AI Phone Receptionist Disclosure and Call Data Policy

Applies to calls to MyoMed Prep’s main business line, (240) 405-5475, answered by Avery, our AI phone receptionist. Last updated: 7 October 2026.

1. Introduction

MyoMed Prep LLC (“MyoMed Prep,” “we,” “our”) operates an AI-powered phone receptionist named Avery that answers inbound calls to our main business line. This policy explains who Avery is, what happens when you call, what information is collected, how it is used and stored, and your rights as a caller.

This policy applies to all calls handled by Avery, whether placed during or outside of regular business hours. By continuing a call after Avery’s opening disclosure, you acknowledge that you have received the information described in Section 2. You may end the call at any time.

This policy supplements, and does not replace, our general Privacy Policy and Terms of Service, available at myomedprep.org.

2. Avery Is an AI Assistant

When you call MyoMed Prep, you are speaking with Avery, an artificial intelligence voice assistant. Avery is not a human. Avery is a software program developed by MyoMed Prep that uses speech recognition and AI language processing to understand your questions, provide information, and connect you with the appropriate resources.

At the beginning of every call, Avery will:

1. Identify itself by name as MyoMed Prep’s AI phone assistant and state clearly that it is not a human.
2. State the nature of the call and identify MyoMed Prep LLC as the business operating the line.
3. Inform you that the call may be recorded and transcribed.
4. Ask for your verbal consent before any recording or transcription is stored.
5. Deliver this disclosure in your detected language (English or Spanish).

Avery will never represent itself as a human or conceal its AI nature at any point during a call.

3. Call Recording and Transcription

3.1 How Avery Processes Your Voice. Avery uses real-time speech-to-text technology, hosted on MyoMed Prep’s own servers, to convert your spoken words into text so it can understand and respond to your questions. This real-time processing is necessary for Avery to function as a voice assistant.

3.2 Consent Required. Before any audio recording is made or any call transcript is stored, Avery will ask for your verbal consent. Your response is logged. Consent is requested at the beginning of every call, including calls placed outside of regular business hours. Silence or continued participation after the consent request does not constitute consent.

3.3 If You Consent. If you provide verbal consent, the call may be audio recorded and a text transcript of the call may be generated and stored, subject to the retention periods in Section 7 and the automatic data masking described in Section 3.5.

3.4 If You Decline or Do Not Respond. If you decline consent, or do not respond to the consent request, no audio recording will be made and no transcript of the call will be stored. Avery will continue to process your speech in real time during the call so it can understand and respond to your questions, but no record of the conversation’s content will be retained after the call ends. You will still receive full service from Avery, including the ability to request a transfer to a human representative.

3.5 Automatic Data Masking. Before any transcript or call record is stored, the following categories of information are automatically detected and replaced with non-identifying placeholders:

1. Payment card numbers
2. Social Security numbers
3. CVV and security codes
4. Bank account numbers
5. Passwords and security credentials
6. Dates of birth
7. Physical addresses

This masking runs automatically before storage. MyoMed Prep does not retain unmasked versions of this information from calls.

3.6 Information Avery Will Never Request. Avery is designed to never ask you for payment card numbers, bank account information, Social Security numbers, passwords, or health information during a call. If you are asked for any of this information during a call with Avery, end the call immediately and contact us directly using the information in Section 16.

4. Information We Collect

When you call MyoMed Prep and speak with Avery, the following information may be collected:

4.1 Information You Provide. Your name, callback phone number, and email address, if you choose to provide them during the call.

4.2 Call Metadata. Your caller ID (phone number), the number you dialed, the date and time of the call, and the duration of the call.

4.3 Call Analysis. For calls where you have consented to transcription, we may generate a call summary, intent classification, outcome record, sentiment assessment, and action items. These are derived from the masked transcript and do not contain the sensitive information described in Section 3.5.

4.4 Contact Record. If you provide your name, phone number, or email address, this information may be added to our internal contact list so we can fulfill your request, process a scheduled callback, or complete a consultation booking you have requested.

5. How We Use Your Information

We use the information collected during your call for the following purposes:

1. Responding to your questions and fulfilling your requests during and after the call.
2. Routing your call or request to the appropriate department or representative.
3. Scheduling callbacks, consultations, or follow-up actions you have requested.
4. Sending follow-up communications you have affirmatively opted into (see Section 8).
5. Internal quality assurance, service improvement, and staff training.
6. Maintaining records for dispute resolution and customer service continuity.
7. Complying with applicable legal obligations.

We do not sell, rent, or share your call data with third parties for their own marketing or advertising purposes.

6. Prohibited Uses of Call Data

The following uses of call data are prohibited:

1. Using call recordings, transcripts, or caller data to train, fine-tune, or improve any third-party AI model or machine learning system.
2. Using call data for any purpose not disclosed in this policy.
3. Sharing call data with any third party except as necessary for service providers operating on our behalf under contractual confidentiality and data processing obligations (see Section 13), or as required by law.

7. Data Retention and Deletion

We retain call data for the following maximum periods, measured from the date of the call:

1. Call Records (metadata, summaries, contact information, and action items): 365 days.
2. Transcripts (masked): 180 days.
3. Audio Recordings: 90 days.

After the applicable retention period expires, data is permanently deleted from our active systems. Deletion from backup systems occurs on the next scheduled backup cycle following the active system deletion.

You may request early deletion of your call data at any time by contacting us using the information in Section 16. We will process deletion requests within 30 calendar days, subject to any legal obligation requiring retention of specific records.

8. Follow-Up Text Messages

8.1 Opt-In Required. Avery may offer to send you a follow-up text message after your call, such as a summary of your request, a relevant link, or a scheduling confirmation. No text message will be sent unless you affirmatively opt in during the call. Continuing the call, remaining silent, or failing to respond does not constitute opt-in.

8.2 Content. Follow-up texts will contain only information related to your specific call and the request you made. They will not contain marketing, promotional, or advertising content unless you have separately provided written consent to receive marketing communications from MyoMed Prep.

8.3 Opt-Out. You may opt out of follow-up text messages at any time by:

1. Replying STOP to any message received from us.
2. Calling us at (240) 405-5475 and requesting removal.
3. Emailing us at the address in Section 16.
4. Submitting a request through any other reasonable method.

We will process your opt-out request within 10 business days. You may receive one confirmation message, sent within five minutes of your request and containing no promotional content, acknowledging your opt-out.

8.4 Standard Rates. Standard messaging and data rates from your mobile carrier may apply to text messages. MyoMed Prep does not charge for follow-up text messages.

9. Reaching a Human Representative

You may request to speak with a human representative at any time during your call by asking Avery. During regular business hours (Monday through Friday, 9:00 AM to 5:00 PM Mountain Time), Avery can transfer your call to the following departments:

1. Billing
2. Customer Support
3. Institutional Sales
4. Privacy
5. Urgent Support

Avery will also offer to connect you with a human representative automatically if it is unable to resolve your concern after reasonable attempts.

Outside of regular business hours, Avery can take a detailed message or schedule a callback for the next business day.

10. Crisis and Emergency Protocols

Avery is not an emergency service. If you describe an emergency or use language indicating an immediate safety concern during your call, Avery will:

1. Direct you to call 911 for immediate emergencies.
2. Provide the number for the 988 Suicide and Crisis Lifeline (call or text 988) for mental health crises.
3. Not attempt to provide medical advice, clinical guidance, or crisis counseling of any kind.

If you are experiencing a medical emergency, hang up and call 911 immediately.

11. Service Limitations

11.1 Not Medical or Clinical Advice. Avery is a customer service assistant. It answers questions about MyoMed Prep’s products, plans, pricing, billing, refunds, and accounts. Avery does not provide medical advice, clinical guidance, dosage information, diagnosis, or treatment recommendations. Avery will decline requests for clinical or medical information and, where appropriate, direct you to a qualified healthcare professional.

11.2 Accuracy. Avery draws its answers from MyoMed Prep’s internal knowledge base. While we work to keep this information current and accurate, Avery may occasionally provide incomplete or outdated information. For questions involving account-specific changes (such as billing disputes, refunds, or account cancellations), we recommend speaking with a human representative.

11.3 Language Support. Avery currently supports English and Spanish. Callers who need assistance in another language should request a callback from a human representative.

11.4 Availability. Avery is designed to be available at all times on our main business line. Service interruptions may occur due to maintenance, technical issues, or circumstances beyond our control. MyoMed Prep is not liable for any loss or inconvenience resulting from Avery’s unavailability.

12. Your Rights

As a caller, you have the right to:

1. Know you are speaking with AI. Avery identifies itself as an AI assistant at the beginning of every call.
2. Decline recording and transcription storage. You may decline consent when asked, without any reduction in the services available to you during the call.
3. Reach a human. You may request a human representative at any time during any call.
4. Opt out of text messages. You may decline follow-up texts during the call or opt out at any time after receiving a message.
5. Request deletion of your data. You may request deletion of your call records, transcripts, and recordings at any time.
6. End the call. You may hang up at any time, for any reason.

13. Third-Party Service Providers

Avery’s operation involves the following categories of third-party service providers:

1. Telephony Provider. We use Twilio to route and process calls. Twilio processes call metadata (caller ID, dialed number, call duration) as part of providing telephony services.
2. Scheduling Provider. Consultation bookings and callback scheduling may be processed through Cal.com.

These providers process data on our behalf, subject to contractual data processing and confidentiality obligations. They do not use your call data for their own independent purposes. For details on these providers’ data practices, please refer to their respective privacy policies.

14. Callers Under 16

MyoMed Prep’s exam preparation platform restricts account creation to individuals aged 16 and above. If Avery becomes aware that a caller is under 16, it will not collect personal information from the caller and will offer to take a message for a parent or guardian, or schedule a callback for an adult contact.

15. Changes to This Policy

We may update this policy to reflect changes in our practices, technology, or applicable law. When we make material changes, we will update the Effective Date at the top of this policy and publish the revised version at myomedprep.org. Material changes to recording, transcription, or data practices will also be reflected in Avery’s verbal disclosure at the beginning of calls.

16. Contact Information

For questions about this policy, to request deletion of your call data, to opt out of text messages, or to reach a human representative outside of a call, contact us at:

MyoMed Prep LLC

Phone: (240) 405-5475

Email: contact.admin@myomedprep.org

Website: https://myomedprep.org

17. Disclaimer

Avery is provided as a convenience to callers and is not a substitute for human customer service. MyoMed Prep does not warrant that Avery’s responses will be complete, accurate, or current in every instance. MyoMed Prep is not liable for any decision made or action taken in reliance on information provided by Avery during a call.

Avery does not provide medical, legal, financial, or professional advice of any kind. Information provided by Avery about MyoMed Prep’s products and services is for general informational purposes only and is subject to change without notice. For definitive answers on account-specific matters, please speak with a human representative.

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