ULTIM LEADS · VERSION 2026-10-19.2
Communications & AI
Rules for calls, messages, recordings and automated assistance across your customer relationships.
Effective October 19, 2026 · Contact ULTIM
“ULTIM”, “we” and “us” mean the operator identified in the company identification. These documents apply together where expressly incorporated.
1. The communicating business
The customer determines recipients, campaign purpose, lawful instructions, channels and professional services. ULTIM supplies software and provider connections. Identify the business accurately; do not impersonate an unrelated person, conceal a sender or mislead recipients about AI involvement where disclosure is required. Natural conversation does not authorize deceptive identity claims.
2. Consent and contact permissions
Before outreach, establish and retain authorization required for the channel, purpose and jurisdiction, including stricter written consent where required for automated or marketing communications. Record wording, source, date, recipient and scope. An imported case, phone number, purchase, platform agreement or approved template does not by itself establish all outreach permissions. Do not condition purchase on marketing consent where prohibited. Existing customer relationships do not authorize every channel or purpose.
3. Opt-outs and recipient requests
Honor STOP and other clear withdrawal or do-not-contact requests, provider suppressions and applicable do-not-call rules. Do not evade an opt-out through another number, channel, integration or recreated lead. Keep preferences accurate and handle requests received outside the platform. Callback and channel-change requests must still respect permissions, safety controls and account restrictions.
4. Voice, recordings and AI disclosures
Comply with laws on artificial or prerecorded voice, recording, transcription, monitoring and caller identity in all relevant jurisdictions. Give required notices and obtain required permission before the affected processing. Do not assume one state’s recording rule applies to every participant. Configure appropriate AI identity and recording disclosures, escalation and review. A recording or transcription feature does not prove that consent was collected.
5. SMS, MMS, WhatsApp and email
Obtain required sender registration and approval, follow contact hours, use approved templates where needed and respect WhatsApp service windows. Frequency varies with the authorized plan and interaction; carrier message and data rates may apply to recipients. Carriers and providers may delay or fail delivery. Identify the customer business and provide required help and opt-out routes. Commercial email must follow sender-identification, address and unsubscribe requirements. Do not use purchased or scraped contacts without a lawful basis and provider permission.
6. Supervision and failures
Review instructions and important outputs; do not delegate regulated judgments or final eligibility to AI alone. Set preferences, escalation and limits. Viewing a chat is not itself authorization for a human send. The service is not for emergencies or urgent legal deadlines. Monitor actual delivery and errors; acceptance is not receipt. Controls do not guarantee compliance, voicemail recognition or uninterrupted operation. We may restrict abusive traffic and request permission evidence; customer duties do not remove ULTIM’s own legal duties.
7. Consent evidence and imported sources
The Customer should retain the actual disclosure and permission evidence supporting its activity, including the source form or process, timestamp, stated channels, relevant number and scope of consent. A third party’s assertion that a contact is an intake lead does not relieve the Customer of assessing its authority to communicate. When importing from CASEpeer, a website, a spreadsheet or another integration, the Customer must ensure mappings accurately represent known permissions and do not turn unknown consent into confirmed authorization. ULTIM may request supporting evidence to investigate a complaint or meet provider requirements.
8. Changes in recipient identity and preferences
Phone numbers may be reassigned, shared or entered incorrectly. The Customer must respond to wrong-number reports, identity discrepancies and revocations and must not treat a matching phone alone as permission to disclose sensitive records. Confirm material changes of channel, recipient or destination through an appropriate process. A request to continue by SMS does not automatically authorize disclosure of the whole case history through that channel. Changing a preference does not retract a message already transmitted, but future instructions must reflect the change where supported and legally required.
9. Recording, transcription and voice identity
Before recording or transcribing, determine the required notices and permissions for the participants and use. A recording retained for quality review may require different handling from a professional case record. Do not clone or deploy someone’s voice without the necessary rights and authorization. The Customer is responsible for ensuring a custom agent name, voice and script do not imply an identity, qualification or affiliation that is false. ULTIM does not guarantee that an AI will detect every voicemail, interruption, ambiguous answer or preferred language correctly; supervise material outcomes and provide an appropriate human route.
10. Message content and restricted communications
Customer messages must accurately identify the business, avoid unlawful claims and comply with carrier, messaging and industry-specific restrictions. Approved templates may still be rejected, reclassified or rate-limited; approval does not certify the lawfulness of the Customer’s use. Do not include sensitive identifiers or clinical information in templates or ordinary messages unless the channel and contractual arrangements are suitable. Email must include the identification, contact address and unsubscribe process required for its purpose; an account-support address alone does not replace a required physical address in a commercial email.
11. Human intervention and audit context
A human operator must review the destination, channel, content and applicable sending restrictions before committing a manual message. A draft or open chat is not a sent communication. Resume and retry actions must follow the actual permission and delivery state; they are not authorization to bypass an opt-out or blindly resend an uncertain attempt. The Customer should preserve relevant consent, instructions and communication records for the period required by its obligations. The platform’s history assists review but is not a guarantee that every external interaction, off-platform conversation or provider event has been recorded.
Contact ULTIM
For privacy, support, cancellation or billing questions, identify your account and request. Do not send passwords, payment credentials or sensitive client files in an initial email. Company identification & postal correspondence.
Version 2026-10-19.2 · Print or save a copy for your records. Previous versions are available on request.