Privacy Policy

1. Who We Are

Pilon Qubit Ventures, LLC (“Pilon Qubit”, “we”, “us”, or “our”) is a Texas limited liability company headquartered at 401 East Sonterra Boulevard, Suite 375, San Antonio, Texas 78258. We build and operate AI automation, custom software, and analytics products for businesses. This Privacy Policy applies to all of our websites, products, and services, including pilonqubitventures.com, our customer dashboard, our AI phone receptionist (“Sofia”), and any embedded chat widgets we deploy.

2. The Short Version

• We collect what we need to deliver our services and nothing more.
• We do not sell your personal information. Ever.
• You can ask for a copy of your data, ask us to delete it, or opt out at any time.
• If you call our AI receptionist, the call may be recorded for quality and you will hear a notice before the conversation begins.
• We use vendors (listed below) to run our infrastructure. We hold them to the same standards.

3. Information We Collect

3.1 Information you give us

• Contact details — name, email, phone, company name, role, and what you told us in a form, email, chat, or call.
• Account credentials — email and a hashed password for the customer dashboard.
• Billing information — processed by our payment processor (Stripe). We do not store full card numbers.
• Free Audit submissions — the website URL you submit for analysis. Public website data only.
• Voice and call data — if you call a phone number we operate, the audio, transcript, caller ID (if not blocked), and call metadata may be recorded after a recording-notice prompt.

3.2 Information we collect automatically

• Device and log data — IP address, browser, OS, referring URL, pages visited, and timestamps.
• Cookies and similar technologies — see our Cookie Policy for details.
• Analytics — aggregated, non-identifying usage stats via Vercel Analytics.

3.3 Information from third parties

• Public business data (Google Business Profile listings, business directories) used to enrich a lead record you submitted.
• Information your employer or another data controller shares with us when they engage us as a service provider.

4. How We Use It

• Deliver the service. Run the website, fulfill the audit, route the phone call, send the receipt.
• Communicate. Reply to your messages, send service updates, and (only with your opt-in) marketing emails.
• Improve the product. Aggregated analytics, debugging, and quality assurance. We do not train external AI models on your data.
• Comply with the law. Tax records, fraud prevention, lawful subpoenas.

5. Legal Bases (GDPR-aligned)

For visitors in the European Economic Area or the UK, we rely on: (a) contract — to deliver the service you requested; (b) legitimate interests — for security, analytics, and product improvement; (c) consent — for marketing emails and non-essential cookies, which you can withdraw at any time; and (d) legal obligation— tax, accounting, and law enforcement requests.

6. Sharing & Service Providers

We share personal information only with vendors who help us run the business. Each is bound by a written data-processing agreement. Current core processors:

• Vercel — website hosting and edge functions.
• Hostinger — backend infrastructure for our internal tools.
• Twilio — phone, SMS, and voice media streams.
• Google Cloud / Gemini API — AI inference for Sofia.
• Resend — transactional email delivery.
• Bird.com — multi-channel messaging (WhatsApp, SMS).
• Stripe — payment processing.
• HubSpot — CRM for sales and customer success records.

We may also share information when legally compelled (subpoena, court order, lawful regulatory request) or to protect rights, property, or safety. We will notify you when allowed by law.

We do not sell your personal informationas “sale” is defined under the California Consumer Privacy Act (CCPA) or the Texas Data Privacy and Security Act (TDPSA). We do not engage in cross-context behavioral advertising.

7. Voice, Call Recording & AI

Calls placed to phone numbers we operate may be recorded for quality and training. You will hear a recording notice at the start of the call. If you do not consent, hang up and we will not retain the audio. Recorded audio and AI-generated transcripts are stored for up to 90 days, then automatically deleted. We do not share call recordings with anyone outside the providers listed in Section 6 except as required by law.

Sofia, our AI receptionist, uses Google’s Gemini API to understand and respond to callers. Audio frames are streamed in real time; Google does not retain or train on your conversations under our enterprise terms.

8. Your Rights

8.1 Texas residents (TDPSA)

Under the Texas Data Privacy and Security Act, you can request to: access the personal data we hold about you, correct inaccuracies, delete personal data, obtain a portable copy, and opt out of targeted advertising, sale, or significant profiling. Email privacy@pilonqubitventures.com with your request. We will respond within 45 days. If we deny your request, you may appeal to the same address.

8.2 California residents (CCPA / CPRA)

You may request to know what we have, request deletion, request correction, opt out of sale (we do not sell), and limit use of sensitive personal information. We do not discriminate against you for exercising these rights. Authorized agents may submit requests on your behalf with proof of authorization.

8.3 EEA and UK residents (GDPR)

You have the right to access, rectify, erase, restrict processing, port your data, and object to processing. You also have the right to lodge a complaint with your local supervisory authority.

8.4 How to exercise your rights

Email privacy@pilonqubitventures.com from the address on file, or write to us at our office. We will verify your identity before fulfilling sensitive requests.

9. Data Retention

• Account data — while your account is active, plus 24 months for tax and legal hold.
• Voice recordings & transcripts — 90 days, then deleted.
• Free Audit reports — 12 months unless you ask for earlier deletion.
• Marketing email lists — until you unsubscribe, plus a suppression record so we do not contact you again.
• Server logs — 30 days for security and abuse investigation.

10. Security

We use industry-standard safeguards: TLS in transit, encryption at rest for sensitive fields, role-based access controls, rotating API keys, regular dependency scanning, and a quarterly internal security review. No system is 100% secure; if we suffer a breach affecting your data, we will notify you and the appropriate regulator as required by law.

11. Children’s Privacy

Our services are not directed to children under 13 (or under 16 in the EEA/UK). We do not knowingly collect data from children. If you believe a child has submitted personal data to us, contact us and we will delete it.

12. International Transfers

We are based in Texas. If you access our services from outside the United States, your information will be transferred to the U.S. We rely on the EU Standard Contractual Clauses and the UK International Data Transfer Addendum where applicable.

13. Do Not Track

Our website honors Global Privacy Control (GPC) signals as an opt-out of any sale or sharing of personal data. We do not respond to legacy “Do Not Track” browser headers because no industry consensus exists on what they mean.

14. Changes to This Policy

We will update the “Effective” date at the top whenever we change this policy. Material changes will be announced by email to active customers and on the homepage for 30 days.

15. Contact

Privacy questions or requests: privacy@pilonqubitventures.com
General support: Sergio@pilonqubitventures.com
Mail: Pilon Qubit Ventures, LLC, 401 East Sonterra Boulevard, Suite 375, San Antonio, Texas 78258

This document is provided for transparency. It is not legal advice. If you have questions about how the law applies to your situation, consult a qualified attorney.