AI and Call Recording Disclosure

This disclosure explains where ALISA (formerly ARIA), the AI assistant provided by Madd Technologies LLC ("Madd Technologies", "we", "us", or "our"), uses artificial intelligence, what people on calls with ALISA are told, and how calls are recorded and transcribed. It is written for ALISA users and for the people who talk to ALISA: callers, the people ALISA calls for a user, and the people whose email ALISA reads. It adds detail to the Privacy Policy, which describes all the information ALISA handles.

1. Where ALISA uses AI

ALISA uses AI models to:

  • draft email replies and follow-ups for the user to review;
  • summarize authorized email, calls, and calendar context, and write daily and weekly briefs;
  • answer calls to the user's ALISA phone number, speak with callers, and take messages;
  • place delegated calls that the user has approved;
  • transcribe calls, and turn voice input you dictate in ALISA's chat into text;
  • read text aloud and speak on calls in a synthetic, AI-generated voice;
  • suggest contact details and follow-ups found in calls and email;
  • answer questions in ALISA's chat and help the user find the right screen.

2. AI is always disclosed

People should know when they are dealing with an AI. ALISA is built so that:

  • Callers hear, at the start of every call ALISA answers, that they are speaking with an AI assistant (section 4).
  • People ALISA calls for a user hear that ALISA is an AI assistant calling on the user's behalf, and are asked whether they agree to continue (section 5).
  • The user sees which content ALISA generated. Drafts, summaries, briefs, transcripts, and chat answers are labeled or presented as ALISA's output in the app, and nothing is sent by email until the user approves it.
  • ALISA's voice is synthetic. ALISA speaks in an AI-generated voice, not a recording of the user's voice. ALISA does not offer voice cloning or pretend to be a human.

Users may not tell ALISA to deny that it is an AI, or remove or change these notices (see the Acceptable Use Policy).

3. AI output can be wrong

AI output can be inaccurate, incomplete, or out of date, and it can sound confident when it is wrong. Transcripts can mishear words or names, and summaries can leave out or misstate details.

  • The user reviews drafts before they are sent, and calendar changes before they are made, unless the user asked for that exact change.
  • Users should check summaries, transcripts, and suggested contact details before relying on them.
  • ALISA's output is not legal, medical, financial, or other professional advice.

For Gmail and Outlook, finding your email signature from the 10 most recent sent emails runs only when you tap "Find my signature" and uses no AI. The check for a reply you already sent reads only whether it exists and when, with no sent-message subject, recipients, or content and no AI. For Zoho Mail, signature discovery reads your saved Zoho signature settings instead of sent email, and ALISA does not run the reply check. Subjects and previews of unauthorized messages included in Zoho search and conversation-list responses are discarded on arrival without logging, storage, queueing or use by AI. These limited operations do not authorize the rest of your mailbox for AI processing; the Privacy Policy explains them.

4. Calls to a user's ALISA number

4.1 The notice every caller hears

When ALISA answers a call, it speaks the user's greeting and then this fixed notice:

"Please note, you are speaking with an AI assistant, and this call may be recorded and transcribed."

The notice is spoken on every answered call, including when the user has written their own greeting. Users cannot turn it off.

4.2 Transcription

From the moment ALISA answers, the caller's speech is sent to OpenAI to be understood and transcribed in real time, so that ALISA can reply and so the user gets a transcript and summary. This happens on every call ALISA answers. Transcripts are kept with the call until the user deletes it (see the Privacy Policy).

4.3 Recording

When call recording is turned on for ALISA, the call audio is recorded as well:

  • Recording starts only after the notice has finished playing. If the notice is interrupted or cut off, the call is not recorded.
  • Caller and assistant audio are recorded on separate channels, up to 90 minutes per recording.
  • Recordings are stored by our telephony provider, Telnyx, not in ALISA's database, and the user can play them back in ALISA.
  • Recording playback expires after 30 days, when ALISA schedules deletion of the audio with Telnyx. Permanently deleting the call or deleting the account schedules deletion sooner. Provider deletion is retried if it fails; completion can occur after playback has stopped. The Privacy Policy explains the retention and cleanup process.

4.4 Live transfer

If the user has marked a caller as important and turned on live transfer, ALISA may ask the caller to hold while it alerts the user. ALISA connects the call only if the user accepts; otherwise it takes a message.

4.5 If a caller does not want to be recorded or to talk to an AI

A caller who does not want to speak with an AI, or to be recorded or transcribed, can hang up at any time and contact the user another way. To ask about data from a call, or to have it deleted, a caller can contact the ALISA user they called, or us as described in section 10.

4.6 All-party consent laws

Recording and transcription laws depend on the locations and circumstances of everyone on the call. Some require every participant's consent. A notice or a caller staying on the line does not establish valid consent in every jurisdiction. Real-time transcription begins when ALISA answers, before the notice has finished; the separate audio recording starts only after the notice. Do not use ALISA for calls where the required consent has not been obtained. The ALISA user must arrange any additional notice or consent their situation requires, for example in a professional or regulated setting.

5. Delegated calls ALISA places for a user

  • The user approves each call first. Before a delegated call, the user reviews and approves the recipient, the purpose, what ALISA may say or agree to, and the timing, and accepts the Delegated Calls disclosure in the app.
  • ALISA identifies itself as an AI assistant. When someone answers, ALISA says it is ALISA, an AI assistant, and checks that it has reached a person. It then says it is calling on behalf of the user (by name, or as a user who asked it to make contact), explains that it uses automated audio processing and, with permission, a transcript to report the result, and asks whether the recipient agrees to continue. The mission starts only after the recipient agrees.
  • Recording asks first. Where the approved call includes recording, ALISA also asks for permission to record the call and keep the audio for 30 days, and recording starts only after the recipient agrees. If a call is transferred to the user, recording pauses and resumes only with fresh consent.
  • Limits. ALISA calls only United States numbers, does not leave voicemail, cannot spend money, and does not go beyond the purpose the user approved.
  • No means no. If the recipient declines or hangs up, ALISA stops that call. An explicit request not to be called again is recorded with the user's account to block future calls to that number for that user. Ending one call is distinct from asking to block future calls.
  • Delegated calls may not be used for marketing, harassment, emergencies, payments, account credentials, or decisions with significant effects on the recipient.

A recipient who agrees to continue is agreeing to talk with ALISA for that call only. The user's acceptance of the Delegated Calls disclosure does not replace the recipient's own choice during the call. The in-call question also does not replace any consent the law requires before an artificial-voice call is placed.

6. What is sent to AI providers

AI features run only after the user gives ALISA's separate AI data-sharing consent, which the user can withdraw at any time in Settings. If it is withdrawn, AI features stop until it is given again.

ALISA sends only the content needed for the feature being used directly to OpenAI's API. Depending on the feature, this can include:

  • the user's prompts and chat messages;
  • the subject, sender, and text of authorized email messages, and draft text;
  • calendar event details and availability;
  • call audio, transcripts, caller details, and call summaries;
  • contact details and notes;
  • assistant settings, such as the greeting, writing style, and working hours.

OpenAI states that data submitted through its business and API offerings is not used to train or improve its generalized models unless the customer explicitly opts in. Madd Technologies does not opt in ALISA customer content to generalized or foundational model training. API requests and responses, including supported text and voice interactions, are logged for operation, security, and troubleshooting. Authorized Madd Technologies personnel may access those records for those purposes, subject to the stricter Google Workspace human-access limits in section 7.1 of the Privacy Policy. OpenAI may retain API content for logging, abuse monitoring, or as required to provide the selected API feature, subject to its published policies, the account configuration, and legal requirements. ALISA does not claim that OpenAI provides Zero Data Retention for this account.

ALISA does not use Google Workspace data, or any other user content, to train, develop, or improve generalized or foundational AI or machine-learning models. When a user requests an AI feature involving authorized Google Workspace content, OpenAI processes only the content needed to return that feature's result.

7. No voiceprints or biometric identification

ALISA does not create voiceprints or other biometric identifiers from callers, call recipients, or users, and does not use voice to identify or verify anyone. ALISA recognizes callers only from the calling number and what callers say, and does not look up callers with third-party caller-identification services. If the ALISA app offers an app lock with Face ID, Touch ID, or a fingerprint, that check happens on the device, and ALISA never receives biometric data.

8. Human oversight and decisions

  • ALISA is an assistant. The user stays in control: email is sent, calendar events are changed, and delegated calls are placed only after the user asks for or approves them.
  • ALISA does not make decisions that have legal or similarly significant effects on anyone, such as decisions about employment, credit, housing, insurance, education, or health care, and it must not be used for them.
  • ALISA does not use AI to profile users or the people they communicate with for advertising.
  • Authorized Madd Technologies personnel may review call logs, transcripts, or AI requests only as needed to operate, secure, and troubleshoot ALISA, to investigate abuse, to comply with law, or when the user asks us to. Google Workspace data within those records remains subject to the stricter human-access limits in section 7.1 of the Privacy Policy; general operational access is not permission to read that content.

9. Sensitive information

Avoid giving ALISA sensitive information it does not need, such as health information, government ID numbers, or payment card numbers. ALISA is not designed to process special categories of information, and must not be used to collect passwords, verification codes, or payment details on calls.

10. Questions and requests

Users can manage AI data sharing, call settings, and recordings in the app, and delete calls or their account there. Anyone, including callers and call recipients who are not ALISA users, can contact Madd Technologies LLC about privacy or legal matters at legal@maddtechnologies.com or +1 (512) 545-1107, or make a request through https://www.maddtechnologies.com/contact/?category=legal or https://www.maddtechnologies.com/data-removal. General app support remains available at support@maddtechnologies.com. The Privacy Policy explains these rights.

Mailing address: Madd Technologies LLC, 2970 Williams Dr #1006, Georgetown, TX 78628, United States.

11. Changes

We may update this disclosure as ALISA, our providers, or the law changes. Material changes follow the notice process in section 17 of the Terms of Use: we tell users in the app, by push notification, and by email at least 30 days before the change takes effect. Other changes take effect when we publish them with a new version date and an in-app notice.