We record each call and keep a transcript, a structured summary, your caller ID and the call details (date, time and duration). The exception is our executive protection demonstration line, which keeps no audio and no transcript: only the details a caller gives for a callback. Every one of our agents says at the start of the call that it is an AI and, on every line that records, that the call is recorded.
- Demonstration lines. Apart from the executive protection line, these are recorded and transcribed like any other call. Nothing said on a demonstration line books or commits anything real. Please do not share sensitive personal information on them.
- The Line Audit. If you request one, you give us your business’s phone number and authorize us to call it. We record those calls, and the recordings capture whoever or whatever answers: your staff, your voicemail or your current answering service. Each audit call begins by identifying The Thinking Robot, stating that the call is recorded and, where our caller is automated, that it is automated. Please request an audit only for a line you control.
- Text messages. If you opt in: your mobile number, the messages we send and receive, and their delivery status.
- This website. Your IP address, browser and device type, the pages you view, the page that referred you, and cookie identifiers. See Cookies and tracking below.
- Business contact information from other sources. We obtain professional contact details (name, job title, company, business email and business phone) for people at businesses that may be a fit for our service, from commercial data providers such as Apollo.io and from public sources, and we may email them about our service.
- Clients. Billing contact details and payment information, which our payment processor handles. We do not store full card numbers. We also hold the records your agent produces, which belong to you.
What we do not collect. We do not record or match anyone’s voice for identification: no voiceprints, on any build. Our agents do not take payment card numbers over the phone.
How we use it
- To answer and route your inquiry, book and hold discovery calls, and run a Line Audit you asked for.
- To build, operate, support and bill for the service our clients have contracted.
- To send confirmations, reminders and replies by email, or by text if you have opted in.
- To email business contacts about our service. Every one of those emails includes a way to unsubscribe.
- To keep our services secure, investigate misuse, and meet our legal, tax and contractual obligations.
- To understand how this website is used, so we can improve it.
We do not use identifiable call content to train AI models, and we require the AI providers that process it for us to agree not to train their own models on it. To improve our service we may use data that has first been de-identified — stripped of names, numbers and anything else that identifies a person or a business — using a method an independent reviewer validates at least once a year. We do not sell your personal information.
Our AI agents
- Every agent says at the start of the call that it is an AI, and answers truthfully whenever asked.
- Agents capture and route information. They do not decide whether anyone is approved, denied, priced or eligible for anything. A person at TTR, or at our client, handles anything that needs that kind of judgment.
- If a caller describes a medical emergency, the agent stops what it is doing, tells the caller to hang up and dial 911, and flags the call for a person to review.
- If a caller expresses thoughts of suicide or self-harm, the agent refers them to the 988 Suicide & Crisis Lifeline (call or text 988) and flags the call for prompt human review. Our agents never refer a caller to, or notify, the police about a mental-health crisis.
- If a caller says they are under 18, or it otherwise appears they are, the agent stops, hands them to a person and captures only what that handoff needs. It does not book anything.
- Our agents do not present themselves as, or use any title implying they are, a licensed health-care, mental-health or legal professional or a dietitian. They give no medical, legal or other professional advice, and they will not produce sexually explicit content.
Text messages
If you opt in, The Thinking Robot sends booking confirmations, reminders, replies to your requests and service notices. Message frequency varies. Message and data rates may apply. Consent to receive texts is not a condition of any purchase.
Reply STOP to any message to opt out, and HELP for help, or email support@thethinkingrobot.com. Carriers are not liable for delayed or undelivered messages.
You can also opt out by replying with words such as “quit,” “end,” “cancel,” “unsubscribe,” “revoke” or “opt out,” or by telling us in any other reasonable way — by text, email or on a call. We honor every opt-out promptly, and always within ten business days, across every channel we use to contact you.
Our business emails identify us, include our postal address and include a way to unsubscribe. We honor unsubscribe requests promptly, and always within ten business days.
Your privacy choices on this website
Global Privacy Control. If your browser sends a Global Privacy Control (GPC) signal, this website does not load Google Analytics or the Apollo.io website tracker for that browser.
Opt out here. Use “Your Privacy Choices” at the bottom of any page to turn Google Analytics and the Apollo.io tracker off for this browser, or back on. We save your choice in your browser’s local storage, so clearing your browser data resets it.
How long we keep it
- Call recordings: two years.
- Transcripts and call records: three years.
- Records of consent (call recording and text-message opt-ins): at least five years.
- Security and access logs: at least six years.
- Prospect and inquiry information: up to 24 months after your last interaction with us, then deleted or de-identified.
- Billing and payment records: seven years, for tax and accounting.
- Unsubscribe and opt-out lists: for as long as needed to honor them.
Records we hold for a client follow that client’s contract and instructions. A legal hold can extend any of these periods.
How we protect it
- Encryption at rest (AES-256 or equivalent) and in transit (TLS 1.2 or higher).
- Multi-factor authentication and role-based, least-privilege access for administrative systems.
- Logging of access to sensitive information.
- Written agreements with the providers that handle your information.
- A documented incident-response procedure. If a security incident affects your information, we notify you without unreasonable delay and within the time the law requires — for Colorado residents, no later than 30 days after we determine that a breach occurred. For medical clients, we notify you of any breach of unsecured protected health information within five business days of discovery, as our Business Associate Agreement provides.
No system is perfectly secure, and we cannot guarantee that information will never be accessed without authorization.
Your choices and rights
Wherever you live, you can ask us to tell you what we hold about you, correct it, or delete it (subject to the retention periods above and any legal hold). You can also ask us to stop contacting you. Reply STOP to texts, use the unsubscribe link in emails, or email support@thethinkingrobot.com with the subject “Privacy request.”
We will confirm your identity before acting and respond within 30 days, or tell you if we need longer where the law allows. Residents of some states, including California and Colorado, have specific rights under their state privacy laws. Where those laws apply to us, we honor them. Where they do not, we still handle your request in good faith. We will not treat you differently for making a request.
What we do not do. We do not sell personal information, share it for cross-context behavioral advertising, process it for targeted advertising, or use it for profiling in furtherance of decisions that produce legal or similarly significant effects.
Opt-out preference signals. We honor the Global Privacy Control (GPC) and other universal opt-out mechanisms recognized under Colorado law. When your browser sends one, we treat it as a request to opt out of any sale of your personal data and of processing for targeted advertising, and this website does not load Google Analytics or the Apollo.io website tracker for that browser.
Appeals. If we decline to act on your request, we will tell you why. You may appeal by emailing support@thethinkingrobot.com with the subject “Privacy appeal” within 45 days of our decision. We will respond in writing within 45 days, explaining what we did and why. If you are a Colorado resident and are not satisfied with the result of your appeal, you may contact the Colorado Attorney General at coag.gov/file-complaint. California residents may contact the California Privacy Protection Agency at cppa.ca.gov.
If your request is about a call to one of our clients’ lines, we will pass it to that client, which controls that record.
Medical clients and HIPAA
When we provide services to a healthcare provider that involve protected health information, we act as that provider’s business associate. A Business Associate Agreement is signed before any protected health information reaches us. We use that information only to provide the services, under the agreement and the HIPAA Privacy and Security Rules.
We describe our medical builds as HIPAA-compliant services provided under a Business Associate Agreement. There is no such thing as HIPAA certification, and we do not claim one.
Connected Google accounts
If a client connects a Google account to our service (for example, so its agent can book into a Google Calendar), we use the information we receive from Google APIs only to provide that feature. Our use and transfer of that information adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Children
Our services are for businesses and adults. We do not knowingly collect personal information from anyone under 18. If we learn that we have, we will delete it. A parent or guardian who believes a child has given us information can email support@thethinkingrobot.com.
Where we process information
The Thinking Robot is a Colorado company, and we process information in the United States. Our services are offered to businesses in the United States and are not directed to residents of the European Union or the United Kingdom.
Changes to this policy
When we change this policy we update the date at the top. If a change is material, we will say so on this page and let our clients know by email.
Contact
The Thinking Robot, Ltd., a Colorado limited liability company · PO Box 461137, Aurora, CO 80046 · support@thethinkingrobot.com · +1 (720) 953-3337
See also our Terms of Service and the handling standard every agent runs under.