Privacy Policy

1. Introduction

Adaptiv Stratum, LLC, a business based in Austin, Texas, is referred to in this policy as “Adaptiv Stratum,” “we,” “us,” or “our.” This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information through our website, direct communications, and services.

2. Scope and our different roles

When someone visits our website, contacts Adaptiv Stratum, or engages directly with a service we operate for our own business, we determine why and how the related information is handled.

When we process calls, communications, or business records for a client, we generally act under that client’s agreement and documented instructions. The client determines the business purpose and its privacy notice may also apply. If we receive a request concerning client-controlled records, we may direct the request to that client and assist as appropriate.

If Adaptiv Stratum later operates an expressly identified referral service, the notice presented with that service will explain its operator, the information shared, the intended recipient, and the purpose. An independent business receiving an authorized inquiry may handle that information under its own privacy notice.

3. Information we collect

Website and device information

We may receive an IP address, browser and device type, operating system, pages viewed, visit time, referring source, approximate region, and information needed for site security and performance. We may use essential storage and limited analytics technologies to operate and understand the website.

Contact and business information

If you contact us, we may collect your name, business name, email address, telephone number, location or service area, message, consultation details, and other information you choose to provide.

Client-controlled information

When providing services, we may process information authorized by a client, such as customer and employee contact details, appointment or service records, schedules, business rules, transaction summaries, communications, operational notes, and system configuration. The information involved depends on the agreed implementation.

Billing and account information

We may maintain business contacts, invoices, payment status, account permissions, support history, and related administrative records. Payment-card information is ordinarily processed through authorized payment providers rather than stored directly by us.

4. Calls, transcripts, and messages

Depending on the configured service, we may process call metadata such as telephone numbers, date, time, duration, routing attempts, and outcomes. Calls may be transcribed, summarized, classified, or reviewed to handle requests, support routing, conduct quality assurance, troubleshoot problems, provide reporting, or maintain security.

Audio recording is not assumed for every deployment. Where recording is enabled, the purpose, caller notice, access, and deployment-specific retention should be configured and documented appropriately. Processing or transcription may begin before a transfer. The applicable call flow and client agreement should describe any processing that continues after transfer.

When SMS or email is used, we may process contact details, message content, delivery status, and consent or opt-out records. Operational permission for one sender or purpose does not automatically authorize unrelated marketing by another business.

5. How we use information

We use information to operate and secure our website; respond to inquiries; provide consulting and implementation services; configure, host, and support systems; process and route communications; conduct authorized analytics; prepare reports and summaries; manage accounts and billing; investigate problems; comply with law and agreements; and protect people, systems, and legal rights.

We seek to use only information reasonably necessary for the applicable purpose. We do not repurpose one client’s confidential customer or operating records to benefit another business.

6. AI processing

AI and automation providers may process authorized information to support functions such as speech recognition, answering questions, summarization, classification, analysis, routing assistance, and approved workflows. Provider involvement and configuration vary by deployment.

Adaptiv Stratum does not use client or caller content to train public or general-purpose AI models. We select service configurations intended to prevent general model training with that content where controls are available. A materially different use must be disclosed and authorized. Client-specific analysis or modeling, when agreed, is performed for the authorized client purpose and is not the same as public-model training.

Limited human review may occur when reasonably necessary for support, quality assurance, security, investigation, or delivery of the agreed service, subject to access controls and confidentiality obligations.

7. Service providers and disclosure

We may disclose information to providers supporting cloud hosting, telecommunications, voice processing, AI services, email, payment processing, analytics, security, monitoring, and professional services. Providers receive information as reasonably necessary for their function and are subject to applicable agreements and provider terms.

We may also disclose information when directed by an authorized client, requested by the individual, required by law, necessary to protect rights or safety, or connected with a business transaction subject to appropriate safeguards.

We do not sell or rent client-controlled confidential records. If we launch a separately identified referral service, its disclosures and terms will explain the independent recipients and whether the applicable exchange may constitute a sale, targeted advertising, or another regulated activity under applicable law.

8. Website analytics and advertising

We may use limited analytics to understand visits, pages, devices, approximate regions, referral sources, and website performance. We will describe material advertising, remarketing, or cross-site tracking technologies if they are introduced. Browser settings and any controls we provide can be used to manage applicable cookies or similar technologies.

Client-specific advertising services, when offered, are governed by the applicable agreement and platform requirements. Information entrusted to us for one client’s operations is not converted into a general advertising audience for another business.

9. Retention

We retain information only as long as reasonably necessary for the purpose for which it was collected, the applicable client agreement, security and support needs, billing and business records, dispute resolution, or legal obligations. Retention varies by information type, provider, and deployment. Deployment-specific settings may be established in the applicable agreement.

When information is no longer reasonably necessary, we may delete, anonymize, or securely dispose of it, subject to legal preservation, backup cycles, technical limitations, and documented client instructions.

10. Security

We use reasonable administrative, technical, and operational safeguards designed to protect information. Measures may include access controls, restricted permissions, encryption where appropriate, tenant separation, monitoring, vendor review, and data minimization. No system or transmission method can be guaranteed completely secure.

11. Privacy requests

Depending on your location and applicable law, you may have rights to confirm processing, access, correct, delete, or obtain a copy of personal information, and to opt out of certain processing or appeal a decision.

To submit a request, email info@adaptivstratum.com with the subject “Privacy Request.” Describe the request and the service or business involved. We may verify your identity and authority before acting. If the information is controlled by one of our clients, we will explain that relationship and direct or assist with the request as appropriate.

Where applicable law provides an appeal right, you may appeal a decision by replying to our response with the subject “Privacy Request Appeal.” We will respond within the period required by applicable law.

12. Sensitive information and children

Do not submit payment-card numbers outside an approved payment system, government identifiers, health information, biometric identifiers, children’s information, or other sensitive information unless it is necessary for an expressly approved service and appropriate safeguards and agreements are in place.

Our public website is not directed to children under 13, and we do not knowingly collect their personal information through the website. Contact us if you believe a child has submitted information to us.

13. Changes to this policy

We may update this policy when our practices, services, or legal obligations change. We will post the revised policy with a new effective date and provide additional notice when required. A revision will not silently authorize a materially different use of information previously collected where consent or another legal basis is required.

14. Contact