Privacy Policy

Last updated: DRAFT: date is set on the day this page is published

DRAFT: under review, not final.

1. Who we are

Virterra Assistant LLC ("Virterra Assistant," "we," "us") is a small business in Menomonie, Wisconsin. We set up and run a virtual receptionist for local small businesses. It answers calls, texts, and messages, books appointments, and follows up with customers. It uses AI, and it is set up to say it is a virtual assistant in every conversation it answers.

This policy covers this website, virterraassistant.com, and the calls, texts, emails, and in-person meetings between you and Virterra Assistant itself. "You" means a business owner, a member of an owner's staff, or anyone else who visits this site or contacts us.

2. What we collect

When you visit this website

The pages of this site do not use advertising trackers or analytics and do not set cookies. The font and every image are served from our own site. The only thing loaded from another company is the test call form, described below.

Like every website, the company that hosts ours keeps a standard log of visits: the internet address (IP address) of the device, the browser type, the page asked for, and the time. Those logs are used to keep the site running and to stop abuse. Our website is hosted by Cloudflare. DRAFT: Cloudflare's documentation was read on 2026-10-07. It gives no number of days for these logs. Replacement wording for this paragraph is proposed in docs/website.md and waits for Gannon's review

Before we contact a business

Before we contact a business, and when we build a sample receptionist, we read what that business has posted publicly, such as its website and listings. That can include an owner's name and business contact details.

When you ask for a test call

The form on our test call page asks for your first name, your business name, your town, your phone number, your email address, and the best time to reach you. It also records whether you checked either of the two text message boxes, and when.

The form is provided by HighLevel, the software we use to run our service, and what you enter is stored in our HighLevel account. When the form loads, HighLevel's form code saves a small amount of data in your browser's own storage so the form works, and it may run a check to block spam. The setting that remembers what you typed for next time is turned off. DRAFT: the form is not connected yet. Confirm this paragraph against the live form before publishing.

When you call us

We receive your phone number and the date, time, and length of the call. If you leave a voicemail, we have that message. If the call is recorded, we also have the recording and a written transcript and summary made from it. See section 5.

When you text or email us

We keep the messages you send us and the ones we send you, with your phone number or email address and the time of each. For texts we also keep whether each one was delivered, your consent choices, and any STOP request.

When we meet in person

When we meet with you in person, we may ask to record the conversation on an iPhone. We record only if you say yes. The phone turns the recording into a written transcript and may also make a summary. We delete the audio as soon as the transcript or summary is saved, and keep the transcript and summary as our notes of the meeting. If you say no, nothing is recorded.

If you become a client

We collect what we need to set up and bill your service: business details, the documents and answers your assistant is built from, staff contact names, and billing details. When we begin billing clients, payments will be handled by a payment processor, and we will not see or store full card numbers. Your client agreement will say more about the information we handle for you.

3. How we use it

• To answer you and set up the test call you asked for.
• To schedule meetings with you, remind you of them, and keep notes of what we discussed.
• To build, run, and bill your service if you become a client.
• To check the quality of our own calls and messages and fix mistakes.
• To keep records of consent and of requests to stop, so we honor them.
• To send marketing texts, only if you checked the marketing box.
• To email you about your test call or your service, and now and then with news about our service. To stop the news emails, reply and tell us.
• To meet legal and tax duties and to protect against fraud and abuse.

We do not use your information to train AI models. DRAFT: claim not confirmed. It stays only if no AI tool we use trains on what we enter (U6)

4. Text messages

We text you only if you checked a text message box on our form, or to answer a text you sent us. Checking a box is optional. You can ask for a test call without it. There are two separate choices:

• Non-marketing texts: test call scheduling and follow-up, appointment reminders, demonstration messages, customer support replies, and account and service notices.
• Marketing texts: special offers, discounts, and service updates. These are sent only if you checked the separate marketing box.

Message frequency varies. Message and data rates may apply. Reply STOP to any text to stop, or HELP for help. The full details are in our Text Message Terms.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We do not give your mobile number or your text consent to anyone for their own use or for marketing. The companies that run our systems and deliver our texts (HighLevel, its messaging providers, and the phone carriers) handle them only as part of providing that service to us.

5. Phone calls, the virtual assistant, and recording

Today a person answers our number, or you reach voicemail, and calls are not recorded. This page will be updated before that changes. This section is about phone calls. In-person meetings are covered in section 2.

What will change later

The rest of this section describes how calls will work once our AI virtual assistant answers our number. None of it applies yet.

Calls to our number may be answered by our AI virtual assistant. It says it is a virtual assistant at the start of the call. You can ask for a person. If no one can take the call right then, the assistant takes a message.

Calls with us may be recorded. If a call is recorded, you hear a notice at the start of the call. If you do not want to be recorded, hang up and email us instead.

Recordings, transcripts, and summaries are stored in our HighLevel account. The transcript and summary are made by AI tools from HighLevel and the AI companies it uses. We use them to follow up with you, to check that the assistant gave correct answers, and to fix it when it did not. We do not sell them or use them in advertising, and we do not play or publish a recording of you without your written permission. Transcripts and summaries stay with your contact record until that record is deleted.

Recordings are set to delete themselves after 90 days.

6. Who handles your information for us

We do not sell or rent your information. We share it only with the companies that provide the tools we run on, and only so they can provide those tools:

• HighLevel stores our contacts, forms, calls, texts, voicemail, recordings, and transcripts. HighLevel says its systems are in the United States. It uses its own providers for phone and text delivery and for the AI features in our account, which can process what is stored there, including what you enter on our form.
• Phone carriers carry our calls and texts.
• Zoho Mail, our email provider, carries and stores email to and from virterraassistant.com addresses.
• Apple stores the notes we keep on an iPhone in iCloud, including transcripts and summaries of in-person meetings you agreed to have recorded. Apple's tools make the transcript and summary, on the phone or on Apple's servers.
• Our website host serves this site and keeps the visit logs described in section 2.
• Planning and AI tools we use to prepare and run the business, including Claude, made by Anthropic. They hold what a business has posted publicly and, for clients, the documents and answers their assistant is built from. For clients, they are also used to review the calls, texts, and messages our service handles for that client (section 7). These tools are separate from HighLevel. They do not hold what you enter on our form.

We may also disclose information when the law requires it, such as a court order, or to protect someone's safety or our legal rights.

If the business ever changes hands, this policy keeps applying to your information, and we will post a notice on this page and email you where we can. Your consent to receive our texts is never given to another company.

7. If you contacted a business that uses our service

We also run virtual receptionists for other businesses, our clients. If you called, texted, or messaged one of them and our service answered, you are that business's customer. That business decides what is collected and how it is used, and its own privacy practices apply. We handle it to provide the service to that business, under our agreement with it. That includes reviewing calls, transcripts, and messages, with the help of AI tools, to check that the assistant gave correct answers, to fix its mistakes, and to report to that business on how its calls and messages went. We leave out details we do not need for that, such as full phone numbers and payment details. We do not use what you said to build another business's assistant, and we never publish it. We may use general lessons from these reviews, with none of your details, to improve the service for all our clients. We do not sell your information and we do not use it to market to you.

To see, correct, or delete that information, contact the business you were dealing with. If you contact us instead and tell us which business, we will pass your request to it.

8. How long we keep it, and deleting it

We keep information only as long as we have a reason to.

• Test call requests: kept while we are in touch with you about a test call or about becoming a client. If nothing comes of it, we delete the request within 6 months of our last contact.
• Sample receptionists: if we build a sample receptionist for your business and you decide it is not for you, we delete it: the assistant and its setup, the business information you gave us for it, and your contact record with its text conversations. We do this within 14 days of you telling us.
• Call recordings: deleted on the schedule in section 5.
• Notes from public sources: what we read about a business before contacting it is deleted with the sample receptionist, or within 6 months if nothing comes of it.
• Meeting notes: the audio of a recorded meeting is deleted as soon as its transcript or summary is saved. The transcript and summary are deleted with the sample receptionist, or within 6 months of our last contact if nothing comes of it. For clients, they are kept as the client agreement says.
• Consent and STOP records: kept after other information is deleted, so we can show what you agreed to and so we never text a number that asked us to stop.
• Client and billing records: kept for as long as the client agreement and tax rules require.

You can ask us to delete your information at any time. We delete what we can delete directly, and we tell you if anything cannot be removed right away and, if we know, when it will be. A contact we delete from HighLevel stays on a restore list in our account for up to 60 days before it is gone for good. We do not restore it unless you ask us to. Copies in our providers' backups are overwritten on their schedule, which we do not control.

9. Your choices

• Stop texts: reply STOP to any text from us.
• Stop news emails: reply to the email and tell us, or contact us another way.
• See, correct, or delete your information: email info@virterraassistant.com or call DRAFT: our business number, set up in the trial. We may ask a question or two to confirm it is you. We answer within 30 days.
• Talk to a person: call or email us. If our virtual assistant answers, you can ask it for a person.

10. Health and other sensitive information

Please do not give us health information, payment card numbers, Social Security numbers, or passwords by phone, text, email, or form. We do not need them, and our systems are not set up to handle health information.

11. Children

This website and our service are for adults who own or work for a business. We do not knowingly collect information from anyone under 18. If you believe a child has given us information, contact us and we will delete it.

12. Security

Access to your information is limited to the people who work for Virterra Assistant, who must keep it confidential, and the tools listed in section 6. No system is perfectly secure. If a security problem ever exposes your information, we will tell you as the law requires.

13. Changes to this policy

If we change this policy, we post the new version here with a new date at the top. If a change affects how we use information we already have about you, we will tell you by email before it takes effect, where we have a way to reach you.

14. Contact us

Virterra Assistant LLC
Menomonie, Wisconsin
Phone: DRAFT: our business number, set up in the trial
Email: info@virterraassistant.com
Website: https://virterraassistant.com

See also our Terms and Conditions and Text Message Terms.