Data Categories We Process
Customer Business Data
- Account Information: Business name, contacts, billing details
- Configuration Data: Scripts, FAQs, escalation rules, integrations
- Branding Data: Voice preferences, tone guidelines, regional accents
Call and Interaction Data
- Call Recordings: Audio files of inbound/outbound calls
- Transcripts: Text versions of call conversations
- Call Metadata: Duration, timestamps, outcomes, routing data
- Caller Information: Phone numbers, caller ID data
Integration Data
- Calendar Data: Appointment availability and bookings
- CRM Data: Contact records, lead information, notes
- Workflow Data: Process outcomes and automated actions
Data Processing Purposes
Primary Service Delivery
We process data to deliver Dial Destiny, Custom Workflows, and Web4AI services—phone answering, appointment booking, lead capture, CRM updates, workflow automation, and website generation.
Service Improvement
We use aggregated and anonymized data to improve AI response accuracy, optimize performance, and enhance features.
Important: We do NOT use customer data to train third-party AI models, including Grok or any other external AI system.
Operational Purposes
We process data to generate usage reports, provide technical support, monitor system performance, conduct security monitoring, and maintain backups.
AI and Machine Learning
Dial Destiny, Custom Workflows, and Web4AI use Grok (by xAI) and other AI platforms for real-time processing—speech, natural language understanding, intent recognition, response generation, and workflow automation.
Our AI Data Commitments:
- Customer data is NOT used to train Grok or any third-party AI models
- Customer data is NOT shared with AI providers for their model improvement
- Customer data remains isolated and protected at all times
- AI providers are contractually bound to process data solely for our Service
Data Retention Schedule
| Data Category | Retention Period |
|---|---|
| Call Recordings | 7 years |
| Call Transcripts | 7 years |
| Call Metadata | 7 years |
| Account Information | Duration of agreement + 7 years |
| Configuration Data | Duration of agreement |
| Usage Reports | 7 years |
| System Logs | 90 days |
The 7-year retention period aligns with IRS business record requirements, state statute of limitations for contract disputes, and industry best practices for telecommunications records.
Data Deletion
You may request deletion of your data at any time by submitting a written request to hello@midwestaisolutions.com. Upon receiving a valid request:
- We will delete or anonymize your data within 90 days
- We will provide written confirmation of deletion
- Deletion applies across all systems, including backups (subject to rotation)
We may retain data despite a deletion request when required by law or to establish, exercise, or defend legal claims.
Data Export
Upon contract termination, you have 30 days to request export of your data. We provide exports in standard formats:
- Call recordings: MP3/WAV format
- Transcripts: Text/JSON format
- Configuration data: JSON format
- Usage reports: CSV format
Export provided within 15 business days. Reasonable fees may apply for custom formatting or expedited delivery.
Data Security Measures
Data Isolation
Each customer's data is logically isolated. No commingling of customer data. Access controls prevent cross-customer access.
Encryption
Data encrypted in transit (TLS 1.2+) and at rest (AES-256 or equivalent). Industry-standard key management.
Access Controls
Role-based access control (RBAC). Multi-factor authentication required for all personnel. Least-privilege principle enforced.
Infrastructure Security
Enterprise-grade cloud hosting. Regular security assessments. Intrusion detection and monitoring. 24/7 security operations.
Backup and Recovery
Monthly full backups. Geographically separate storage. Encrypted backups. Target recovery time: 24-48 hours.
Sub-Processors
We use sub-processors for various operational functions. All sub-processors must enter into data processing agreements, maintain appropriate security measures, and use data only for specified purposes.
| Category | Purpose |
|---|---|
| AI Platform Provider (xAI) | Real-time call processing |
| Cloud Hosting Provider | Infrastructure and storage |
| Telecommunications Carriers | Call routing and delivery |
| Payment Processors | Billing and payments |
| Calendar/CRM Providers | Integration services |
Your Responsibilities
- Data Accuracy: Provide accurate and complete information; update when changes occur
- Consents: Obtain necessary consents from individuals whose data is processed
- Compliance: Ensure TCPA compliance for outbound calls; follow call recording consent laws
- Prohibited Data: Do not provide SSNs, financial account numbers, or health information unless properly secured and agreed upon
Audit Rights
You may request an audit of our data handling practices once per calendar year with 30 days' advance written notice. We may satisfy audit requests through security questionnaire responses, documentation, or third-party audit reports.
Incident Response
In the event of a data breach affecting your data, we will notify you within 72 hours of discovery, including the nature of the breach, data affected, and remediation steps.
Data Requests
For questions about this Data Use Policy or to exercise your data rights:
Midwest AI Solutions LLC
30 N Gould St, Ste N
Sheridan, Wyoming 82801
Email: hello@midwestaisolutions.com
Phone: (312) 819-8454
This Data Use Policy supplements our Privacy Policy and is incorporated by reference into the Dial Destiny Service Agreement.