Privacy Policy

This Privacy Policy describes how Mort AI Solutions (“MORT AI,” “we,” “us,” or “our”) collects, uses, stores, and shares personal information in connection with our services, website (mortaihq.com), and related business operations.

MORT AI provides AI-powered lead generation and appointment booking services on behalf of our clients (“Service Providers”). We operate through two registered entities:

• MortAI — Registered LLC, Claymont, DE 19703, New Castle, Delaware, United States
• MortAI Solutions — Registered LLC, 33 6th Avenue, Illovo, Gauteng, 2198, South Africa

By using our website or submitting your information through any form connected to our services, you acknowledge the processing practices described in this policy.

This policy applies to:

• Leads and Prospects: Individuals who submit their personal information through Meta (Facebook/Instagram) Lead Forms connected to our advertising campaigns on behalf of our clients.
• Website Visitors: Individuals who visit mortaihq.com.
• Clients: Business owners who engage MORT AI to provide lead generation and AI voice agent services.

Under applicable data protection laws (including POPIA in South Africa and applicable US state privacy laws), we act in two capacities:

4.1 Information Collected from Leads via Meta Lead Forms

When you submit a lead form through a Meta (Facebook or Instagram) advertisement operated by MORT AI on behalf of a Service Provider, we collect:

• Full name
• Phone number
• Email address
• Brief description of your enquiry or project requirements
• Any additional qualifying information you voluntarily provide

This information is collected directly from you through the Meta platform. Your submission of the form, including your acknowledgement of the consent disclosure and checking of the required consent checkbox, constitutes your voluntary provision of this information.

4.2 Information Collected During AI Voice Agent Calls

After you submit a lead form, our AI voice agent may contact you by phone. During this call, the following information may be collected:

• Call recordings: Calls are recorded for quality assurance and service delivery purposes. You will be informed at the start of each call that the call is being recorded.
• Call transcripts: Recorded calls are automatically transcribed into text.
• Qualifying information: Information you provide during the call regarding your project requirements, timeline, budget, location, and availability.
• Appointment details: Date, time, and type of consultation booked during the call.

4.3 Information Collected from Website Visitors

Our website (mortaihq.com) does not currently use cookies, tracking pixels, or third-party analytics tools. Should this change in the future, this policy will be updated accordingly.

4.4 Information Collected from Clients

From our business clients, we collect standard business contact information including name, email address, phone number, business name, and payment information necessary to provide our services.

We use personal information for the following purposes:

• To contact you regarding your enquiry. When you submit a lead form, our AI voice agent will call you at the phone number you provided to discuss your enquiry, qualify your needs, and book an appointment with the relevant Service Provider.
• To book and manage appointments. Your information is used to schedule consultations with the Service Provider and to add appointment details to the Service Provider's calendar.
• To provide lead information to Service Providers. Your name, contact details, project requirements, call transcript, and appointment details are shared with the Service Provider on whose behalf the advertisement was placed, so they can serve you.
• To improve our services. Call recordings and transcripts may be used to improve the quality and accuracy of our AI voice agent.
• To comply with legal obligations. We may process your information as required by applicable law, regulation, or legal process.

6.1 Lead Form Consent (USA — TCPA Compliance)

When you submit a Meta Lead Form connected to our services, you provide your prior express written consent to receive automated telephone calls, AI-generated voice calls, prerecorded messages, and text messages from or on behalf of the identified Service Provider at the telephone number you provided. This consent is obtained through a clear and conspicuous disclosure and a required consent checkbox on the lead form. Your consent is not a condition of purchasing any goods or services.

You may revoke your consent at any time by informing the AI voice agent during the call, by replying STOP to any text message, or by contacting us at tristan@mortaihq.com.

6.2 Lead Form Consent (South Africa — POPIA Compliance)

In accordance with Section 69 of the Protection of Personal Information Act (POPIA), we obtain your explicit, informed consent before contacting you via electronic communication, including automated and AI-generated voice calls. This consent is captured through the consent disclosure and required checkbox on the Meta Lead Form at the time of your submission. You may withdraw your consent at any time by contacting us or by informing the AI agent during any call.

6.3 Call Recording Consent

At the commencement of every AI voice agent call, you will be informed that the call is being recorded and transcribed. By continuing the call after this disclosure, you consent to the recording and transcription. If you do not wish to be recorded, you may end the call at any time.

We share your personal information with the following categories of recipients:

7.1 Service Providers (Our Clients)

Your lead information, call transcripts, and appointment details are shared with the specific Service Provider on whose behalf the advertising campaign was run. This is the primary purpose for which your information was collected.

7.2 Third-Party Technology Providers

We use the following third-party platforms to deliver our services. Each processes your data in accordance with their own privacy policies and data processing terms:

• Meta Platforms (Facebook/Instagram): Lead form hosting, ad delivery, and audience targeting.
• Retell AI: AI voice agent platform that places outbound calls, records calls, and generates transcripts.
• Google Workspace (Sheets, Calendar, Meet): Lead data storage, appointment scheduling, and consultations.
• Instantly.ai: Customer relationship management (CRM) platform used for storing and managing client and lead data.

We are not responsible for the privacy practices of these third-party services. We encourage you to review their respective privacy policies before providing any personal information.

7.3 Legal and Regulatory Disclosures

We may disclose your information if required to do so by law, regulation, legal process, or governmental request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

We do not sell your personal information to third parties.

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law:

• Call recordings (Retell AI): Retained for 90 days from the date of the call, then automatically deleted.
• Call transcripts (Google Sheets): Retained for the duration of our service agreement with the relevant Service Provider, plus 6 months, then deleted.
• Lead data (Google Sheets, Instantly.ai): Retained for the duration of our service agreement with the relevant Service Provider, plus 6 months. Lead data for prospects who do not convert to appointments is deleted within 12 months of collection.
• Appointment data (Google Calendar): Retained for the duration of our service agreement with the relevant Service Provider.

If you request deletion of your data, we will process your request within 30 days, subject to any legal obligations requiring continued retention.

We implement appropriate technical and organisational measures to protect your personal information, including:

• Encryption of data in transit using TLS
• Access controls limiting data access to authorised personnel on a need-to-know basis
• Use of third-party platforms (Meta, Google, Retell AI, Instantly.ai) that maintain industry-standard security certifications and practices
• Regular review of data access and security procedures

While we take reasonable steps to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

MORT AI operates in both the United States and South Africa. Your personal information may be transferred to and processed in either country, depending on the location of our client and the third-party platforms involved.

For transfers of personal information from South Africa, we ensure that adequate safeguards are in place as required by POPIA Section 72, including that the recipient country has adequate data protection legislation or that the transfer is necessary for the performance of a contract in your interest.

Data processed through Meta, Google, and Retell AI may be stored on servers located in the United States or other jurisdictions where these providers operate.

11.1 Rights Under POPIA (South Africa)

If you are located in South Africa, you have the right to:

• Request access to your personal information
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information
• Object to the processing of your personal information
• Withdraw your consent at any time

You may exercise these rights by contacting us at tristan@mortaihq.com. We will respond to verified requests within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Information Regulator (South Africa).

11.2 Rights Under US State Privacy Laws

If you are located in the United States, you may have rights under applicable state privacy laws (including the California Consumer Privacy Act and other state laws) to:

• Request access to or a copy of your personal information
• Request deletion of your personal information
• Opt out of the sale or sharing of your personal information (we do not sell personal information)
• Revoke consent to receive automated calls and AI-generated voice calls

You may exercise these rights by contacting us at tristan@mortaihq.com. We will respond to verified requests within 45 days.

11.3 Revoking Consent for Calls

You may revoke your consent to receive AI voice agent calls at any time by:

• Telling the AI agent during any call that you do not wish to be contacted
• Replying STOP to any text message received from us
• Contacting us at tristan@mortaihq.com
• Calling or messaging us directly

Upon receiving your revocation, we will add your phone number to our suppression list and cease all automated contact within 10 business days.

MORT AI uses artificial intelligence technology to power outbound voice calls to leads on behalf of our clients. Specifically:

• Our AI voice agent uses AI-generated voice technology to conduct phone conversations with leads.
• The AI agent identifies itself at the beginning of every call.
• The AI agent discloses that the call is being recorded at the beginning of every call.
• The AI agent qualifies leads by asking questions about their project, timeline, and availability, and may book appointments directly into the Service Provider's calendar.
• Call recordings and transcripts are generated and stored as described in this policy.

We are committed to using AI responsibly and transparently. If you have questions or concerns about our use of AI, please contact us.

We maintain suppression lists to ensure that individuals who have revoked consent or opted out of communications are not contacted again. Once your phone number is added to our suppression list:

• No further AI voice agent calls will be placed to your number on behalf of the relevant Service Provider
• Your number will not be used for future campaigns by the same Service Provider

If you opted out of contact from one Service Provider, this does not automatically apply to other Service Providers. If you wish to opt out of all MORT AI communications, please contact us directly and we will suppress your number across all campaigns.

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will take steps to delete it.

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable laws. The updated policy will be posted on our website with a revised “Last Updated” date. We encourage you to review this policy periodically.

If you have any questions about this Privacy Policy, wish to exercise your data subject rights, or have concerns about how your information is being processed, please contact us: