Privacy Policy

1. Information We Collect

Account Information

When you create an account, we collect your name, email address, phone number, business name, and payment information. Payment details are processed securely by Stripe and are not stored on our servers.

Call Data

When your AI receptionist handles a call, we process and store:

• Caller phone numbers
• Call audio (processed in real-time, not permanently stored as audio)
• Call transcripts (text form of the conversation)
• AI-generated call summaries
• Call duration and timestamps

Usage Data

We collect information about how you use the Service, including call volume, feature usage, and login activity.

2. How We Use Your Information

We use the information we collect to:

• Provide and improve the AI receptionist service
• Process calls and generate summaries
• Send notifications (SMS, email) about your calls
• Process payments and manage subscriptions
• Provide customer support
• Prevent fraud and abuse

3. Third-Party Services

We use the following third-party services to operate Deskmatic:

• Twilio — Phone number provisioning, call handling, and SMS delivery
• OpenAI — AI conversation processing and content moderation
• Deepgram — Real-time speech-to-text transcription
• ElevenLabs — AI voice synthesis (text-to-speech)
• Stripe — Payment processing
• SendGrid — Email delivery
• Google — Calendar integration (optional, requires explicit consent)

Each third-party service has its own privacy policy governing how they process data.

4. Data Sharing

We do not sell, rent, or trade your personal information or caller data to third parties. Data is shared only with the third-party services listed above as necessary to provide the Service.

5. Data Retention

Call transcripts and summaries are retained for the duration of your active subscription. Upon account cancellation, your data is retained for 30 days to allow for reactivation, after which it is permanently deleted. You may request earlier deletion by contacting support.

6. Data Security

We implement industry-standard security measures including:

• Encrypted data transmission (TLS/HTTPS)
• Hashed passwords (bcrypt)
• Webhook signature validation
• Session-based authentication
• Secure database hosting

7. Your Rights

You have the right to:

• Access your data through the dashboard
• Export your call data (CSV/Excel)
• Request deletion of your account and data
• Opt out of SMS notifications (reply STOP)
• Opt out of email notifications (via settings)

8. Caller Privacy

Callers who reach your AI receptionist are not required to create accounts. Their phone numbers and conversation content are collected solely to provide call handling and summary services to you, the business owner. Callers can ask not to have their information recorded, and the AI will respect this request.

9. Children's Privacy

The Service is not directed to individuals under 18. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active subscribers of material changes via email.

11. Contact

For privacy inquiries, contact us at [email protected].