Privacy & Data Use
Privacy Policy
How IT Total Service handles information from website interactions and AI-assisted telephone calls.
1. Scope
IT Total Service operates from Foster City, California. This policy explains our practices for information collected through ittotalservice.com, its contact form, ordinary website logs, and incoming calls handled by our AI-assisted telephone service.
2. Information we collect
Information you provide
When you contact or call us, we may receive your name, company, work email address, telephone number, request type, message, preferred contact method, and business or technical information you choose to provide.
Telephone information
When a call reaches our system, we may receive the caller’s number, the number called, timestamps, duration, routing and service events, and security or error logs. If the caller gives permission to continue, we may also create a text transcript, an AI-generated summary, and a structured intake record describing the request, affected systems, urgency, location, timing, and budget range.
Information collected automatically on the website
Our hosting and security systems may record technical information such as IP address, browser and device type, requested pages, timestamps, referring page, and error or security events. This website does not currently use advertising trackers or behavioral advertising tools.
3. How we use information
- Respond to inquiries and evaluate requested IT or AI services.
- Prepare call summaries, follow-up communications, recommendations, and proposals.
- Communicate about projects, scheduling, and support.
- Operate, secure, troubleshoot, and improve the website and telephone service.
- Detect spam, abuse, fraud, or security threats.
- Maintain business records and comply with legal obligations.
5. AI-assisted telephone calls
An artificial-intelligence virtual assistant may answer an incoming call. The assistant identifies itself as an AI assistant at the beginning of the conversation. It is not Gary Gray and is not authorized to enter into a contract, approve a final price, or guarantee a service outcome.
Call audio must be processed in real time so the assistant can speak with the caller and ask for permission. Before IT Total Service enables creation and storage of a text transcript of the caller’s statements, the assistant asks for the caller’s explicit permission to continue. If permission is declined, the caller is offered the option to email info@ittotalservice.com, and our system does not create a stored transcript of the caller’s statements. Limited call metadata may still be retained for billing, fraud prevention, security, and service reliability.
The initial service does not intentionally create or retain a separate audio recording for IT Total Service. If we later enable audio recording, we will update this policy and provide any notice and obtain any consent required by applicable law before recording.
6. Cookies, tracking, and Do Not Track
The website may use cookies or similar storage for essential operation, language selection, security, and administrator sessions. We do not currently authorize third parties to track visitors across unrelated websites for advertising.
Because this website does not engage in cross-site behavioral tracking, browser “Do Not Track” signals do not change its operation. If our practices change, we will update this policy.
7. Retention
Call records held by our telephone-agent application, including call metadata, transcripts, summaries, and intake details, are automatically deleted after 90 days unless longer retention is required by law or reasonably necessary for a security investigation or dispute. If an inquiry becomes an active client engagement, information separately placed in project, contract, email, accounting, or support records may be retained for the applicable business and legal period. Telephone and cloud providers may retain routine service logs according to their own schedules.
Contact Form 7 sends website messages by email and does not currently store them in a separate website submissions database. Inquiries may remain in our business email and records for as long as reasonably needed to respond, provide services, meet legal or accounting requirements, resolve disputes, and protect security. Technical website logs are retained according to hosting and security-provider schedules.
8. Your choices and requests
You may ask us to review, correct, or delete personal information you submitted through the website or telephone service by emailing info@ittotalservice.com. We may need to verify the request and may retain information where required for legal, security, or legitimate business-record purposes.
9. Security
We use reasonable administrative and technical safeguards appropriate to the information and services. No transmission or storage system can be guaranteed completely secure. Do not provide passwords, MFA codes, access keys, private cryptographic keys, payment-card data, Social Security numbers, medical records, or other unnecessary sensitive information through the contact form or during a call.
10. Children
Our business website and telephone service are not directed to children under 13, and we do not knowingly collect personal information from children through them.
11. Processing locations
Information may be processed in the United States and in other locations where authorized team members or service providers operate. Client-system access, data-location restrictions, and compliance requirements are handled separately in the applicable service agreement.
12. Changes to this policy
We may update this policy when our website, telephone service, providers, or legal obligations change. We will post the revised version here, update the effective date, and provide additional notice when appropriate for a material change.
13. Contact
IT Total Service
Foster City, California, USA
info@ittotalservice.com