Nextcut Media ("we," "us," or "our") operates out of Birmingham, Alabama. We provide AI-powered voice receptionist services and custom website design for local businesses. This Privacy Policy describes how we collect, use, store, and protect information in the course of operating our services.
When a person calls a business that uses our AI receptionist service, the following information may be collected during the phone 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.
When you submit a quote request through our website at nextcut.media, we collect the information you provide in the form, which may include your name, business name, email address, phone number, and a description of your business needs. This information is transmitted to us via a third-party form processing service.
When a business engages our services, we collect the information necessary to configure and operate the AI receptionist and website 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, and any other information requested during the onboarding process. Clients authorize us to access certain Google services on their behalf (see Section 4).
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.
We use the information we collect for the following purposes:
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.
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.
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:
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.
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.
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.
We use the Google Places API for internal business research purposes. No personal user data is collected or processed through this API.
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.
We use the following third-party services to operate our platform. Each provider processes data only as necessary to provide their respective service:
We do not share personal information with any third parties beyond what is described in this policy.
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:
We retain personal information only for as long as necessary to fulfill the purposes described in this policy or as required by law. Specifically:
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 10.
If you are a caller whose information was collected through our service, or a business client, you have the right to:
To exercise any of these rights, contact us using the information in Section 10. Nextcut Media will respond to data access and copy requests within fourteen (14) days.
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.
If you have questions about this Privacy Policy or wish to exercise your rights regarding your personal information, contact us at:
Nextcut Media
Birmingham, Alabama
Email: contactus@nextcut.media
Phone: (205) 953-8432
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.