Privacy Policy

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

• Name and email address
• Company name and phone number
• Billing information (processed securely through Stripe)

1.2 Call Data

Our AI service processes and stores:

• Call recordings and transcripts
• Caller phone numbers
• Call duration, time, and metadata
• Appointment details booked during calls

1.3 Technical Data

We automatically collect:

• IP addresses and browser information
• Device type and operating system
• Usage patterns and service interactions

2. How We Use Your Information

We use collected data to:

• Provide and improve our AI receptionist service
• Process appointments and manage calendars
• Send service notifications and updates
• Analyze usage to enhance features
• Comply with legal obligations
• Prevent fraud and ensure security

3. Data Sharing and Disclosure

We do not sell your personal data. We share data only with:

• Service Providers: Vapi.ai (call handling), Stripe (payments), Twilio (SMS)
• Calendar Services: Google, Outlook, or Apple Calendar as configured
• Legal Requirements: When required by law or to protect our rights

4. Call Recording Notice

All calls handled by our AI receptionist are recorded and transcribed. Callers are informed at the beginning of each call that recording is in progress. Recordings are stored securely and used solely for service delivery, quality assurance, and improvement.

5. Data Retention

• Call recordings: Retained for 12 months
• Appointment data: Retained for 24 months
• Account information: Retained until account deletion
• You may request deletion of your data at any time

6. Your Rights

Under applicable data protection laws (including GDPR), you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Object to data processing
• Export your data (data portability)
• Withdraw consent at any time

7. Data Security

We implement industry-standard security measures including encryption, secure servers, and access controls. However, no system is 100% secure, and we cannot guarantee absolute security.

8. Cookies and Tracking

We use essential cookies for account authentication and service functionality. We do not use third-party advertising cookies. You can disable cookies in your browser, though this may affect service functionality.

9. International Data Transfers

Your data may be processed in various countries, including the United States and the European Union. We ensure appropriate safeguards are in place through standard contractual clauses with our service providers and maintain compliance with GDPR and UK data protection regulations.

10. Children's Privacy

Our service is not intended for individuals under 18. We do not knowingly collect data from children. If we become aware of such data, we will delete it promptly.

11. Changes to This Policy

We may update this privacy policy periodically. Significant changes will be communicated via email. Continued use after changes indicates acceptance.

12. Contact Us

For privacy concerns or to exercise your rights, contact:

Email: privacy@evodesk.ai
Data Protection Officer: hello@evodesk.ai