AI & Automation Disclosure

Neptoniq Creations LLC Effective date: 2026-07-03 · Version 1.3

Operational draft. This disclosure was prepared by Neptoniq Creations LLC with AI assistance and has not been reviewed by an attorney. It explains how Neptoniq uses AI and automation, and concerns our public website and online tools. Each service we offer is covered by its own clear legal documents that clients review and sign when agreeing to an engagement. The regulatory landscape for AI voice and automated communication is actively shifting; this disclosure reflects our current business practices and will be updated as our services, technologies, and legal obligations evolve.

1. Where we use AI and automation

Neptoniq uses AI and automation in two contexts:

1. Our own operations — e.g. an AI voice assistant that places callbacks you request, and automated handling of inquiries and scheduling.
2. Services we build for clients — AI assistants, automations, and workflow integrations delivered under a signed agreement. For those, the client-facing disclosures and consent flows are defined per engagement in the SOW and the client's own policies. Our AI call assistant / client-intake deployments run on the client's own telephony and voice provider accounts (standard default: Twilio and Vapi; alternatives may be offered as a client choice). The client contracts with and is billed by those providers directly for call usage; Neptoniq does not resell, rebill, or mark up telecommunications — our charges are limited to setup and a monthly licensing and management retainer.

This document covers context (1); context (2) is governed by the relevant engagement.

2. AI voice calls

• We place outbound calls only when someone has explicitly requested a callback through our voice callback form and checked the consent box, which is required before we dial.
• Calls are placed by an AI voice assistant that identifies itself as AI at the start of every call.
• The exact consent text you agreed to, a consent-version identifier, and the submission timestamp are stored with your record as a permanent proof-of-consent audit trail.
• A phone number can be dialed only if a consented record exists for it.
• You may opt out at any time; opt-out requests are honored and recorded.

Engineering detail behind these statements is maintained in legal/compliance-voice-calling/.

3. AI-collected text-message (SMS) consent

During a phone call, an automated AI system (our AI voice assistant, which identifies itself as AI) may present the option to receive text messages from Neptoniq and collect your verbal consent to do so. When it does:

• The AI reads the same opt-in offer we use elsewhere and records your verbal agreement. We store a human-reviewable consent record — the consent language presented, a consent-version identifier, and the timestamp — as a proof-of-consent audit trail.
• The AI does not make agreeing to text messages a condition of service. You can decline and continue with your request unaffected.
• The messages you would receive, how to get help or opt out (reply HELP or STOP), message frequency, and message-and-data-rate disclosures are described in our Privacy Policy (Mobile Messaging) and Terms of Service (SMS/Text Messaging Terms). This section does not add message types beyond those.

4. Human in the loop

AI assists our work; it does not replace human judgment on matters that affect you. For client deliverables, a person reviews and approves work before it is finalized. We do not represent that any AI system makes autonomous decisions correctly without human oversight.

Where data sensitivity warrants it, we also offer local or privately hosted setups — for example, an on-premises system or a virtual private server that can keep the data being processed within infrastructure you control rather than sending it to third-party AI providers. For many routine business processes — such as email routing, filtering, and summarization — we can recommend and deploy local AI models, which can reduce the data shared with outside providers. The right approach is chosen per engagement and described in that engagement's agreement; this is an option we offer and a best-effort way to limit third-party data exposure, not a guarantee of any particular security outcome.

5. Limitations of AI output

AI-generated content can be inaccurate, incomplete, or outdated. We do not guarantee the accuracy, completeness, or fitness of AI output for any purpose. AI output is not legal, financial, medical, or other professional advice unless a qualified human professional has explicitly reviewed and provided it. You are responsible for reviewing output before relying on it.

6. Data sent to AI providers

When a feature processes your content with AI, that content may be sent to a third-party AI / large-language-model provider (or a routing service that forwards it to one) for processing. We use established providers and send only what is needed for the feature. The categories of provider we use are described in our Privacy Policy.

Our AI chat assistant keeps your session on your device so a refresh or a return visit can pick the conversation back up — resuming a chat relies on a device credential stored in your browser. What we store, how long, and how to clear it is described under "Storage on your device" in our Privacy Policy.

Our chat assistant may conclude a conversation on its own once it has covered your questions and your follow-up preference, and may trigger an automated summary or brief email. Automated systems may also detect when a chat is left unfinished and send you the summary you were working toward.

7. Recording and transcription

Where we record or transcribe a call or conversation, we disclose it and obtain consent where required by applicable law. Consent and any recording records are retained as described in our Privacy Policy. A verbal text-message opt-in collected on a call (Section 3) is recorded consistently with these recording-and-consent practices.

8. Changes

This disclosure is updated as our AI practices and the surrounding law evolve; changes are reflected by a new version number and effective date above.

9. Contact

Questions: privacy@neptoniq-creations.com