Privacy Policy

Nova Sigil LLC
Effective date: October 21, 2026
Last updated: October 21, 2026

This Privacy Policy explains how Nova Sigil LLC ("Nova Sigil," "we," "us," or "our") collects, uses, shares, and protects personal information. It applies to our website at novasigil.com, our AI phone receptionist service (the "Service"), and the text messages and emails we send.

We provide the Service to small businesses (our "Clients"). When you call a business that uses the Service, a virtual assistant operated by us answers the call on that business's behalf.

1. Who this policy covers

Callers: people who call a Client's business phone number, or one of our demo phone lines, and reach our virtual assistant.
Clients: business owners and their staff who use the Service, including people who request a demo.
Website visitors: people who visit novasigil.com.

When we handle caller information for a Client, we do so on that Client's behalf and under our agreement with them. The Client decides how it uses that information to follow up with you. If you have questions about how a specific business uses your information, you can also contact that business directly.

2. Information we collect

From callers

Call recordings and transcripts. Calls answered by our virtual assistant are recorded and transcribed. The assistant tells every caller at the start of the call that it is a virtual assistant and that the call may be recorded.
Information you give during the call, such as your name, phone number, service address, zip code, a description of the problem or job, how urgent it is, and your preferred appointment time.
Call details, such as the phone number you called from, the number you called, the date, time, and length of the call, and how the call ended.
AI-generated call information, such as a summary of the call and a category for it (for example, a new job request or a message).
Text message consent and replies, including whether you agreed to receive a text about your request and any opt-out requests (such as replying STOP).

From Clients

Account and contact information, such as business name, owner name, mobile phone number, email address, and business address.
Business information used to set up the virtual assistant, such as services offered, service area, business hours, approved pricing information, and booking availability.
Information needed for text message registration, such as legal business name, tax identification number (EIN), business address, and website.
Calendar information, if a Client connects a calendar (see Section 7).

From website visitors

Information you submit, such as your name, business name, phone number, and email when you request a demo or contact us.
Technical information, such as IP address, browser type, device type, and pages visited, collected through server logs.

3. How we use information

We use personal information to:

Answer calls on a Client's behalf, understand what the caller needs, and take messages or appointment requests.
Alert the Client about new calls, job requests, and messages by text message or email.
Send callers a text about their request, only when they agreed to receive one.
Provide demos of the Service to prospective Clients.
Operate, maintain, secure, and improve the Service, including reviewing calls to check quality and fix problems.
Communicate with Clients about their account, billing, and support.
Comply with legal obligations and enforce our agreements.

We do not sell personal information. We do not use caller information to market our own products or services to callers.

4. Text messaging (SMS)

Who gets texts. We send texts to (a) Clients and their staff, who give us their mobile number when they sign up for the Service or request a demo, and (b) callers who give their number to our virtual assistant and agree when asked to receive a text about their request.
What we send. Texts are about calls, job requests, appointments, and messages. We do not send marketing or promotional texts under this program.
Frequency. Message frequency varies with call volume.
Cost. Message and data rates may apply.
Opting out. Reply STOP to any message to stop receiving texts from that sender. You may get one final text confirming that you have opted out. Reply START to sign up again.
Help. Reply HELP for help, or contact us using the details in Section 13.

We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent will not be shared with any third parties. This does not include the service providers that deliver messages on our behalf, such as our telecommunications provider.

5. How we share information

We share personal information only as described here:

With the Client whose number you called. The Client receives your call details, recording, transcript, summary, and the information you gave, so it can follow up with you.
With service providers that help us run the Service, under contracts that limit their use of the information to providing services to us. These include providers of:
- telephone calling and text messaging (Twilio);
- voice AI and speech processing (Retell AI and the AI model providers it uses);
- cloud hosting and databases (Render, Vercel);
- recording storage (Amazon Web Services);
- email delivery (Resend);
- sign-in services (Google).
For legal reasons, when we believe in good faith that disclosure is required by law, subpoena, or court order, or is needed to protect the rights, property, or safety of Nova Sigil, our Clients, callers, or others.
In a business transfer, such as a merger, acquisition, or sale of assets, in which case the information remains subject to this policy.

6. Artificial intelligence

Calls are answered by an AI virtual assistant, not a person. The assistant identifies itself as a virtual assistant at the start of the call and will say so if asked. Call audio is processed by speech recognition and AI language models to understand the caller and respond in real time, and to produce transcripts and summaries after the call. We do not permit our AI providers to use caller information to train their general models, to the extent our agreements with them allow us to control this.

7. Google user data

If a Client connects a Google account (for example, Google Calendar to check availability or add appointments), we access only the data needed for that feature. Our use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, we do not sell it, and we do not allow humans to read it except with the Client's consent, for security purposes, to comply with law, or as needed to operate the feature. A Client can disconnect Google access at any time from their Google account settings or by contacting us.

8. How long we keep information

Call recordings: kept for up to 90 days by default, or a shorter period set by the Client, then deleted.
Transcripts, summaries, and leads: kept while the Client uses the Service, so the Client can see its call history.
After a Client leaves the Service: we delete that Client's data, including caller information, within 30 days, unless the Client asks us to export it first or the law requires us to keep it longer.
Demo calls: demo accounts end after a short trial period, and their data is deleted on the same schedule.
Opt-out records: kept as long as needed to honor your request.

Our service providers may keep copies for short periods under their own retention settings. For example, our voice AI provider keeps call data for 7 days.

9. How we protect information

We use reasonable administrative, technical, and physical safeguards, including:

encryption of data in transit;
encryption of call recordings at rest;
access limited to authorized staff;
separating each Client's data from other Clients' data;
checking that requests to our systems really come from our phone providers.

No system is completely secure, and we cannot guarantee the security of information.

10. Your choices and rights

Text messages: reply STOP at any time (see Section 4).
Access, correction, and deletion: you may ask us to access, correct, or delete your personal information by contacting us (Section 13). If we hold your information on behalf of a Client, we may pass your request to that Client or ask you to contact them, and we will help them respond.
State privacy rights: depending on where you live, you may have additional rights under state law, such as the right to know what personal information we hold about you, to delete it, to correct it, and to opt out of its sale or use for targeted advertising. We do not sell personal information or use it for targeted advertising. To make a request, contact us. We will verify your request before acting on it, and we will not discriminate against you for exercising your rights.

11. Children

The Service and website are meant for businesses and adults. We do not knowingly collect personal information from children under 13. If you believe a child has given us personal information, contact us and we will delete it.

12. Changes to this policy

We may update this policy from time to time. We will post the new version on this page and change the "Last updated" date. If we make material changes, we will notify Clients by email or text before they take effect.

13. Contact us

Nova Sigil LLC
14752 SW 65th Terrace
Miami, Florida 33193
Email: privacy@novasigil.com
Phone: (786) 772-7516