Privacy Policy

1. Introduction

Vigil AI ("we," "us," or "our") operates the Vigil AI platform at vigilhq.ai (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect information when you use our Service, including our AI-powered answering service, on-call notification system, and pre-arrangement intake forms.

By using the Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

Information you provide directly: When you or your clients complete a pre-arrangement or intake form, we collect personal information including name, address, phone number, email address, date of birth, Social Security Number (encrypted), and information about the deceased. This information is collected solely to facilitate funeral and cremation arrangements on behalf of our funeral home clients.

Call data: Our AI answering service records and transcribes inbound phone calls for the purpose of routing urgent notifications to on-call funeral directors. Call recordings and transcripts are stored securely and accessible only to authorized funeral home staff.

Contact information for SMS alerts: Funeral home staff members who are added to on-call rosters provide their phone number and email address for the purpose of receiving urgent call notifications. Staff members are added by their employer (the funeral home) and consent to receive notifications as a condition of their on-call role.

Usage data: We collect standard web server logs, including IP addresses, browser type, pages visited, and timestamps, for security and performance monitoring purposes.

3. How We Use Your Information

We use the information we collect to:

• Facilitate funeral and cremation arrangements on behalf of licensed funeral establishments
• Route urgent death call notifications to on-call funeral directors via SMS, email, and phone
• Generate and deliver pre-arrangement documentation and contracts
• Provide customer support and respond to inquiries
• Improve and maintain the security and performance of our Service
• Comply with applicable laws and regulations

We do not sell, rent, or share personal information with third parties for marketing purposes.

4. SMS Messaging

Vigil AI sends automated SMS messages to funeral home staff members for the purpose of urgent on-call notifications. These messages are sent only to individuals who have been added to an on-call roster by their employer. Recipients may opt out at any time by replying STOP to any message. For help, reply HELP or contact us at [email protected].

Message and data rates may apply. Message frequency varies based on call volume.

5. Data Security

We implement industry-standard security measures to protect your information, including encrypted transmission (TLS/HTTPS), encrypted storage for sensitive fields such as Social Security Numbers, access controls limiting data access to authorized personnel, and regular security reviews.

No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. Pre-arrangement intake data is retained for a minimum of seven (7) years in accordance with standard funeral industry recordkeeping requirements.

7. Your Rights

Depending on your location, you may have the right to access, correct, or delete personal information we hold about you. To exercise these rights, contact us at [email protected]. We will respond to verified requests within 30 days.

8. Third-Party Services

We use the following third-party services to operate our platform: Telnyx (telephony and SMS), VAPI (AI voice assistant), Resend (transactional email), and TiDB Cloud (database). Each of these providers has their own privacy policy governing their data practices.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page with an updated effective date. Your continued use of the Service after any changes constitutes your acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy, please contact us at: