Security & Privacy

Last updated: January 2026

At ProAI, your calls, your customers' information, and your business data are things we take seriously. This page explains — in plain English — how we handle your data, how it's protected, how call recordings and retention work, who our infrastructure partners are, and how to reach us with a security question or concern.

If you're an IT or security reviewer, we've organized this so you can find what you need quickly. If anything you need isn't here, contact us at security@proai.tech and we'll help.

01How ProAI works (and where your data lives)

ProAI is a managed AI reception service for home-services contractors. When a call comes in, our system answers it, understands the caller, captures the details, and books or routes the call according to the rules you set. To do that, we rely on established, enterprise-grade infrastructure partners for the underlying AI, voice, and telephone network.

In practical terms: your business configuration and call data are handled by ProAI and processed through our infrastructure partners' secure systems. We maintain our own record of your account details, settings, and call outcomes so your business information stays under ProAI's control, not locked inside any single vendor.

02Our security foundation

Security foundation

ProAI is built on enterprise-grade infrastructure. Our core platform and infrastructure partners maintain industry-recognized certifications and safeguards, including ISO 27001 (information security management), ISO 9001 (quality management), HIPAA-compliant infrastructure, and AES-256 encryption. These certifications and safeguards are held and maintained by our infrastructure and platform partners, and ProAI's services are built on top of that certified foundation.

03How your data is protected

Encryption. Data is protected with strong encryption, including AES-256 encryption for data at rest, provided through our infrastructure partners. Data in transit is protected using industry-standard TLS.
Access control. Access to customer data is limited to the people who need it to operate and support the service, and is protected by authentication controls.
Trusted infrastructure. We run on infrastructure from providers that maintain their own security programs and certifications (see "Our security foundation" above and "Subprocessors" below).
No selling of data. We do not sell your data or your customers' data, and we do not share personal information with third parties for their own marketing or advertising.

04Call recordings and transcripts

Recording and transcribing calls is a core function of the service — it's how we give you accurate call summaries, booked-job details, and a record of what happened on every call.

What we record. Inbound calls handled by ProAI may be recorded and transcribed so we can capture the caller's request, book the job, and give you a summary.
Your responsibility as the business. You are responsible for providing any legally required notice to your callers and obtaining any consent required under applicable call-recording laws. These laws vary by state — some require that all parties consent to recording. We configure your ProAI agent to support appropriate call-recording disclosure; you remain responsible for compliance in your jurisdiction.
Access. Recordings, transcripts, and summaries are made available to you through your account. Access on our side is limited to operating and supporting the service.

05Data retention

We keep data only as long as it's needed to provide the service, support your account, meet legal obligations, and maintain the call records you rely on.

Call recordings and transcripts are retained for 24 months by default. Retention can be discussed and configured for your account.
Account and configuration data is retained for the life of your account and for a reasonable period afterward as required for legal, tax, and business-continuity purposes.
On termination, we retain data only as required by law or legitimate business need, and take reasonable steps to delete or de-identify data that is no longer needed. You can request information about deletion by contacting us.

06Subprocessors and infrastructure partners

ProAI relies on trusted third-party providers ("subprocessors") to operate the service. They process data only to provide services to us, under their own security programs, and are not permitted to use your data for their own purposes. Our subprocessors include providers of:

AI answering platform and infrastructure — the platform that operates the AI agents, call handling, and account portal.
Telecommunications / carrier services — providing phone numbers and carrying calls.
AI model, voice synthesis, and speech-to-text services — powering the AI's understanding and speech.
Payment processing — handling billing securely (we do not store full card numbers ourselves).
Hosting, email, and support tools — used to run the business and support you.

We review our subprocessors for appropriate security practices. If you need a current, detailed subprocessor list for a security review, contact us at security@proai.tech.

07Incident response

We take security incidents seriously and have a process for responding to them.

Detection and response. We and our infrastructure partners monitor for security issues, and we act to investigate and contain any incident affecting the service.
Notification. If a security incident affects your data, we will notify affected customers without undue delay, consistent with applicable law, and provide the information you need to respond on your end.
Reporting a concern. If you believe you've found a security vulnerability or have a security concern, please report it to security@proai.tech. We welcome responsible disclosure and will work with you on any legitimate issue.

08Your data, your control

Because ProAI operates on behalf of your business:

You own your business data — your customer records, call outcomes, configuration, and lead information.
We maintain our own record of your account and call data outside any single vendor, so your business isn't trapped inside one platform.
Data access and deletion. You can request access to, or deletion of, data we hold about your account, subject to legal and operational limits (for example, records we must keep for billing or legal reasons).
Caller requests. If one of your callers asks about data collected during a call, that information is under your control as the business — contact us and we'll help you respond.

For full detail on how personal information is handled, see our Privacy Policy.

09Contact us about security

For any security or privacy question, to request a subprocessor list, to report a vulnerability, or for help with a security review, contact:

ProAI Services, LLC d/b/a ProAI
Security & Privacy: security@proai.tech

We're a responsive, founder-led company — if you're evaluating ProAI and need something specific for your security review, just ask.