1. Information We Collect
1.1 Information from callers
When a person calls a business that uses our AI receptionist service, the following information may be collected during the phone conversation:
- Name
- Phone number (via caller ID)
- Mailing address
- Description of the service requested
- Preferred appointment date and time
- Any other information the caller voluntarily provides during the conversation
Phone calls handled by our AI receptionist are recorded and transcribed by our voice AI platform provider. These recordings and transcripts are used to deliver the service (scheduling appointments, routing messages), improve call quality, and resolve disputes.
1.2 Information from website visitors
When you submit a contact request, brief request, or SMS opt-in through our website at nextcutmedia.net, we collect the information you provide in the form, which may include your name, business name, email address, phone number, mobile phone number, service interest, SMS consent record, and a description of your business needs. This information is transmitted to us via a third-party form processing service.
1.3 Information from business clients
When a business engages our services, we collect the information necessary to configure and operate the AI receptionist, website, review automation, and other services, including but not limited to: business name, hours of operation, services offered, call handling preferences, frequently asked questions and answers, Google account authorization, calendar availability, customer list data (for revenue recovery and review programs), and any other information requested during the onboarding process. Clients authorize us to access certain Google services on their behalf (see Section 4).
1.4 Payment and billing information
When a business client enrolls in our services, we collect payment information necessary to process setup fees and recurring monthly charges. Payment processing is handled entirely by Stripe, Inc., our third-party payment processor. Nextcut Media does not directly store credit card numbers or bank account details. Stripe receives and securely stores Client's payment method information in accordance with PCI DSS standards. We retain billing records, including transaction history, invoice amounts, and payment dates, for accounting and legal compliance purposes.
2. How We Use Information
We use the information we collect for the following purposes:
- To schedule appointments on behalf of the business the caller is contacting
- To send appointment confirmations and review-program SMS to callers and customers
- To notify business owners of new bookings, calls, and messages
- To log appointment details in the business owner's records
- To respond to brief / contact requests submitted through our website
- To improve the quality and accuracy of our AI receptionist and other services
- To process payments, manage billing, and enforce payment terms
- To comply with legal obligations
We do not sell, rent, or trade personal information to third parties for marketing purposes. We do not use personal information collected through our services for advertising.
3. Call Recording
All phone calls handled by our AI receptionist service are recorded and transcribed. Recordings are processed by Vapi AI, Inc., our voice AI platform provider. Call recordings and transcripts are stored securely and are accessible to the business that the caller contacted and to Nextcut Media for service delivery and quality assurance purposes.
Call recordings are retained for a period determined by the business client's preferences and our operational needs. Business clients may request deletion of call recordings associated with their account at any time by contacting us.
4. Google API Services
Our service integrates with Google APIs to provide scheduling and communication features on behalf of our business clients. When a business client authorizes our application, we may access the following Google services:
4.1 Google Calendar
We read calendar events to check real-time availability and create new calendar events to book appointments on behalf of callers. We access only the primary calendar of the authorized Google account. We do not modify or delete existing calendar events that were not created by our service.
4.2 Gmail
We send notification emails to business owners when new appointments are booked. These emails contain appointment details (caller name, phone number, service requested, date, and time). We send emails only from the authorized account and only for the purpose of delivering booking notifications. We do not read, scan, or access the contents of the inbox.
4.3 Google Sheets
We append rows to a designated spreadsheet to log appointment details for the business client's records. Each row includes the date, time, caller name, phone number, address, service requested, and booking status. We do not read, modify, or delete existing spreadsheet data that was not created by our service.
4.4 Google Places
We use the Google Places API for internal business research purposes. No personal user data is collected or processed through this API.
4.5 Scope of Google data use
Our use of Google API data is limited to the specific purposes described above. We do not use Google API data for advertising, market research, or any purpose unrelated to delivering our service to the authorizing business client. Google user data is not shared with third parties except as necessary to provide the service (for example, transmitting calendar events through Google's own APIs). We do not store Google API data beyond what is necessary to deliver the service.
Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
5. SMS Messaging
Nextcut Media operates an SMS notification program as part of its AI receptionist and review automation services. This section describes how we collect, use, and protect mobile information in connection with that program. The full terms governing the SMS program are set forth in Section 5 of our Terms of Service.
5.1 Program overview
The Nextcut Media SMS program delivers transactional text messages of the following types:
- Business client notifications — sent to business owners who engage our services, alerting them to new bookings, calls, and messages from their customers.
- End customer notifications — sent to individuals who call a business using our AI receptionist service and agree to receive a text, providing appointment confirmations and optional reminders.
- Review program SMS — sent to business clients' customers after a completed visit, with the customer's prior consent, asking for a review.
We do not send unsolicited marketing, promotional, or advertising messages through this program.
5.2 Consent
Consent to receive SMS messages is obtained in one of three ways, depending on recipient type:
- Business clients provide written consent by signing the Nextcut Media Client Service Agreement and supplying a mobile phone number for notifications on the signature page.
- End customers (receptionist) provide verbal consent during their phone call with the AI receptionist. The AI receptionist explicitly asks each caller whether they would like to receive a text confirmation before any SMS is sent. A recording and transcript of this consent is retained as part of the normal call record described in Section 3.
- Website opt-in — visitors who complete the SMS opt-in form on nextcutmedia.net provide explicit, written consent by checking the consent box on the form. A timestamp, IP address (where available), and submission record are retained.
- 5-Star Autopilot review-program customers — customers participating in the 5-Star Autopilot post-visit review program opt in by completing the SMS opt-in form at nextcutmedia.net/sms-opt-in and selecting "5-Star Autopilot" as the program. The role of Nextcut Media's business clients is limited to directing their customers to this opt-in form, typically via a printed Nextcut-branded QR card displayed at the point of service. Nextcut Media collects consent directly from each end customer through the web form; business clients do not collect or transfer consent on Nextcut Media's behalf. Each opt-in record includes a timestamp, IP address (where available), and submission record.
5.3 Information collected through the SMS program
For each SMS recipient, we collect and store the mobile phone number, the content and delivery status of messages we send to that number, any responses received from that number (including STOP and HELP replies), and a record of when and how consent was obtained.
5.4 How we use SMS information
Mobile phone numbers and SMS consent records are used solely to deliver the notifications described in this section, to honor opt-out requests, to respond to HELP requests, and to maintain records of consent as required by applicable law and carrier regulations.
5.5 Sharing of mobile information
No mobile information collected through the Nextcut Media SMS program — including mobile phone numbers and SMS consent records — will be shared with third parties or affiliates for marketing or promotional purposes. Mobile information is shared only with our telecommunications provider, Twilio, Inc., as strictly necessary to transmit messages to recipients and to comply with carrier regulations. This sharing is limited to the operation of the SMS program and no other purpose.
5.6 Message frequency
Message frequency varies by SMS program. AI Receptionist subscribers typically receive between 1 and 10 messages per week, with frequency driven by booking, missed-call, and appointment activity. 5-Star Autopilot subscribers receive at most two messages per completed visit — one review request and one optional follow-up reminder. Nextcut Media does not send unsolicited marketing or promotional SMS.
5.7 Opt-out and help
You may opt out of the SMS program at any time by replying STOP to any message you receive from Nextcut Media. After you reply STOP, you will receive a one-time confirmation message and will not receive further SMS messages from the number that sent the original message. For assistance, reply HELP to any message or contact us using the information in Section 12. Message and data rates may apply depending on your mobile carrier and plan.
6. Third-Party Service Providers
We use the following third-party services to operate our platform. Each provider processes data only as necessary to provide their respective service:
- Vapi AI, Inc. — Voice AI platform. Processes and stores call audio, transcripts, and call metadata.
- Twilio, Inc. — Telecommunications. Routes phone calls and delivers SMS messages.
- Google LLC — Calendar, email, and spreadsheet services as authorized by business clients.
- Cloudflare, Inc. — Website hosting, DNS, domain registration, and content delivery.
- Stripe, Inc. — Payment processing. Receives and securely stores Client payment method information. Processes setup fees and recurring monthly charges.
- Web3Forms — Processes contact and SMS opt-in form submissions from our website.
We do not share personal information with any third parties beyond what is described in this policy.
7. Data Storage and Security
Data processed by our service is stored on secure servers located in the United States. We implement reasonable technical and organizational measures to protect personal information from unauthorized access, alteration, disclosure, or destruction, including:
- Encrypted connections (HTTPS/TLS) for all data in transit
- SSH key authentication and firewall protection on our infrastructure
- Restricted access controls — only authorized personnel can access client data
- Automated daily backups with encrypted storage
- OAuth 2.0 authentication for all Google API access — we do not store Google account passwords
8. Data Breach Notification
No system can be guaranteed completely secure. In the event of a data breach affecting personal information, Nextcut Media will investigate promptly, take reasonable steps to contain and remediate the incident, and notify affected individuals and applicable regulatory authorities as required by applicable state and federal law. Where a breach affects information we process on behalf of a business client, we will notify that business client without undue delay so they can meet their own notification obligations. Notifications will describe, to the extent known at the time, the nature of the incident, the categories of information involved, and steps recipients can take to protect themselves.
9. Data Retention
We retain personal information only for as long as necessary to fulfill the purposes described in this policy or as required by law. Specifically:
- Call recordings and transcripts are retained according to the business client's preferences and Vapi's data retention policies.
- Appointment records in Google Calendar and Google Sheets are retained in the business client's own Google account and are under their control.
- Website brief and contact submissions are retained for the purpose of following up with the prospective client and are deleted when no longer needed.
- SMS consent records and message delivery logs are retained for the duration required to operate the SMS program and comply with carrier regulations.
- Billing records, including transaction history and invoice amounts, are retained for accounting and legal compliance purposes.
Upon termination of a client's service agreement, Nextcut Media will delete all client data — including call recordings, transcripts, and appointment records — within thirty (30) days, unless the client requests a copy. Clients may request a copy of their data in writing before the deletion date, and Nextcut Media will provide the requested data within fourteen (14) days of the request.
Business clients may also request deletion of specific data at any time during the term of service by contacting us using the information in Section 12.
10. Your Rights
If you are a caller whose information was collected through our service, or a business client, you have the right to:
- Request access to the personal information we hold about you
- Request and receive a copy of your data, including call recordings, transcripts, and appointment records, within a reasonable timeframe
- Request correction of inaccurate information
- Request deletion of your personal information, subject to any legal obligations requiring retention
- Withdraw authorization for Google API access at any time through your Google account security settings
- Opt out of the SMS program at any time by replying STOP to any message
To exercise any of these rights, contact us using the information in Section 12. Nextcut Media will respond to data access and copy requests within fourteen (14) days.
11. Children's Privacy
Our services are not directed at individuals under the age of 13. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information promptly.
12. Contact Us
If you have questions about this Privacy Policy or wish to exercise your rights regarding your personal information, contact us at:
Nextcut Media LLC
Birmingham, Alabama
Email: contactus@nextcut.media
Phone: (205) 953-8432
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make changes, we will update the effective date at the top of this page. We encourage you to review this policy periodically.