Privacy Policy

Two different people are involved

Almost everything below turns on a distinction. An account holder is a business that signs up and configures a receptionist. A caller is someone who phones that business. They never signed up, never agreed to anything with us, and in most cases have no idea we exist.

We hold personal data about both. Account holders give it to us directly. Callers do not, so we take particular care with it and place clear obligations on the account holder about telling callers what is happening.

What we collect from account holders

• Account: your email address, your name if you give one, your chosen language, and your password, stored only as a bcrypt hash, never in a form we can read.
• Business profile: the website address you give us, and a summary of that site generated by a language model so the receptionist can answer questions about your business.
• Regulatory address: name, street, city, region, postal code and country. Telecoms regulators require this before a phone number can be issued. We pass it to Twilio and keep a reference.
• Phone numbers: the number we provision for you, and any existing number you forward to us.
• Billing: your Stripe customer and subscription identifiers, your plan, its status and renewal date. We never see or store your card number. Stripe holds it.
• Calendar connections: access tokens for Google, Outlook or Calendly if you connect one, used solely to read availability and create bookings.
• Technical: a session cookie, and (where the operator has configured IP geolocation) your IP address at sign-up, used once to pick the language your account starts in.

What we collect about callers

When someone calls a number we answer, we record the caller's phone number, when the call began and ended, how long it lasted, and how it was resolved. We also keep a written transcript of the conversation: both what the caller said and what the receptionist said.

We keep diagnostic events about the call, such as whether a booking succeeded or the call was transferred, so the account holder can see what happened on their own line.

How a call is actually handled

You should understand this plainly, because it is the least obvious thing we do. While a call is in progress, the audio is streamed live to OpenAI's Realtime API, which produces the receptionist's speech and the transcript. The call therefore passes through OpenAI's systems as it happens, not merely afterwards.

Telephony is carried by Twilio. If the receptionist books an appointment, the booking details go to whichever calendar provider you connected.

Telling callers: your obligation, not ours

Recording and transcribing a call is regulated, and the rules differ sharply between countries and between states. Some require every party to consent; some require only one; some require a spoken notice at the start of the call.

We give you the greeting the receptionist speaks and full control over its wording. Because you choose that wording and you control the line, you are responsible for ensuring callers are told what the law where you operate requires them to be told. We cannot determine that for you and we do not attempt to.

Who else processes this data

• Twilio: telephony, phone number provisioning, regulatory address verification.
• OpenAI: live call audio, speech generation, transcription, and the summary of your business website.
• Stripe: payments and subscriptions.
• Google, Microsoft or Calendly: only if you connect that calendar, and only for availability and bookings.
• An IP geolocation provider: only where the operator has configured one, and only to choose a language at sign-up.
• Our hosting and infrastructure providers, which run the database and session store.

Why we are allowed to hold it

For account holders, we process data because it is necessary to provide the service you have contracted us for, and to comply with the telecoms rules that apply to issuing a phone number.

For callers, we process data on the basis of the account holder's legitimate interest in running their business line, subject everywhere to the notice and consent obligations described above, which are the account holder's to meet.

How long we keep it

Call records and transcripts are kept for as long as the account exists. We want to be straightforward that the current system applies no automatic expiry to them: there is no scheduled deletion job, so a transcript stays until the account holder or we remove it.

If an account is deleted, its call records are detached from it rather than erased, so aggregate history survives without being linked to a person. If you need call records erased outright, ask and we will do it.

Your rights

You can ask for a copy of the personal data we hold about you, ask us to correct it, or ask us to delete it. Depending on where you live you may also have the right to object to processing, restrict it, or complain to a data protection authority.

Account deletion is currently handled by us on request rather than by a button in the product. Send the request through /contact and we will action it.

If you are a caller rather than an account holder and you want your number or a transcript removed, contact the business you called. It is their line and their record. If you cannot reach them, contact us and we will help.

Security

Passwords are hashed with bcrypt and never stored in readable form. Sessions are held server-side and identified by a signed cookie. Traffic to the service is encrypted in transit.

No system is perfect, and we would rather say so than imply otherwise. If you believe you have found a vulnerability, please tell us through /contact before disclosing it publicly.

Children

The service is sold to businesses and is not directed at children. We do not knowingly collect data from anyone under 16. If a caller turns out to be a child, the transcript is still call data and the same removal route applies.

Changes and contact

If we change this policy in a way that materially affects account holders, we will say so rather than quietly reposting it with a new date.

Questions, requests and complaints all go through the form at /contact.