Privacy Policy

Effective Date: May 20, 2026

Last Updated: May 20, 2026

Milestone AI ("we," "us," or "our") respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, share, and protect information when you visit our website, contact us, book a demo, or use our services.

1. Information We Collect

Information You Provide Directly

  • Contact details — name, email, phone number, and business information you submit through booking forms, contact forms, or phone calls.
  • Demo and call data — when you call our AI demo line at (414) 261-3001 or book a strategy call, we collect what you tell our AI receptionist or sales rep, including business name, pain points, and appointment preferences.
  • Payment information — when you purchase a product, billing details are processed by our third-party payment processor (e.g., Stripe). We do not store full credit card numbers on our servers.
  • Account credentials — if you sign up for an account or platform integrations, we collect login credentials and authorization tokens you provide.

Information Collected Automatically

  • Cookies and tracking — we use cookies, the Meta Pixel, and analytics tools (e.g., Google Analytics) to understand how visitors interact with our site.
  • Device and usage data — IP address, browser type, pages visited, referring URLs, and time spent on pages.
  • Call recordings and transcripts — calls made to or by our AI receptionist (Mila, Sarah, Leo) may be recorded and transcribed for quality, training, and service-delivery purposes. We will disclose this verbally when applicable.

Information from Third Parties

  • If you arrive via paid ads (Meta, Google), we may receive aggregated information about the ad campaign, click source, and lead form data.
  • We integrate with services like ElevenLabs, Twilio, Google Workspace, and HeyGen, which may share usage data with us under their respective terms.

2. How We Use Your Information

  • To provide, deliver, and improve our services.
  • To respond to inquiries and book strategy calls or demos.
  • To send transactional communications (booking confirmations, service updates, support messages).
  • To send marketing communications, only where permitted by law and with your consent. You may unsubscribe at any time.
  • To detect, prevent, and address fraud, abuse, or security issues.
  • To comply with legal obligations and enforce our Terms of Service.

3. How We Share Your Information

We do not sell your personal information. We share data only with:

  • Service providers we rely on to operate the business — including ElevenLabs (voice AI), Twilio (phone/SMS), Google Workspace (email/calendar), HeyGen (avatar video), and payment processors. These providers handle data under their own privacy policies and contractual obligations to us.
  • Legal authorities when required by law, subpoena, or court order.
  • Business transfers in the event of merger, acquisition, or sale of assets, your information may transfer to the successor entity.

4. AI Call Recording and Voice Data

Calls placed to (414) 261-3001 (our Mila demo line) are answered by an AI agent. Calls may be recorded for quality and improvement. Voice data and transcripts are stored by our service providers (ElevenLabs, Twilio) under their respective privacy practices. If you do not wish to have your call recorded, please hang up.

For clients who deploy our AI receptionist (Mila, Sarah, Leo) to their own businesses, the client controls and is responsible for the calls and data routed through their deployment.

5. SMS / Text Message Communications

By providing your phone number to Milestone AI — whether through our website forms, AI demo calls, booking confirmations, or any other channel — you expressly consent to receive recurring SMS messages from us at the number provided.

Types of messages you may receive:

  • Appointment confirmations and reminders.
  • Demo booking confirmations.
  • Customer service responses to your inquiries.
  • Occasional promotional or educational content related to our AI services (only if you opt in to marketing messages — separate consent required).

Message frequency: Varies. Transactional messages are sent as needed (typically 1-5 per booking). Marketing messages, if opted in, are sent no more than 4 times per month.

Message and data rates: Standard message and data rates from your mobile carrier may apply. Milestone AI does not charge for messages, but your carrier may.

How to opt out: Reply STOP to any text message at any time to unsubscribe from all SMS communications. You will receive one final confirmation that you have been opted out.

How to get help: Reply HELP for assistance, or contact us at info@milestoneaisystems.com or (414) 312-5434.

Phone number sharing: Mobile phone numbers and SMS opt-in consent are NEVER sold, rented, or shared with third parties for marketing purposes. Phone numbers may be shared only with service providers strictly necessary to deliver the SMS (e.g., Twilio as our SMS gateway).

Carriers: Carriers are not liable for delayed or undelivered messages.

6. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

  • Remember your preferences.
  • Analyze how you use the site (Google Analytics or similar).
  • Measure ad performance (Meta Pixel, Google Ads conversion tracking).

You can control or disable cookies in your browser settings. Disabling some cookies may affect site functionality.

7. Data Retention

We retain personal information for as long as necessary to provide our services and for legitimate business or legal purposes. When data is no longer needed, we delete or anonymize it. Specific retention periods:

  • Call recordings — up to 12 months unless extended for compliance or legal reasons.
  • Customer account data — for the duration of your subscription plus 3 years.
  • Marketing leads — until you unsubscribe or for a maximum of 24 months without engagement.

8. Your Rights and Choices

Depending on your jurisdiction, you may have the right to:

  • Access the personal data we hold about you.
  • Request correction or deletion.
  • Opt out of marketing communications.
  • Withdraw consent for data processing.
  • Receive a copy of your data in a portable format.

To exercise these rights, email us at info@milestoneaisystems.com.

California Residents (CCPA): You have the right to know what personal information we collect, request deletion, and opt out of "sale" of personal information. We do not sell personal information.

EU/UK Residents (GDPR): We process data under legitimate interest, contract, consent, or legal obligation as applicable. You may contact our data protection point of contact at the email above.

9. Children's Privacy

Our services are intended for business owners and adults. We do not knowingly collect information from children under 16. If you believe we have collected such information, contact us and we will delete it.

10. Security

We use industry-standard administrative, technical, and physical safeguards to protect your information. However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

11. Third-Party Links

Our website may link to third-party sites. We are not responsible for their privacy practices. Please review their policies separately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page with a revised "Last Updated" date. Continued use of the service after changes means you accept the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this policy:

Milestone AI
Email: info@milestoneaisystems.com
Phone: (414) 312-5434
Website: milestoneaisystems.com