PRIVACY POLICY
Transactport iT LLC - Magic Voice Receptionist
Last Updated: January 20, 2026 | Effective Date: January 20, 2026
QUICK SUMMARY
This Privacy Policy explains how Transactport iT LLC ("we," "us," "our") collects, uses, and protects your information when you use Magic Voice Receptionist and visit our website.
Key Points:
✓ We do NOT sell your personal information – Your data is never sold to third parties
✓ Industry-standard security – We use encryption, access controls, and regular security audits
✓ You control your data – You have rights to access, delete, and manage your information
✓ Full compliance – We comply with GDPR, CCPA, and HIPAA (for healthcare clients)
✓ Transparent practices – We clearly explain what data we collect and why
Questions about your privacy? Contact us at: [email protected]
TABLE OF CONTENTS
Introduction
Information We Collect
How We Collect Information
How We Use Your Information
Legal Bases for Processing (GDPR)
How We Share Your Information
Data Security and Protection
Data Retention
Your Privacy Rights
Cookies and Tracking
Third-Party Services
International Data Transfers
Children's Privacy
California Privacy Rights (CCPA)
European Privacy Rights (GDPR)
Healthcare Data (HIPAA)
Changes to This Policy
Contact Us
1. INTRODUCTION
1.1 Who We Are
Transactport iT LLC ("we," "us," "our," or "Transactport") operates Magic Voice Receptionist, a 24/7 AI-powered call answering and appointment booking service designed for small businesses.
Company Information:
Legal Name: Transactport iT LLC
Service Name: Magic Voice Receptionist
Website: www.transactportit.com, https://mymagicsuite.com
Contact: [email protected]
1.2 Our Commitment to Privacy
We are committed to protecting your privacy and handling your personal information with care and respect. This Privacy Policy explains:
What information we collect and why
How we use and protect that information
Your rights regarding your information
How to contact us with privacy questions or concerns
1.3 Scope of This Policy
This Privacy Policy applies to:
Our website (www.transactportit.com)
Magic Voice Receptionist service and platform
Mobile applications (if applicable)
Customer support interactions
Marketing communications
1.4 Your Consent
By using our service, you consent to the collection, use, and sharing of your information as described in this Privacy Policy. If you do not agree, please do not use our service.
2. INFORMATION WE COLLECT
We collect several types of information from and about users of our service.
2.1 Information You Provide Directly
Account Information:
Full name
Email address
Phone number (business and/or mobile)
Company/business name
Business address
Industry/business type
Job title or role
Payment Information:
Credit card number (processed securely through our payment processor)
Billing address
Payment history
Subscription plan details
Account Credentials:
Username
Password (encrypted and never stored in plain text)
Security questions and answers (if applicable)
Service Configuration:
Business hours and schedule
Services offered by your business
Pricing information for your services
Frequently asked questions and answers
Call handling preferences and rules
Appointment booking preferences
Custom scripts and conversation flows
Voicemail greetings
Communications with Us:
Support tickets and inquiries
Chat messages with customer support
Email correspondence
Phone call recordings (when you contact us)
Feedback and survey responses
Reviews and testimonials
2.2 Information Collected Automatically Through the Service
Call Data:
Inbound caller phone numbers
Call date, time, and duration
Call recordings (complete audio of conversations)
Call transcripts (text versions of conversations)
Caller intent and inquiry type
Call outcomes (appointment booked, information provided, etc.)
Call quality metrics
Appointment and Lead Data:
Appointment details (date, time, service type, notes)
Lead information captured during calls (name, contact info, inquiry details)
Calendar availability data
Booking confirmations and reminders sent
Service Usage Data:
Number of calls handled
Peak call times
Most common inquiries
Conversion rates (calls to appointments)
Features used and frequency
Login frequency and session duration
Error logs and troubleshooting data
Text Message (SMS) Data:
SMS messages sent and received through our service
Phone numbers involved in SMS communications
Message content and timestamps
Delivery status
2.3 Information Collected Automatically About You
Device Information:
IP address
Browser type and version
Operating system
Device type (desktop, mobile, tablet)
Screen resolution
Language preferences
Time zone
Website Usage Information:
Pages visited on our website
Time spent on pages
Click behavior and navigation paths
Referring website or source
Search queries used to find our website
Date and time of visits
Location Information:
Geographic location based on IP address (city, state, country)
Business location (as provided by you)
2.4 Information from Third-Party Sources
When you connect third-party services to Magic Voice Receptionist (with your permission), we may collect:
CRM Integration Data:
Contact information from GoHighLevel (GHL)
Customer relationship history
Deal and opportunity data
Custom fields and tags
Calendar Integration Data:
Availability from Google Calendar, Outlook, or other calendar services
Appointment details
Meeting participants
Calendar preferences
Payment Processor Information:
Transaction history from Stripe, PayPal, or other payment processors
Payment method verification
Fraud detection data
2.5 Information About Your Customers (End Users)
When your customers call Magic Voice Receptionist, we collect:
Caller name (as provided by caller ID or stated during call)
Caller phone number
Caller inquiry details
Caller appointment preferences
Any information the caller voluntarily provides
Important: Your customers' information is processed on your behalf. You are the data controller, and we are the data processor. See Section 16 for healthcare-specific information if you serve healthcare clients.
3. HOW WE COLLECT YOUR INFORMATION
3.1 Direct Collection
We collect information directly from you when you:
Create an account or sign up for our service
Update your account information
Configure your AI receptionist settings
Submit a contact form on our website
Subscribe to our newsletter or marketing emails
Participate in surveys or provide feedback
Contact customer support
Make a payment
3.2 Automatic Collection
We automatically collect information through:
Cookies and similar tracking technologies on our website
Server logs when you access our service
Call recordings when Magic Voice handles calls to your business
Analytics tools that track service usage
Error reporting and diagnostic tools
3.3 Third-Party Collection
We receive information from third parties including:
CRM systems you connect to our service (E.g. GHL)
Calendar applications you integrate (Google Calendar, Outlook, etc.)
Payment processors when you make transactions (Stripe, PayPal)
Social media platforms if you use social login
Third-party analytics providers (Google Analytics)
Public databases for business verification
4. HOW WE USE YOUR INFORMATION
4.1 To Provide and Improve Our Service
Service Delivery:
Provide Magic Voice Receptionist functionality
Answer incoming calls to your business 24/7
Schedule appointments on your calendar
Capture and qualify leads
Send SMS confirmations and reminders
Generate call transcripts and summaries
Route calls based on your preferences
Integrate with your CRM and other business tools
Service Improvement:
Analyze service performance and identify issues
Improve AI voice quality and conversation flow
Develop new features and functionality
Conduct testing and quality assurance
Train and improve our AI models
Optimize call handling and accuracy
Account Management:
Create and maintain your account
Authenticate your identity
Provide customer support
Send service notifications and updates
Process subscription changes
4.2 For Business Operations
Billing and Payments:
Process subscription payments
Generate invoices and receipts
Manage subscription renewals
Handle refund requests
Prevent payment fraud
Legal and Compliance:
Comply with legal obligations
Enforce our Terms of Service
Respond to legal requests (subpoenas, court orders)
Protect our legal rights
Prevent fraud and abuse
Ensure platform security
Business Analytics:
Understand how customers use our service
Identify usage trends and patterns
Measure customer satisfaction
Conduct market research
Evaluate business performance
4.3 For Marketing and Communications
With Your Consent:
Send promotional emails and newsletters
Share product updates and announcements
Offer special promotions and discounts
Conduct customer surveys
Request reviews and testimonials
Display personalized advertisements
Service Communications (No Consent Required):
Send transactional emails (receipts, confirmations)
Provide service updates and security alerts
Send important account notifications
Respond to your inquiries
4.4 For Security and Safety
Detect and prevent security threats
Investigate suspicious activity
Prevent unauthorized access
Monitor for abuse and fraud
Protect our systems and infrastructure
Ensure data integrity
5. LEGAL BASES FOR PROCESSING (GDPR)
For users in the European Economic Area (EEA), United Kingdom, and Switzerland, we process your personal data based on the following legal grounds:
5.1 Performance of Contract
We process your information to fulfill our contract with you (Terms of Service), including:
Providing Magic Voice Receptionist service
Processing payments
Delivering customer support
5.2 Legitimate Interests
We process your information based on our legitimate business interests, including:
Improving our service and developing new features
Preventing fraud and ensuring security
Marketing to existing customers
Conducting business analytics
Protecting our legal rights
We balance these interests against your rights and do not process your data if your interests override ours.
5.3 Legal Obligation
We process your information to comply with legal requirements, including:
Tax and accounting obligations
Response to lawful requests from authorities
Regulatory compliance (e.g., HIPAA for healthcare clients)
5.4 Consent
For certain processing activities, we rely on your explicit consent, including:
Marketing communications (where required by law)
Non-essential cookies
Sharing data with specific third parties
Processing sensitive information (where applicable)
You may withdraw consent at any time without affecting the lawfulness of processing based on consent before withdrawal.
6. HOW WE SHARE YOUR INFORMATION
6.1 We Do NOT Sell Your Personal Information
We do not and will never sell your personal information to third parties.
6.2 Service Providers and Vendors
We share information with trusted third-party service providers who help us operate our business:
Cloud Infrastructure:
Amazon Web Services (AWS) – Cloud hosting and storage
Google Cloud Platform – Data processing and storage
Microsoft Azure – Backup and redundancy
AI and Voice Technology:
AI voice processing providers (for natural language understanding)
Text-to-speech and speech-to-text services
Machine learning infrastructure providers
Payment Processing:
Stripe – Credit card processing
PayPal – Alternative payment processing
Payment fraud detection services
Analytics and Marketing:
Google Analytics – Website analytics
Facebook Pixel – Advertising analytics
[YOUR MARKETING AUTOMATION TOOL] – Marketing automation
All service providers:
Are bound by contractual obligations to protect your information
Can only use your information for specified purposes
Must maintain adequate security measures
Are prohibited from selling your information
6.3 Business Partners (With Your Permission)
When you connect third-party integrations, we share data with:
CRM systems (HubSpot, Salesforce, Pipedrive, etc.)
Calendar applications (Google Calendar, Outlook, etc.)
Other business tools you choose to integrate
You control these integrations and can disconnect them at any time from your account settings.
6.4 Legal Requirements and Protection
We may disclose your information when required by law or to protect our rights:
Legal Compliance:
In response to subpoenas, court orders, or legal processes
To comply with government or regulatory requests
As required by applicable laws and regulations
Rights Protection:
To enforce our Terms of Service
To investigate potential violations
To protect our property and rights
To protect the safety of our users or public
Fraud Prevention:
To detect, prevent, or investigate fraud
To address security or technical issues
To prevent harm to our systems
6.5 Business Transfers
In the event of a merger, acquisition, reorganization, sale of assets, or bankruptcy:
Your information may be transferred to the acquiring entity
You will be notified via email and/or website notice
The new entity will be bound by this Privacy Policy
You will have options regarding your information
6.6 Aggregate and De-Identified Data
We may share aggregate, anonymized, or de-identified data that cannot identify you:
Industry reports and statistics
Service performance metrics
Research and analysis
Marketing materials
Example: "Our AI receptionist handles over 2.5 million calls annually with a 99.9% accuracy rate."
7. DATA SECURITY AND PROTECTION
7.1 Our Security Commitment
We take data security seriously and implement industry-standard measures to protect your information.
7.2 Technical Security Measures
Encryption:
In Transit: All data transmitted between your browser and our servers is encrypted using TLS 1.2+ (Transport Layer Security)
At Rest: All stored data is encrypted using AES-256 encryption
Call recordings are encrypted both in transit and at rest
Access Controls:
Multi-factor authentication (MFA) for employee access
Role-based access control (RBAC) – employees only access data necessary for their job
Regular access reviews and audits
Automatic session timeouts
IP whitelisting for sensitive operations
Network Security:
Firewalls protecting our infrastructure
Intrusion detection and prevention systems
DDoS protection
Network segmentation to isolate sensitive data
Regular vulnerability scanning
Application Security:
Secure coding practices and code reviews
Regular security testing and penetration testing
Input validation and sanitization
Protection against common vulnerabilities (SQL injection, XSS, CSRF)
Web application firewall (WAF)
7.3 Organizational Security Measures
Employee Training:
Mandatory security awareness training for all employees
Privacy and data protection training
Regular updates on security best practices
Confidentiality agreements for all staff
Incident Response:
Documented incident response plan
24/7 security monitoring
Rapid response team for security incidents
Procedures for notification in case of breach
7.4 Compliance and Certifications
We maintain compliance with:
GDPR (General Data Protection Regulation)
CCPA (California Consumer Privacy Act)
HIPAA (for healthcare clients) – See Section 16
SOC 2 Type II [IN PROGRESS or COMPLETED - UPDATE AS NEEDED]
PCI DSS (for payment card data)
Regular Audits:
Annual third-party security audits
Quarterly internal security reviews
Ongoing compliance monitoring
7.5 Data Backup and Recovery
Automated daily backups of all data
Geographic redundancy (data stored in multiple locations)
Regular backup testing and restoration drills
Disaster recovery plan
7.6 Limitations
No system is 100% secure. While we implement robust security measures, we cannot guarantee absolute security.
You are responsible for:
Keeping your account credentials confidential
Using a strong, unique password
Notifying us immediately of any unauthorized access
Maintaining security of your own devices and networks
8. DATA RETENTION
8.1 How Long We Keep Your Information
We retain your information only as long as necessary to fulfill the purposes described in this Privacy Policy.
8.2 Retention Periods by Data Type
Account Information:
Active accounts: Retained for the duration of your subscription
Cancelled accounts: Retained for 90 days after cancellation, then deleted
Exception: Some information may be retained longer for legal compliance (e.g., payment records for tax purposes)
Call Recordings and Transcripts:
Standard retention: 90 days from call date
Extended retention: Available upon request for compliance or legal reasons
Deletion: Automatically deleted after retention period expires
Customer control: You can request earlier deletion at any time
Appointment and Lead Data:
Active data: Retained while your account is active
Historical data: Retained for 90 days after account cancellation
Exceptions: Data may be retained longer if required for legal or contractual obligations
Payment Information:
Transaction records: Retained for 7 years for tax and accounting purposes
Credit card data: Not stored by us (handled by payment processors)
Invoices and receipts: Retained for 7 years
Marketing Data:
Email subscribers: Retained until you unsubscribe + 30 days
Opted-out contacts: Suppression list maintained indefinitely to prevent re-contact
Analytics data: Aggregate data may be retained indefinitely
Support Communications:
Support tickets: Retained for 3 years for quality assurance and training
Chat transcripts: Retained for 1 year
8.3 Legal and Compliance Retention
We may retain information longer when required by law or to:
Comply with legal obligations (e.g., tax records)
Resolve disputes or enforce agreements
Protect against fraud or security threats
Defend legal claims
8.4 Deletion Requests
You can request deletion of your information at any time by contacting [email protected]
Please note:
Deletion is typically completed within 30 days
Some information may be retained in backup systems for up to 90 additional days
Certain information may be retained for legal compliance
Aggregate, de-identified data may be retained indefinitely
9. YOUR PRIVACY RIGHTS
9.1 Rights Available to All Users
Regardless of your location, you have the following rights:
Right to Access:
Request a copy of your personal information
Receive information about how we process your data
Right to Correction:
Request correction of inaccurate information
Update your account information directly in your account settings
Right to Deletion:
Request deletion of your personal information
Subject to legal retention requirements
Right to Opt-Out:
Unsubscribe from marketing emails
Opt-out of certain data processing activities
Right to Data Portability:
Receive your data in a machine-readable format
Transfer your data to another service
9.2 Additional Rights for EU/EEA/UK Users (GDPR)
See Section 15 for comprehensive GDPR rights including right to restriction, right to object, and right to lodge a complaint with a supervisory authority.
9.3 Additional Rights for California Users (CCPA)
See Section 14 for comprehensive CCPA rights including right to know, right to delete, and right to non-discrimination.
9.4 How to Exercise Your Rights
To exercise any of these rights:
Email: [email protected] Subject Line: "Privacy Rights Request - [Your Name]"
Include in your request:
Your full name
Email address associated with your account
Specific right you wish to exercise
Any additional details to help us locate your information
Verification: We will verify your identity before processing your request to protect your information.
Response Time:
We will respond within 30 days (GDPR) or 45 days (CCPA)
We may extend the deadline if needed, with notification
No Discrimination: We will not discriminate against you for exercising your privacy rights.
10. COOKIES AND TRACKING TECHNOLOGIES
10.1 What Are Cookies?
Cookies are small text files stored on your device when you visit our website. They help us provide a better experience and understand how you use our service.
10.2 Types of Cookies We Use
Strictly Necessary Cookies (Essential):
Purpose: Required for website functionality
Examples: Session cookies, security cookies, login authentication
Can be disabled: No (website won't function properly)
Duration: Session or up to 1 year
Performance Cookies (Analytics):
Purpose: Help us understand website usage and performance
Examples: Google Analytics, error tracking
Can be disabled: Yes
Duration: Up to 2 years
Data collected: Pages visited, time on site, bounce rate, device type
Functional Cookies (Preferences):
Purpose: Remember your preferences and settings
Examples: Language preference, timezone, UI customization
Can be disabled: Yes (but may affect experience)
Duration: Up to 1 year
Targeting/Advertising Cookies (Marketing):
Purpose: Deliver relevant advertisements and measure ad performance
Examples: Facebook Pixel, Google Ads retargeting
Can be disabled: Yes
Duration: Up to 90 days
Data collected: Pages visited, products viewed, ad interactions
10.3 Specific Cookies We Use
First-Party Cookies (Our Cookies):
session_id – Authentication (Necessary)
user_preferences – Settings (Functional)
consent_status – Cookie consent choice (Necessary)
Third-Party Cookies:
Google Analytics (_ga, gid, gat) – Website analytics
Facebook Pixel (_fbp, _fbc) – Ad tracking and retargeting
Stripe (various) – Payment processing
10.4 Managing Cookies
Browser Controls: You can control cookies through your browser settings:
Chrome: Settings → Privacy and Security → Cookies
Firefox: Preferences → Privacy & Security → Cookies
Safari: Preferences → Privacy → Cookies
Edge: Settings → Privacy → Cookies
Opt-Out Options:
Google Analytics Opt-Out: https://tools.google.com/dlpage/gaoptout
Facebook Ad Preferences: https://www.facebook.com/ads/preferences
Network Advertising Initiative Opt-Out: https://optout.networkadvertising.org/
Impact of Disabling Cookies:
Website may not function properly
You may need to re-enter login information
Preferences won't be remembered
We can't provide a personalized experience
For detailed information about our cookie usage, see our full Cookie Policy.
11. THIRD-PARTY SERVICES AND INTEGRATIONS
11.1 Third-Party Links
Our website and service may contain links to third-party websites and services. We are not responsible for the privacy practices of these third parties.
When you click on third-party links:
You leave our service
Our Privacy Policy no longer applies
You are subject to the third party's privacy policy
We recommend reviewing the privacy policies of any third-party sites you visit.
11.2 Integrations You Control
You can connect Magic Voice Receptionist with third-party services:
CRM Systems:
HubSpot
Salesforce
Pipedrive
Zoho CRM
Other CRM platforms
Calendar Services:
Google Calendar
Microsoft Outlook
Apple Calendar
Other calendar applications
When you connect these services:
You authorize data sharing between our service and the third party
The third party's privacy policy governs how they handle your data
You can disconnect integrations at any time from your account settings
11.3 Payment Processors
Stripe and PayPal:
We use Stripe and PayPal to process payments
They collect payment information directly (we do not store full credit card numbers)
Subject to their respective privacy policies: Stripe Privacy Policy: https://stripe.com/privacy PayPal Privacy Policy: https://www.paypal.com/privacy
11.4 Analytics and Advertising
Google Analytics:
Tracks website usage and behavior
Google Analytics Privacy Policy: https://policies.google.com/privacy
Opt-out: https://tools.google.com/dlpage/gaoptout
Facebook Pixel:
Tracks ad performance and enables retargeting
Facebook Data Policy: https://www.facebook.com/privacy
Manage: https://www.facebook.com/ads/preferences
12. INTERNATIONAL DATA TRANSFERS
12.1 Where We Operate
Transactport iT LLC is based in the United States. Our servers and data centers are primarily located in the United States.
12.2 Transfers to the United States
If you are located outside the United States:
Your information will be transferred to and processed in the United States
The United States may have different data protection laws than your country
By using our service, you consent to this transfer
12.3 Safeguards for International Transfers
We implement appropriate safeguards to protect your information during international transfers:
For EU/EEA/UK Users:
Standard Contractual Clauses (SCCs): We use European Commission-approved SCCs with our service providers
Adequacy Decisions: We may transfer to countries with adequacy decisions
Additional Safeguards: Encryption, access controls, and security measures
For Other Jurisdictions:
Contractual protections with service providers
Technical and organizational security measures
Compliance with applicable data protection laws
12.4 Data Processing Locations
Your data may be processed in the following locations:
Primary: United States (AWS US regions)
Backup: [SPECIFY IF YOU HAVE EU BACKUP LOCATIONS]
Service Providers: Various locations as listed in Section 6.2
13. CHILDREN'S PRIVACY
13.1 Age Restriction
Magic Voice Receptionist is not intended for children under 13 years of age (or under 16 in the European Economic Area).
13.2 No Knowing Collection
We do not knowingly collect personal information from children under 13 (or 16 in the EEA).
13.3 If We Learn of Child Data
If we discover that we have collected information from a child:
We will delete it immediately
We will not use or share the information
We will take steps to prevent future collection
13.4 Parental Rights
If you are a parent or guardian and believe your child has provided us with personal information:
Contact us immediately at [email protected]
We will promptly delete the information
We may require verification of your identity
14. CALIFORNIA PRIVACY RIGHTS (CCPA)
14.1 Scope
This section applies to California residents under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA).
14.2 Your CCPA Rights
Right to Know:
You have the right to request:
Categories of personal information we collect
Categories of sources from which we collect information
Business or commercial purpose for collection
Categories of third parties with whom we share information
Specific pieces of personal information we have about you
Right to Delete:
You have the right to request deletion of your personal information, subject to certain exceptions.
Right to Opt-Out of Sale:
We do NOT sell your personal information.
We do not and will never sell your data for monetary consideration.
Right to Non-Discrimination:
We will not discriminate against you for exercising your CCPA rights by:
Denying goods or services
Charging different prices or rates
Providing different quality of service
Right to Correction:
You have the right to request correction of inaccurate personal information.
14.3 Categories of Personal Information We Collect
Under CCPA, we collect the following categories:
A. Identifiers:
Examples: Real name, email address, phone number, business name, IP address
Collected from: You directly, automatically through service
Purpose: Service delivery, account management
Shared with: Service providers
B. Commercial Information:
Examples: Subscription plan, payment history, transaction records
Collected from: You directly, payment processors
Purpose: Billing, service delivery
Shared with: Payment processors, accounting services
C. Internet/Network Activity:
Examples: Website browsing history, search queries, interaction with service
Collected from: Automatically through cookies and analytics
Purpose: Service improvement, analytics
Shared with: Analytics providers
D. Audio Information:
Examples: Call recordings when using Magic Voice Receptionist
Collected from: Automatically during service use
Purpose: Service delivery, quality improvement
Shared with: AI processing providers (service providers only)
E. Professional Information:
Examples: Business type, industry, job title
Collected from: You directly
Purpose: Service customization
Shared with: Service providers
F. Inferences:
Examples: Preferences, behavior patterns, usage trends
Collected from: Analytics and service usage
Purpose: Personalization, service improvement
Shared with: Analytics providers
14.4 How to Exercise Your CCPA Rights
Submit a Request:
Email: [email protected] Subject: "CCPA Request - [Your Name]"
Include:
Your full name
Email address associated with your account
California residence confirmation
Specific request (know, delete, correct, opt-out)
Verification: To protect your information, we will verify your identity by matching information you provide with information in our records.
Response Time:
We will respond within 45 days
May extend by additional 45 days if needed (with notice)
14.5 Sale of Personal Information
We do NOT sell your personal information as defined by CCPA.
We have not sold personal information in the past 12 months and do not intend to sell personal information in the future.
15. EUROPEAN PRIVACY RIGHTS (GDPR)
15.1 Scope
This section applies to individuals in the European Economic Area (EEA), United Kingdom, and Switzerland under the General Data Protection Regulation (GDPR) and UK GDPR.
15.2 Data Controller and Representative
Data Controller: Transactport iT LLC [YOUR BUSINESS ADDRESS] Email: [email protected]
EU Representative (if applicable): [EU REPRESENTATIVE DETAILS IF YOU HAVE ONE]
15.3 Your GDPR Rights
Right of Access (Article 15):
Obtain confirmation of whether we process your data
Access your personal data
Receive information about processing activities
Right to Rectification (Article 16):
Correct inaccurate personal data
Complete incomplete personal data
Right to Erasure / "Right to be Forgotten" (Article 17):
Request deletion of your personal data
Subject to legal exceptions
Right to Restriction of Processing (Article 18):
Limit how we process your data in certain circumstances
Right to Data Portability (Article 20):
Receive your data in a structured, machine-readable format
Transmit your data to another controller
Right to Object (Article 21):
Object to processing based on legitimate interests
Object to direct marketing at any time
Object to processing for scientific or historical research
Right to Withdraw Consent:
Where processing is based on consent, withdraw at any time
Does not affect lawfulness of processing before withdrawal
Right to Lodge a Complaint:
File a complaint with your national supervisory authority
List of authorities: https://edpb.europa.eu/about-edpb/board/members_en
15.4 How to Exercise Your GDPR Rights
Submit a Request:
Email: [email protected] Subject: "GDPR Request - [Your Name]"
Include:
Your full name and contact information
Specific right you wish to exercise
Any information to help us locate your data
Response Time: We will respond within 1 month (may extend by 2 additional months for complex requests, with notice).
Free of Charge: Requests are generally free. We may charge a reasonable fee for manifestly unfounded or excessive requests.
16. HEALTHCARE DATA (HIPAA)
16.1 HIPAA Compliance for Healthcare Clients
If you are a healthcare provider subject to HIPAA (Health Insurance Portability and Accountability Act), we can serve as your Business Associate.
16.2 Business Associate Agreement (BAA)
What is a BAA: A legally required contract between covered entities and business associates that handle Protected Health Information (PHI).
Our HIPAA Services: When you sign a BAA with us:
We implement additional security controls for PHI
We limit use and disclosure of PHI to permitted purposes
We report security incidents and breaches as required
We ensure our subcontractors also sign BAAs
How to Request a BAA:
Email: [email protected] Subject: "BAA Request - [Practice Name]"
16.3 Protected Health Information (PHI)
PHI May Include:
Patient names and contact information
Health conditions or symptoms discussed during calls
Appointment details
Insurance information
Medical record numbers
How We Protect PHI:
Encryption at rest and in transit (AES-256, TLS 1.2+)
Access controls and authentication
Audit logs of all PHI access
Regular risk assessments
Employee HIPAA training
Secure data centers
16.4 Permitted Uses of PHI
Under our BAA, we use PHI only for:
Treatment Support: Handling appointment scheduling and patient inquiries
Healthcare Operations: Improving AI receptionist for healthcare settings
As Required by Law: Complying with legal obligations
As Directed by You: Following your specific instructions
16.5 Breach Notification
In the event of a breach of PHI:
We will notify you within 24-48 hours of discovery
Provide details of the breach and affected individuals
Cooperate with your breach response and notification obligations
Document the incident in compliance with HIPAA
16.6 Non-Healthcare Clients
If you are not a healthcare provider:
HIPAA does not apply to your use of our service
Standard privacy and security measures apply
No BAA is required
17. CHANGES TO THIS PRIVACY POLICY
17.1 Updates and Modifications
We may update this Privacy Policy from time to time to reflect:
Changes in our practices
New features or services
Legal or regulatory requirements
Technological developments
17.2 How We Notify You
For Material Changes:
Email notification to your registered email address
Prominent notice on our website for 30 days
In-app notification when you log in
Updated "Last Updated" date at the top of this policy
For Minor Changes:
Updated "Last Updated" date
Notice on website (may not be prominent)
17.3 Your Acceptance
Continued use of our service after changes constitutes acceptance of the updated Privacy Policy.
If you do not agree to the changes:
You may discontinue use of the service
You may request deletion of your account
For material changes, we may require affirmative consent before continued use
17.4 Review Regularly
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
18. CONTACT US
18.1 Privacy Questions and Requests
For any questions, concerns, or requests regarding this Privacy Policy or our privacy practices:
Email (Preferred): [email protected]
Mail: Transactport iT LLC Attn: Privacy Officer 3343 Peachtree Rd NE Ste 145-2040, Atlanta, GA 30326, USA.
Phone: +1 (888) 299-1623 Monday-Friday, 9:00 AM - 5:00 PM EST
18.2 Specific Contact Information
For HIPAA-Related Inquiries: Email: [email protected] Subject: "HIPAA/BAA Request"
For Data Protection Requests (GDPR/CCPA): Email: [email protected] Subject: "Privacy Rights Request - [Your Name]"
For Security Incidents: Email: [email protected] Subject: "URGENT: Security Incident"
For General Support: Email: [email protected]
18.3 Response Time
We strive to respond to all privacy inquiries within:
General questions: 5 business days
GDPR requests: 30 days
CCPA requests: 45 days
Security incidents: 24-48 hours
QUESTIONS ABOUT YOUR PRIVACY?
We're here to help. Contact our Privacy Officer:
Email: [email protected]
Phone: +1 (888) 299-1623
Mail: Transactport iT LLC Attn: Privacy Officer 3343 Peachtree Rd NE Ste 145-2040, Atlanta, GA 30326, USA.
Response Time: Within 5 business days
Transactport iT LLC
Magic Voice Receptionist
“Never miss another customer.”
Security & Compliance:
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Contact
📍 3343 Peachtree Rd NE Ste 145-2040, Atlanta, GA 30326, USA.
📞 +1 (888) 299-1623
✉️ [email protected]
© 2026 Transactport iT LLC. All Rights Reserved.