Text messages from our toll-free number +1 (866) 450-7408 are sent only to callers who give verbal consent on a phone call answered by our receptionist, and to visitors who opt in on our booking form (see section 7). This includes our demonstration line, where the receptionist answers for a sample business, "Demo Air & Heat". Every call is recorded and transcribed, so each consent can be proven.
1.Exact consent language
After the caller confirms the best number to reach them, the receptionist reads this line word for word:
"Can we text your appointment confirmation and reminders to this number? They come from Vanguard AI Automations, our scheduling service, usually one to five texts per appointment. Message and data rates may apply, and you can reply STOP to opt out or HELP for help."
- Only a clear "yes" counts as consent. "No", silence, hesitation or an unclear answer is recorded as no consent, and the receptionist replies "No problem" without asking again.
- If the caller later says they don't want texts, the receptionist replies: "Got it, we won't text you." The number is then opted out.
- Consent is never a condition of booking. Callers who decline are still booked, and the appointment is confirmed verbally.
2.Sample interaction
- Receptionist
- Thanks for calling Demo Air & Heat, how can I help you today?
- Caller
- My AC is blowing warm air. Can someone come look at it?
- Receptionist
- Sorry to hear that, let's get someone out to you. Can I get your first and last name?
- Caller
- Jordan Pike.
- Receptionist
- Thanks, Jordan Pike. Is 3-1-4, 5-5-5, 0-1-7-7 the best number to reach you?
- Caller
- Yes.
- Receptionist
- Can we text your appointment confirmation and reminders to this number? They come from Vanguard AI Automations, our scheduling service, usually one to five texts per appointment. Message and data rates may apply, and you can reply STOP to opt out or HELP for help.
- Caller
- Yes, that's fine.
- Receptionist
- Great. What's the service address, including the ZIP code?
- … the appointment is booked …
- Receptionist
- You're all set, Jordan. We'll see you tomorrow, Tuesday, at 10 in the morning, and a confirmation text is on its way. Anything else?
If the caller had answered "No, don't text me": "No problem." The booking continues, no text messages are sent, and the number is blocked from SMS in our CRM.
3.How consent is recorded and stored
- Call recording and transcript: every call is recorded and transcribed by our voice platform (Retell AI) and stored with a unique call ID. The consent question and the caller's answer are in both.
- Consent flag: the caller's answer is passed to our booking system as
sms_consent = true/falsetogether with the confirmed phone number. - CRM record (GoHighLevel), written automatically during the call:
- Yes: tag
sms-consent-verbalplus a timestamped note: "SMS CONSENT (verbal): YES | date and time | phone | call ID of the recording". - No: tag
sms-declined, SMS Do-Not-Disturb switched on for the contact, and the same note with "NO". The system cannot text that number.
- Yes: tag
- Retention: consent records, recordings and transcripts are kept for at least 4 years after the last message, or until the contact asks for deletion where the law allows.
4.What we send
Appointment confirmations, appointment reminders (about 24 hours and 2 hours before), rescheduling messages and replies to the caller's own questions. Usually 1 to 5 messages per appointment. No marketing, no purchased lists, no sharing of numbers or consent with third parties. Every message identifies the sender.
Example: "Vanguard AI Automations: Hi Jordan, you're booked for Tue, Oct 6 at 10:00 AM. Reply R to reschedule, HELP for help, STOP to opt out."
5.Opting out and help
- Text: reply STOP (or UNSUBSCRIBE, CANCEL, END, QUIT) to any message. The opt-out is processed automatically and immediately, and one confirmation text is sent. No further messages are sent.
- By phone: tell our receptionist "don't text me" on any call.
- Help: reply HELP, email support@vanguardaiautomations.com, or call +1 (925) 678-5384.
6.Business
- Legal name
- Vanguard AI Consulting LLC (DBA Vanguard AI Automations)
- Address
- 2232 Dell Range Blvd., Suite 245, Cheyenne, WY 82009
- Toll-free sender
- +1 (866) 450-7408
- Policies
- Privacy Policy · Terms of Service
7.Booking on our website
When you book a call at vanguardaiautomations.com/contact, you can tick an optional box agreeing to receive appointment texts. The box is never pre-checked, and booking doesn't require it.