Privacy Policy

Effective Date: July 14, 2025

Introduction

We at Sterling & Pope Publishing Corp and Alicia AI (“we,” “us,” “our”) respect your privacy. This Privacy Policy is designed to explain how we collect, use, and protect the personal information you provide to us when you access our website, purchase our goods or services, engage with our CRM and AI-powered features, or interact with us on social media, as well as your own rights to the information we collect.

Please read this Privacy Policy carefully. We will alert you to any changes to this Policy by changing the "last updated" date at the top of this Policy. Any changes become effective immediately upon publication on our website, and you waive specific notice of any changes to the Policy by continuing to use and access our site(s). We encourage you to review this Privacy Policy periodically. You are deemed to have accepted any changes to any revised Privacy Policy by your continued use of our website after the revised Privacy Policy is posted.

Information That We Collect

We collect a variety of information from you when you visit our website, make purchases, interact with our CRM or AI-powered features, or engage with us on social media. By accepting this Privacy Policy, you consent to our collection of the data described below, our use of the data, our processing of this data, and our sharing of the data with third-party processors as needed for our legitimate business interests. The information we collect may include:

Personal Data

Personal Data is information that can be used to identify you specifically, including your name, address, email address, telephone number, or demographic information. You provide some of this information when you register or make purchases from our website, fill out a form, or engage with our CRM. Your decision to disclose this data is voluntary, but refusal may prevent access to services.

Derivative Data

This includes IP address, browser type, access dates and times, pages visited, and device details. Derivative data collected by third-party service providers may also include cookies, log data, or web beacons.

Voice and Conversation Data

When interacting with AI voice agents or assistants via Alicia AI, we may collect voice recordings, transcripts, and contextual information. This data is used to provide services, improve systems, and enhance user experience. Consent is required for collection and may be withdrawn by contacting us.

Financial Data

We collect limited payment data. Most financial transactions are processed via third-party payment processors: PayPal, Stripe, and Authorize.net. Their respective privacy policies can be found at:

Stripe: https://stripe.com/privacy

PayPal: https://www.paypal.com/us/webapps/mpp/ua/privacy-full

Authorize.net: https://www.authorize.net/about-us/privacy.html

Social Networking Data

We may access publicly available data from platforms such as Facebook, Instagram, Pinterest, X (formerly Twitter), LinkedIn, and YouTube, including usernames, locations, and profile data, depending on your privacy settings. This data may be used to personalize your experience, provide targeted services, or support customer engagement strategies.

Mobile Device Data

This may include device ID, device model, manufacturer, operating system, and location data. We may use this data to optimize platform performance, troubleshoot issues, or enhance service delivery based on your usage environment.

Other Data

We may request additional data for the purposes of contests, surveys, giveaways, marketing promotions, beta testing, or product development. Participation in these activities is voluntary and may involve collecting additional demographic or preference-related information.

Mobile Application Information

If you access our services via a mobile application or progressive web app, we may request access to your device’s calendar, camera, contacts, Bluetooth, and social media accounts. We may also send push notifications. Access to this data is determined by your device settings, and you may choose to grant or deny permissions.

AI Technologies and Data Processing

Alicia AI incorporates artificial intelligence (AI) within its platform to provide and support the following services:

• AI voice and text agents for inbound and outbound communication

• CRM automation and lead qualification

• AI-assisted scheduling, appointment booking, and customer support

• Quality assurance review and performance optimization

• Personalized user experiences and service recommendations

AI Data Protection Commitments

We are committed to responsible AI practices that prioritize user privacy and control. In connection with Alicia AI’s voice and text automation systems, we ensure the following:

• No automated legal or financial decisions are made without human oversight.

• Technical safeguards (such as encryption and secure storage) are in place for all data processed by AI systems.

• Transparent training practices are followed when using data to improve AI features.

• Human supervision is maintained in AI-driven operations to ensure accountability.

• Opt-out rights are honored for users who do not wish to participate in AI-based processing, where technically feasible.

Voice Recording and Processing

When you interact with Alicia AI’s voice-enabled systems, your voice recordings and transcripts may be captured for service delivery, training, and quality improvement. By using the service, you consent to this collection and use.

You will be notified when calls or voice interactions are recorded. You may request that a recording be deleted by contacting us at [email protected].

How We Use Your Information

We use your data to:

• Deliver and support services, including AI voice agents, CRM communication, and automation features

• Process payments, manage subscriptions, and send transactional emails

• Send newsletters, product updates, or relevant marketing communication

• Analyze platform usage, engagement, and feature performance

• Personalize experiences and provide AI-driven recommendations

• Improve Alicia AI’s conversational models, user interface, and support logic

• Comply with legal obligations and prevent fraud or abuse

When Do We Collect Information?

We collect information when you:

• Visit our website or landing pages

• Subscribe to services or submit forms

• Make purchases or update billing details

• Interact with our AI phone agents or CRM features

• Engage with our support team or request a demo

• Respond to SMS campaigns or email broadcasts

• Participate in surveys, promotions, or contests

How Do We Protect Visitor Information?

We take data security seriously and implement multiple layers of protection, including:

• SSL encryption across our website and CRM systems

• Access control policies to limit employee and vendor access to sensitive information

• Secure storage and encrypted transmission of data including voice recordings and chat logs

• Regular audits and updates to platform security protocols

• Third-party tools vetted for compliance with applicable privacy and data security laws

Voice and CRM data are processed through secure channels and stored in compliant cloud infrastructure. Although no system can be guaranteed 100% secure, we make every effort to protect your information from unauthorized access, disclosure, or misuse.

Data Sharing Commitment

We do not sell your personal data.

We only share data with carefully selected third-party service providers who help us deliver Alicia AI’s services effectively, such as:

• Payment processors (e.g., Stripe, PayPal, Authorize.net)

• CRM platforms and communication APIs (e.g., GoHighLevel, Mailgun)

• Voice and SMS providers (e.g., Twilio, SignalWire)

• AI infrastructure providers (e.g., OpenAI, Google Cloud)

These service providers are contractually obligated to protect your data, restrict its use to service delivery, and comply with privacy and data protection standards.

AI Service Provider Limitations

Third-party providers powering Alicia AI’s features—including text, voice, and CRM automations—are bound by:

• Data-use limitations: They may only use personal data to deliver contracted services.

• Security enforcement: Technical and organizational safeguards are required to protect your information.

• Legal compliance: Providers must adhere to applicable laws and data privacy regulations, including GDPR, CCPA, and HIPAA where applicable.

• Data deletion upon termination: All personal and conversational data must be deleted upon service cancellation or when requested by the user.

White-Labeled CRM Services

Alicia AI’s platform includes CRM and communication tools powered by GoHighLevel under a white-label partnership via Hero Pro Tools. Please note:

• We are not liable for service outages, bugs, or data breaches occurring within the GoHighLevel platform.

• Some data handling practices may also be governed by GoHighLevel’s privacy policy.

• Our team provides onboarding and technical support for CRM setup and integration, but deeper platform issues may require direct contact with the underlying platform.

Other Limited Disclosures

We may disclose your information:

• To comply with legal obligations, such as court orders, subpoenas, or regulatory requirements.

• To protect our rights, safety, or the rights of others, including fraud prevention, abuse monitoring, and enforcement of our

Terms of Use Agreement.

In connection with business transfers, such as a merger, acquisition, or asset sale. In such cases, your information may be part of the transferred assets.

All disclosures are made in accordance with applicable laws and privacy principles.

Cookies

Alicia AI uses cookies to enhance your experience, analyze site traffic, and provide personalized content. Cookies are small data files stored on your device by your browser.

Types of cookies we may use:

• Essential cookies – Enable basic site functions like page navigation and access to secure areas.

• Performance cookies – Collect anonymous data for statistical analysis to improve website performance.

• Functionality cookies – Remember your preferences and settings.

• Targeting/advertising cookies – Track your online activity to provide tailored ads.

You can disable cookies in your browser settings. However, doing so may affect your experience with certain features of our website or services.

Third-Party Integrations

We use the following trusted tools and platforms to power Alicia AI’s services:

• Google: For Analytics and Ads tracking

• Meta (Facebook/Instagram): Pixel and ad performance tracking

• Mailgun: For transactional and marketing email delivery

• Twilio: For SMS and voice communications

• Stripe, PayPal, and Authorize.net: For secure payment processing

These third parties may collect data subject to their own privacy policies. We only partner with vendors who meet high standards of security and data protection.

Grounds for Using and Processing Your Data

We collect and process your data only when legally allowed, based on the following legal grounds:

• Legitimate business interests – To provide, develop, and market our services efficiently.

• Performance of a contract – To fulfill obligations when you purchase or subscribe to Alicia AI services.

• Your consent – For activities such as newsletters, SMS notifications, and certain AI data collection practices. You may withdraw consent at any time.

• Legal compliance – When necessary to comply with legal or regulatory obligations.

International Data

Alicia AI is operated from the United States. If you are accessing our services from outside the U.S., please be aware that your information may be transferred to, stored in, and processed in the United States.

By using our services, you consent to this transfer and acknowledge that U.S. laws may differ from those of your jurisdiction. We will take reasonable measures to ensure your data is treated securely and in accordance with this Privacy Policy.

Data Retention

We retain your personal data only as long as it is necessary for the purposes set out in this Privacy Policy, including:

• To provide services and support

• To comply with legal obligations

• To resolve disputes and enforce agreements

Retention timelines:

• Voice recordings: Up to 90 days

• Text transcripts: Up to 12 months

• Billing and contact information: As required by tax and accounting laws

• Aggregated and anonymized data: May be retained indefinitely

You may request deletion of your data at any time by emailing us at [email protected].

Security of Your Information

We implement a variety of security measures to protect your data, including:

• SSL encryption for data in transit

• Secure cloud storage for data at rest

• Role-based access controls to limit internal access

• Regular audits and vulnerability assessments

While we take these precautions seriously, no method of transmission over the Internet or electronic storage is 100% secure. Therefore, we cannot guarantee absolute security.

If you believe your data has been compromised, please contact us immediately at [email protected].

Sensitive Data

We do not intentionally collect or process sensitive personal data such as health information, government-issued identification numbers, or financial account credentials unless required for specific services. Please do not submit sensitive information to us unless explicitly requested or necessary.

If you do provide such data, you consent to its collection and processing in accordance with this Privacy Policy. We will treat this information with an enhanced level of security and confidentiality.

Special Note About AI Voice and Text Interactions

Our AI systems are designed to enhance productivity, customer service, and workflow automation. However, we strongly discourage the transmission of sensitive personal data during interactions with our AI voice or text agents.

We implement filters to detect and redact such data from AI transcripts, but these safeguards may not capture every instance. If you believe any sensitive data has been recorded or stored, you may request its removal by contacting [email protected].

SMS/Text Message Privacy

Alicia AI utilizes Twilio for SMS delivery, which complies with industry standards for data protection and opt-out management.

We do not share your mobile number or SMS interaction data with third parties for marketing purposes.

You can opt out of receiving text messages from us at any time by replying "STOP" to any SMS you receive.

Message frequency varies depending on your engagement, and message/data rates may apply based on your mobile carrier.

Your SMS data is protected in accordance with Twilio’s Privacy Policy and is only used to fulfill service-related communications.

Your Rights

You have the right to control your personal data, and we support your ability to:

• Access the personal information we hold about you.

• Request correction of inaccurate or incomplete information.

• Request deletion of your personal data, subject to legal or contractual obligations.

• Withdraw consent where processing is based on your permission.

• Object to certain data uses, including marketing or profiling.

• Request data portability, where applicable.

To exercise any of your rights, email us at [email protected]. We will respond to your request within 30 days.

Emails and Communications

You may opt out of receiving promotional emails from us at any time:

• Click the "unsubscribe" link included in all marketing emails.

• Email [email protected] with your opt-out request.

We may still send you transactional or service-related communications as needed to fulfill our obligations to you, such as order confirmations or critical service updates.

California Privacy Rights

Under the California Consumer Privacy Act (CCPA), California residents have the right to:

• Request disclosure of the categories and specific pieces of personal data we have collected.

• Request deletion of their personal data.

• Request to opt out of the sale of personal data (Note: We do not sell your data).

To make a request, email us at [email protected] with the subject line: "California Privacy Rights Request." We will confirm receipt of your request and respond within the timelines required by law.

Children’s Online Privacy Protection Act (COPPA)

We do not knowingly collect personal information from children under the age of 13. Our services and website are intended for individuals who are at least 18 years old or the age of majority in their jurisdiction.

If we become aware that we have inadvertently received personal information from a child under 13, we will delete such information from our records. If you believe we have collected data from a child under 13, please contact us immediately at [email protected].

Fair Information Practices

We comply with the Fair Information Practice Principles, which form the foundation of privacy law in the United States. In the event of a data breach, we will notify affected users:

Via email within 7 business days, if we determine that the breach poses a significant risk.

We will work swiftly to contain and mitigate any damage resulting from the breach.

You have legal recourse if your rights are violated. We are committed to resolving privacy disputes in a transparent and timely manner.

CAN-SPAM Act

We adhere to the CAN-SPAM Act. Our email communications will always:

Include accurate and truthful sender identification.

• Contain a clear and conspicuous method for unsubscribing.

• Display our business address or contact information.

• Honor opt-out requests promptly and without condition.

You can opt out of future marketing emails by clicking the unsubscribe link in the footer of each message or emailing us at [email protected].

HIPAA Privacy Policy (For Healthcare-Related Clients)

For healthcare-related businesses using Alicia AI’s services, we implement strict safeguards to protect Protected Health Information (PHI) in compliance with the Health Insurance Portability and Accountability Act (HIPAA). Our privacy practices include:

• Use of SSL encryption, restricted access, and HIPAA-compliant servers and platforms.

• PHI is not used beyond the scope of explicitly defined service agreements.

• Any subcontractors or third-party vendors involved in data handling are bound by HIPAA standards through Business Associate Agreements (BAAs).

• AI systems that process PHI are monitored, encrypted, and logged for audit purposes.

Note: Clients are responsible for ensuring their own compliance with HIPAA when using Alicia AI for healthcare communications or data handling.

AI Ethics and Commitments

We are committed to the responsible and ethical use of artificial intelligence. Alicia AI and Hero Pro Tools adhere to the following ethical standards in all AI-related offerings:

• Transparency: Users are informed when they are interacting with an AI system.

• Human oversight: AI-powered decisions are monitored and reviewed by human supervisors where appropriate.

• Privacy and consent: Data used in AI systems is collected with informed consent and in compliance with applicable laws.

• Non-discrimination: Our AI systems are designed to avoid bias or discriminatory outcomes.

• Security and accountability: We implement secure, monitored environments for AI training and deployment and maintain accountability for the outputs of AI systems.

These principles guide all product development, partnerships, and client services involving artificial intelligence across our organization.

Contact Us

If you have any questions or concerns about this Privacy Policy or the data we collect, please contact us using the information below:

Alicia AI (by Hero Pro Tools)

Sterling & Pope Publishing Corp

📧 Email: [email protected] 

📞 Phone: (972) 360-9237

🌐 Website: https://aliciaai.net