Privacy policy

Romalon Partners LLC., a Massachusetts limited liability company (file number 001973514), doing business as VoiceRobot.AI ("VoiceRobot", "we"), 203 Corning Fairbanks Way, Westborough, MA 01581. We provide an automated voice and text assistant that answers a law office's telephone and text messages. Contact: akeselman@voicerobot.ai.

Three groups of people, and it matters which you are.

For callers and texters, the law office you contacted is the party responsible for your information. We process it on the office's instructions as its service provider. Requests about your information should go to that office; if you send one to us we forward it to the office and help it respond.

• Visitors to voicerobot.ai.
• Console users: staff of a law office that uses VoiceRobot and signs in to our console.
• Callers and texters: people who telephone or text a law office that uses VoiceRobot.

This website sets no cookies, runs no analytics, and carries no advertising or tracking. Our hosting provider records ordinary server logs (IP address, time, page requested, browser type) for security and troubleshooting, kept for no longer than 90 days. Writing to us from the site opens your own email client, and we receive what you send.

We hold your name, work email address, role, and the sign-in session cookie the console needs to work. The cookie is strictly necessary and is not used for tracking. Every action taken in the console is written to an audit log that cannot be edited or deleted, because the offices we serve are required to show who did what. We keep console account data for the life of the office's account and for 90 days after it closes, or for longer where the law of your state requires it.

If you sign in with Google or Microsoft, we ask that provider only for your name, your email address, and the identifier of your account there. We keep the identifier so we can recognize the same account the next time you sign in, and the audit log records which organization's Google Workspace or Microsoft directory the account belongs to. We never receive your Google or Microsoft password.

On the office's behalf we may collect and hold the following. We treat all of it as confidential. Every record is stored under the office it belongs to, and the database itself refuses access across offices; that is a property of the database, not a filter in our code.

• Your name, telephone number, email address, postal code, and date of birth. The last two are used only to confirm your identity before anything from a record is read to you.
• What you tell the assistant about why you are calling, the names of other people involved, how urgent it is, and the office's intake questions with your answers.
• The audio recording of the call, where the office records calls, and a written transcript.
• The full text of text messages in both directions.
• Appointment bookings, callback requests, and the assistant's short written summary of the conversation for the office's staff.

The assistant is software. It says that it is an automated assistant at the start of every call and whenever it is asked. To work, it sends what you say to third party services for speech recognition, to a language model to decide what to say, and to speech synthesis to say it. Those providers are listed in the note under Who receives it, below.

We do not use your information to train any model, and we select providers whose terms prohibit training on the data we send.

The assistant does not give legal advice, does not decide whether the office will take your matter, and makes no decision with legal effect about you. A person at the office reviews what it collected.

Whether a call is recorded is the office's decision and depends on the law of your state. Where a call is recorded, the assistant says so before anything else, and the recording is kept for the period the office has set or, where it has set none, for as long as the office remains a customer. If you object to being recorded, say so, and the office's stated policy applies.

Text messages are sent only in reply to a text or call you started, or after you have agreed to receive them, and only about your inquiry. Message frequency varies. Message and data rates may apply. Reply STOP to stop and HELP for help. Consent to receive text messages is not a condition of any service.

Mobile information and text messaging opt-in data will not be shared with third parties or affiliates for marketing or promotional purposes.

We do not sell personal information and have not done so. We do not share it for cross-context behavioral advertising. We have no advertising partners.

Information reaches only the law office you contacted; our service providers*, each bound by contract to use it only to provide their service to us; and authorities where the law requires.

* The current list of service providers, by role and by what reaches each, is published at voicerobot.ai/subprocessors.

Recordings and transcripts: the office's configured period. Intake records, messages, bookings, and callback requests: for the life of the office's account, then deleted within 90 days of the account closing, or sooner where the law requires. The audit log and do-not-contact entries are kept so the office can prove what it did and did not do. Backups are retained for 14 days and then overwritten.

Traffic is encrypted in transit. Vendor keys are stored write-only and are never displayed. Access inside the console is by role, and every access that changes a record is logged. We notify the office of a security incident affecting its data without undue delay and within the notice period required by law.

Depending on where you live you may have the right to know what we hold, to correct it, to delete it, and to opt out of sale or sharing, which we do not do. Send a request to akeselman@voicerobot.ai or to the office you contacted. We do not discriminate against anyone for exercising a right. We do not respond to browser signals such as Global Privacy Control because this site does no tracking to opt out of.

The website and the console are not directed at children under 18. A caller may be a minor in a family matter; the office, not the assistant, decides how that matter is handled.

We post changes here with a new effective date and tell offices in writing.