1. Information We Collect
Information you provide directly
We may collect information you provide to us, such as:
- Name
- Email address
- Phone number
- Business name
- Account and profile information
- Information submitted through forms, support requests, onboarding flows, or communications with us
Information collected through use of the service
We may collect information generated through your use of CallCapture, such as:
- Call metadata, including call time, duration, and caller number
- Call recordings and transcripts, if enabled
- Appointment and booking information
- Calendar configuration and scheduling preferences
- SMS consent, opt-out, and message delivery records
- Portal activity, account usage information, and service logs
Google account information
If you choose to connect your Google account, we may access:
- Basic profile information, such as your name and email address
- Your Google Calendar list, so you can select a calendar to use with CallCapture
- Google Calendar event data, only as needed to check availability and create, update, or delete booking events related to the service
CallCapture does not collect or store your Google account password. If you connect Google Calendar, authentication is handled by Google through OAuth.
2. How We Use Information
We use personal information to:
- Provide, operate, and maintain the CallCapture service
- Answer calls and capture customer requests
- Schedule, create, update, and cancel appointments
- Send appointment confirmations, reminders, updates, and follow-up notifications
- Authenticate users and manage accounts
- Connect calendars and support scheduling functionality
- Monitor performance, troubleshoot issues, and improve the service
- Respond to support requests and communicate service-related information
- Comply with legal obligations and enforce our terms
3. SMS Communications and Consent
CallCapture may send transactional SMS messages, including appointment confirmations, reminders, updates, and follow-up messages.
SMS messages are sent only after verbal or digital consent. Message frequency varies based on user interaction with the service. Message and data rates may apply.
Verbal SMS Opt-In
Customers initiate contact by calling a business that uses CallCapture. During the call, the AI agent requests explicit permission before any SMS message is sent.
SMS messages are sent only if the caller gives a clear affirmative response, such as "yes," "yeah," "sure," "okay," "please do," "that works," or another explicit agreement.
Verbal consent conversation:
AI Agent: "Would you like us to send you appointment confirmations, reminders, and updates by text message at this number? You can reply STOP at any time to opt out."
Caller: "Yes."
AI Agent: "Thank you. We'll send text updates to this number."
Proof of consent is recorded in the call transcript and associated with the caller's phone number and timestamp.
Users may opt out at any time by replying STOP to any SMS message.
Consent to receive SMS messages is not a condition of purchase.
4. Google User Data
When you connect Google Calendar, CallCapture uses Google user data only to provide calendar-related features you request.
Specifically, we may use Google Calendar data to:
- Display eligible calendars available for booking setup
- Let you choose a calendar for scheduling
- Check appointment availability
- Create, update, and delete booking events associated with your use of CallCapture
CallCapture's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
We do not use Google user data for advertising.
We do not sell Google user data.
We do not use Google user data to train generalized AI or machine learning models.
We do not share Google user data except as necessary to provide the requested service, comply with law, or protect rights, safety, and security.
Access to Google user data is limited to authorized systems and personnel as necessary to operate, secure, and support the service.
6. Data Retention
We retain personal information for as long as necessary to provide the service, comply with legal obligations, resolve disputes, and enforce our agreements.
If you disconnect your Google account, we will stop accessing new Google Calendar data through that connection. Previously stored operational records may remain in our systems only as needed for service operation, security, legal, or compliance purposes.
You may request deletion of your data by contacting us.
7. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. However, no method of transmission over the internet or method of storage is completely secure, and we cannot guarantee absolute security.
8. Your Choices
Depending on your location and applicable law, you may have rights to access, correct, delete, or restrict certain personal information.
You may also:
- Disconnect your Google account through your Google Account permissions
- Contact us to request account changes or deletion
- Opt out of SMS messages by replying STOP
10. Third-Party Services
CallCapture may integrate with third-party services such as Twilio and Google. Your use of those third-party services may also be governed by their own terms and privacy policies.
11. Children's Privacy
CallCapture is not directed to children under 13, and we do not knowingly collect personal information from children under 13.
12. International Data Transfers
If you use CallCapture from outside the country where our systems or service providers are located, your information may be transferred to and processed in other countries where privacy laws may differ from those in your jurisdiction.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will update the effective date above and may provide additional notice where required.
14. Contact Us
Questions about this Privacy Policy can be directed to CallCapture support.