AI and Data Use Statement

The short version

• It runs on autopilot, within your rules. In the systems we build, AI replies to your leads in your voice, day or night, follows up, books calls and handles routine admin. You step in only where you choose.
• It learns only from you. It is trained only on your offers, prices, tone and the past emails you choose to give us. You review and sign off on that knowledge and the rules before launch.
• Sensitive questions come to you. Anything sensitive or unusual, anything about health, legal matters, money disputes, complaints or refunds, and any request for a person is handed to you.
• You see everything and can pause it. Every message is in one place. You can change the rules or pause the AI any time.
• People are told. We recommend, and set up, a short note that replies are AI-assisted.
• Consent comes first for texts and calls. Texts and AI or prerecorded voice calls go only to people who gave prior express written consent, and STOP always works.
• No confidential conversations in AI tools without consent. We don't put confidential client conversations into AI tools unless you, and where needed your clients, have agreed.
• You can turn AI off. Any AI feature we set up can be switched off, and the rest of your system keeps working.

What the AI does in the systems we build

Depending on the package you choose, the AI can:

• Reply to every new inquiry in your voice, day or night, using only the knowledge and rules you signed off on.
• Follow up with each lead until they book, reply or opt out.
• Ask the fit questions you choose, then book calls on your calendar and send reminders.
• Offer a new time to people who miss a call.
• Make AI phone calls, such as reminders or follow-ups, only where your package includes them and the person has given consent.
• After a "yes", send your proposal, contract and invoice, using your templates and your set prices.
• Run your onboarding steps, such as a welcome message and intake form.
• Time check-ins, testimonial or referral requests, and renewal reminders.
• Prepare a monthly report on leads, calls and new clients by source.
• Summarize calls, only where everyone on the call has agreed to recording or transcription.

You decide which steps run on their own and which wait for you. For example, you can choose to send every proposal yourself.

What the AI never does

• Make promises about results.
• Quote custom prices or terms outside the rules you set.
• Give medical, legal, financial or tax advice.
• Ignore an opt-out. When someone unsubscribes or replies STOP, messages to them stop.

Hand-offs to you

The AI stops and passes the conversation to you, with an alert, when:

• The question is about health, legal matters, a money dispute, a complaint or a refund.
• Someone asks to speak with a person.
• The question is sensitive or unusual, or the answer is not in the knowledge you signed off on.

Once a conversation is handed to you, the AI does not reply on it again until you say so.

Your controls

• One place for every message. You can see every message sent and received, by the AI or by you.
• Change the rules any time. Update your offers, prices, wording and hand-off topics whenever they change.
• Step in where you choose. Take over any conversation, or set certain steps to wait for you.
• Pause or switch off. Pause the AI for one lead or for everything. If you switch AI off, your forms, calendar, pipeline, fixed template emails and reports keep working.
• Your accounts, your data. We set up systems in accounts you own. You control who has access, including us, and you can remove our access any time.

Telling people they're talking with AI

We recommend telling leads and clients that replies are AI-assisted, and we set this up for you. For example, a short line in your messages such as: "Some replies are AI-assisted. Reply 'human' anytime to reach a person." If someone asks whether they are talking to a person, the reply says it is AI-assisted and offers to connect them with you.

Some states require this kind of disclosure when automated messages are used to sell or persuade. One example is California's bot disclosure law. We confirm the wording with each client and their legal advisor before launch.

Texts, calls and emails

• Texts and AI or prerecorded voice calls go only to people who gave prior express written consent to receive them from you, as the Telephone Consumer Protection Act (TCPA) requires.
• STOP always works. Every text explains how to opt out, and replying STOP ends texts to that person.
• Emails follow CAN-SPAM. They show who they are from, include your mailing address and include a working unsubscribe link that is honored.
• Call recording and summaries happen only when everyone on the call agrees. Some states require all-party consent.

How we handle data

• Only what's needed. AI tools receive the minimum needed to do the job, such as your offers, prices, usual wording, the past emails you chose to share, and the lead's message.
• Confidential conversations stay out. We don't put confidential client conversations, such as session notes, into AI tools unless you, and where needed your clients, have agreed.
• Provider terms. We use AI providers under business terms that say your data is not used to train their public models, and we turn on the strongest privacy settings available. Today these providers are Anthropic (Claude), OpenAI and Google (Gemini), used through their paid business or API plans.
• Sensitive information. We don't build systems for clinical or highly regulated practices that handle sensitive client data.

How we use AI in our own business

We use the same kind of system ourselves. When you contact Nucleus Growth Systems, our system may reply to you automatically, follow up, and book your review call. Some of these replies are AI-assisted, and we say so. We may also use AI to summarize the notes you send us so we're ready for our call.

A person is always available. Reply "human" to any of our messages, or email contact@nucleusgrowthsystems.com, and a person will pick it up. Sensitive questions go to a person. See our Privacy Policy for how we handle your information.

Accuracy

AI can make mistakes. That's why the systems we build have clear rules, hand-offs for anything sensitive, and one place to see every message, and why we test every workflow before handover. You are responsible for reviewing and signing off on the knowledge and rules the AI uses, and for keeping them up to date when your offers or prices change. We recommend checking conversations regularly, especially in the first few weeks.

Questions or requests

Email contact@nucleusgrowthsystems.com to ask a question, request a copy of your data, or ask us to delete it.