Last Updated: September, 26th, 2025
1. Introduction
Overview
This Privacy Policy describes how Distinct Paradigm, LLC (“we,” “us,” or “our”) collects, uses, and protects your personal information when you visit our website, use our services, or interact with our AI-powered receptionist and communication systems. This policy is designed to help you understand your privacy rights and how we handle your data.
Scope
This Privacy Policy applies to all users located in the United States and governs our data collection and processing practices. If you are located outside the United States, please be aware that your information may be transferred to and processed in the United States, where privacy laws may differ from those in your jurisdiction.
2. Information We Collect
Personal Information
We may collect the following types of personal information:
Contact Information: Name, email address, phone number, mailing address
Communication Data: Messages sent through SMS, email, or other communication channels
Account Information: Username, password, and account preferences
Business Information: Company name, job title, and other business-related details
Service Usage Data: Records of interactions with our AI receptionist and automated systems
Non-Personal Information
We may also collect non-identifiable information, including:
Technical Data: IP addresses, browser type, operating system, device identifiers
Usage Analytics: Website navigation patterns, page views, time spent on pages
Performance Data: System response times, error logs, and service performance metrics
Methods of Collection
We collect information through various methods:
Direct Collection: Information you provide when filling out forms, creating accounts, or contacting us
Automated Collection: Data gathered through cookies, web beacons, and similar technologies
Third-Party Services: Information obtained from integrated platforms and service providers
Communication Channels: Data collected through SMS, email, and other messaging platforms
3. How We Use Your Information
Purpose
We use your information for the following purposes:
Service Delivery: To provide and maintain our AI receptionist and communication services
Customer Support: To respond to inquiries, provide technical support, and resolve issues
Communication: To send service updates, appointment confirmations, and important notifications via SMS and email
Improvement: To analyze usage patterns and enhance our services and user experience
Compliance: To meet legal obligations and protect against fraud or misuse
Legal Basis
Our processing of personal information is based on:
Consent: When you explicitly agree to receive communications or use specific services
Contract Performance: When processing is necessary to fulfill our service agreements
Legitimate Interest: When we have a valid business reason that doesn’t override your privacy rights
Legal Obligation: When required by applicable laws or regulations
4. Data Sharing and Disclosure
Third-Party Sharing
We may share your information with:
Service Providers: Technology partners, hosting providers, and communication platforms that help deliver our services
Business Partners: Authorized partners who assist in providing services to you
Professional Advisors: Lawyers, accountants, and consultants when necessary for business operations
Compliance Entities: Government agencies or law enforcement when required by law
Reasons for Sharing
We share data to:
Enable Service Functionality: Allow third-party platforms to deliver SMS, email, and other communication services
Process Payments: Facilitate billing and payment processing
Provide Analytics: Generate insights to improve service quality and performance
Ensure Security: Protect against fraud, abuse, and security threats
Data Protection Standards
All third parties we work with are required to maintain appropriate security measures and use your data only for specified purposes. We implement contractual safeguards to protect your information during any sharing or processing activities.
5. Cookies and Tracking Technologies
Types of Cookies
We use several types of cookies:
Essential Cookies: Required for basic website functionality and security
Performance Cookies: Help us analyze website usage and improve performance
Functional Cookies: Remember your preferences and personalize your experience
Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness
Purpose of Cookies
Cookies help us:
Maintain Security: Protect against unauthorized access and security threats
Improve Performance: Optimize loading times and system responsiveness
Personalize Experience: Remember your settings and preferences
Analyze Usage: Understand how our services are used and where improvements can be made
Managing Cookies
You can control cookies through:
Browser Settings: Most browsers allow you to view, manage, and delete cookies
Opt-Out Tools: Industry-provided tools for managing advertising cookies
Please note that disabling certain cookies may affect the functionality of our services.
6. Data Security
Protection Measures
We implement comprehensive security measures to protect your data:
Encryption: Data is encrypted both in transit and at rest using industry-standard protocols
Access Controls: Strict authentication and authorization requirements for data access
Regular Monitoring: Continuous monitoring for security threats and vulnerabilities
Secure Infrastructure: Use of secure servers, firewalls, and intrusion detection systems
Employee Training: Regular security awareness training for all staff members
Security Limitations
While we implement robust security measures, please understand that:
No System is Perfect: No internet-based system can guarantee 100% security
Shared Responsibility: You play a role in protecting your information by using strong passwords and keeping login credentials secure
Prompt Reporting: Please report any suspected security incidents to us immediately
7. Your Privacy Rights
Access and Control
You have the right to:
Access: Request a copy of the personal information we hold about you
Correction: Update or correct inaccurate personal information
Deletion: Request deletion of your personal information, subject to legal and business requirements
Portability: Obtain a copy of your data in a commonly used, machine-readable format
Communication Preferences
You can:
Opt-Out: Unsubscribe from marketing emails and non-essential communications
SMS Management: Reply “STOP” to opt out of SMS communications
Preference Updates: Contact us to modify your communication preferences
Exercising Your Rights
To exercise any of these rights, please contact us using the information provided in the Contact section below. We will respond to your request within a reasonable timeframe and may need to verify your identity before processing your request.
8. Children’s Privacy
Age Restrictions
Our services are not intended for children under the age of 13. We do not knowingly collect, use, or disclose personal information from children under 13 without parental consent.
Parental Notification
If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete such information promptly. Parents who believe their child has provided personal information to us should contact us immediately.
COPPA Compliance
We are committed to complying with the Children’s Online Privacy Protection Act (COPPA) and other applicable laws regarding children’s privacy.
9. Changes to This Privacy Policy
Policy Updates
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
Update the Date: Revise the “Last Updated” date at the top of this policy
Provide Notice: Notify users of significant changes via email, SMS, or prominent website notice
Maintain Archives: Keep previous versions of our Privacy Policy available upon request
Your Continued Use
Your continued use of our services after any changes to this Privacy Policy constitutes acceptance of the updated terms. We encourage you to review this policy regularly to stay informed about how we protect your information.
10. Contact Information
Questions and Concerns
If you have any questions about this Privacy Policy or our privacy practices, please contact us:
Email: info@distinctparadigm.com
Phone: 816-343-4868
Mailing Address: Distinct Paradigm, LLC – 720 Main Street, Kansas City, MO 64105
Response Timeline
We will respond to privacy-related inquiries within 30 days of receipt. For urgent privacy concerns, please indicate this in your communication, and we will prioritize your request accordingly.
Privacy Officer
For complex privacy matters, you may also contact us through the contact information provided above.
This Privacy Policy is effective as of the date listed above and applies to all users of our services. Please review this policy carefully and contact us if you have any questions or concerns.