Privacy Policy | Desk Wizard AI

Effective date: October 13, 2026

Who we are

Desk Wizard AI is a service of Conversion Partners LLC (“Desk Wizard AI,” “we,” “us,” or “our”), 12 Greenway Plaza, Houston, Texas. This Privacy Policy explains what information we collect through our website at deskwizard.ai, through our booking calendar and chat tools, and through the AI front desk services we provide to our business customers, and how we use, share, and protect it.

This policy covers two different relationships:

Website visitors, prospects, and our own customers. When you visit our website, book a call, or contact us, we decide how your information is used and this policy governs it.
Callers and contacts of our customers. When we operate an AI front desk on behalf of a business (for example, a medical practice, law firm, or salon), we process the information of that business’s callers and contacts only on that business’s instructions, as its service provider. If you interacted with an AI agent belonging to one of our customers, that business’s own privacy policy also applies, and requests about that data should be directed to them. We will assist them in responding.

Information we collect

Information you give us. When you book a call, fill out a form, start a chat, or contact us, we collect the details you provide, such as your name, business name, website, email address, phone number, and any notes or messages you choose to share.

Calls and messages. Our services answer and place phone calls, send and receive SMS and email, and handle web chat and social media messages. In doing so we process the content of those communications, the phone numbers and addresses involved, the date, time, and duration of each interaction, call recordings and transcripts, and any appointment or contact record created from it.

Information collected automatically. When you use our website, we and our partners automatically collect technical information such as your IP address, browser and device type, operating system, referring page, pages viewed, actions taken on the site, and cookie or similar identifiers. See “Cookies, pixels, and advertising” below.

AI voice agents, call recording, and transcription

Our core service uses automated AI agents to answer and place phone calls. This means:

All calls handled by our AI agents are recorded and transcribed. Recordings and transcripts are stored in the customer relationship management (CRM) system associated with the relevant account.
Call audio and transcripts are processed by our AI, speech-processing, and telephony providers in order to understand speech, generate responses, and produce a written record.
Callers are informed that the call is being recorded. Texas is a one-party consent state, but calls may involve people in states that require all-party consent, and our disclosure practice is designed to account for that. If you do not wish to be recorded, you may end the call and contact the business by another method.
You may ask to speak with a person at any point during a call.

Health information and HIPAA

Some of our customers are healthcare providers and other organizations covered by the Health Insurance Portability and Accountability Act (HIPAA). When we handle protected health information (PHI) on behalf of those customers, we act as their business associate. We sign a Business Associate Agreement with them and use and disclose PHI only as that agreement and HIPAA permit, applying administrative, physical, and technical safeguards that include access controls, encryption, and audit logging.

We never use PHI, or any information from calls and messages we handle for our customers, for our own advertising, and we never share it with Meta, Google, or any other advertising or analytics provider. The advertising and analytics tools described below run only on our own marketing website and collect information about visitors to that site, not about our customers’ patients or callers.

SMS and text messaging

We send text messages only to people who have provided consent, either directly to us or to the business whose front desk we operate. Messages may include appointment confirmations and reminders, responses to your inquiries, and, where you have separately agreed, marketing messages. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help. Carriers are not liable for delayed or undelivered messages.

No mobile information will be sold, rented, or shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are never shared with any third parties. Phone numbers are shared only with our messaging and telephony providers as necessary to deliver the messages you have asked to receive.

How we use information

To answer calls and messages, book and manage appointments, and follow up on inquiries
To provide, operate, maintain, and improve our services
To respond to your questions and provide customer support
To send service messages and, where you have agreed, marketing communications
To measure and improve the effectiveness of our advertising, including on Facebook and Instagram (website visitor information only)
To detect and prevent fraud, abuse, spam, and security incidents
To comply with legal obligations and enforce our agreements

Cookies, pixels, and advertising

Our website uses cookies, pixels, and similar technologies for basic site function, to remember your preferences, to understand how the site is used, and to measure and deliver our advertising.

Google Tag Manager. We use Google Tag Manager to load and manage the tracking code on our site.
Meta Pixel. We use the Meta Pixel, provided by Meta Platforms, Inc., on our website. When you visit our site, the Meta Pixel uses cookies, web beacons, and similar technologies to collect or receive information such as your IP address, browser and device information, the pages you view, and actions you take, such as booking a call. Meta uses this information to provide measurement services and to help us show ads to people who have visited our site and to people with similar interests, on Facebook, Instagram, and elsewhere. Meta’s use of this information is governed by Meta’s Privacy Policy, available at facebook.com/privacy/policy.
Booking and chat tools. Our appointment booking calendar and chat widget are provided by our CRM platform, HighLevel (LeadConnector), and may set their own cookies.

Your choices. You can control how Meta uses information about your activity on other websites through your Facebook or Instagram settings, including Ad Preferences and “Your activity off Meta technologies.” You can opt out of interest-based advertising from participating companies at optout.aboutads.info and youronlinechoices.eu. Most browsers also let you block or delete cookies; some site features may not work correctly if you do. Where your browser sends a Global Privacy Control signal, we treat it as a request to opt out of the sharing of your information for targeted advertising.

How we share information

We share information with service providers that process it on our behalf under contract and only for the purposes described in this policy. These include our CRM and communications platform (HighLevel / LeadConnector); telephony and SMS carriers; AI and speech-processing providers; email delivery services; website hosting and content delivery (Rocket.net); and, for website visitor information only, Meta Platforms and Google for advertising measurement and tag management. Service providers that handle PHI do so under Business Associate Agreements.

We do not sell personal information for money. Under some state laws, allowing advertising partners such as Meta to collect information about website visitors for targeted advertising may be considered “sharing” or “selling”; you can opt out as described in “Your choices and rights.” We may also disclose information where required by law or legal process, to protect the rights, safety, and property of us, our customers, or others, or in connection with a merger, acquisition, or sale of all or part of our business.

How long we keep information

We keep information only as long as needed for the purposes described in this policy and to meet our legal, accounting, and record-keeping obligations. Specifically:

Call recordings and transcripts are retained for 12 months, then deleted.
Contact and account records are retained for 3 years after an account closes or after your last interaction with us, unless you ask us to delete them sooner or a longer period is required by law.
Where we handle information for a customer, we follow that customer’s instructions and the terms of our agreement with them, including any Business Associate Agreement.

Your choices and rights

Depending on where you live, you may have the right to access the personal information we hold about you, correct it, delete it, receive a copy of it in a portable format, and opt out of targeted advertising, the “sale” or “sharing” of personal information, and certain profiling. Texas residents have these rights under the Texas Data Privacy and Security Act, California residents under the California Consumer Privacy Act, and residents of other states may have comparable rights under their own laws. You may also unsubscribe from marketing emails using the link in any email, and from text messages by replying STOP.

To make a request, email will@deskwizard.ai or call 281-413-4136. We will verify your request and respond within the time required by law, generally within 45 days. You may use an authorized agent to make a request on your behalf. If we deny your request, you may appeal by replying to our response, and if you remain unsatisfied you may contact your state attorney general. We will not discriminate against you for exercising any of these rights.

Data deletion

To ask us to delete your personal information, including any information associated with our Facebook or Instagram pages, ads, or lead forms, email will@deskwizard.ai with the subject “Data Deletion Request” and include the name, email address, and phone number you used with us. We will confirm once your information has been deleted, except where we are required by law to keep it. If your information was collected by one of our customers, we will forward your request to that customer and assist them in responding.

Security

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit and at rest, access controls and least-privilege permissions, multi-factor authentication, and audit logging. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a breach affects your information, we will notify you and any required authorities as the law requires.

Children

Our website and services are directed to businesses and are not intended for children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, contact us and we will delete it.

Changes to this policy

We may update this policy from time to time. The effective date at the top shows when it was last revised. If we make material changes, we will provide more prominent notice where required by law.

Contact us

Questions about this policy or your information:
Conversion Partners LLC (Desk Wizard AI)
12 Greenway Plaza, Houston, TX
Email: will@deskwizard.ai
Phone: 281-413-4136