Privacy

1. What we collect

Team members: name, email address, role in the company and records of sign-in activity. If you set a password, we store only a scrambled form of it, so we can't read it.

Calls: the transcripts your company uploads, with each call's ID and length. Section 2 covers what's removed first and what's kept.

What's made from calls: question groups, drafted answers, your team's reviews and votes, and help center articles.

Usage and billing: how many calls your company uses each month, its plan and its subscription status. Card details go to our payment provider. We don't store card numbers.

Logs and cookies: our servers keep routine logs, such as IP address, page and time, to keep the service secure and fix problems. We use cookies only to sign you in. We don't use advertising or tracking cookies.

2. Your calls

Original call files are deleted once they've been read. A file that can't be read is deleted within 7 days.

Before a call is read, software removes card numbers, Social Security numbers, email addresses, phone numbers and card security codes. It follows set patterns and can miss details that don't match them, so don't upload calls with information you don't want us to hold.

We keep only the cleaned transcripts. We don't keep the original transcripts.

Cleaned transcripts are kept until your company deletes its call data or its account.

3. What's public

Answers your team marks public are public on your company's help center. Anyone with the address can read them. Search engines can list the help center unless an admin turns that off in Settings. Answers marked internal only are shown only to your signed-in team.

4. How we use data

We use data to run CallKB for your company. That means reading calls, drafting answers, showing them to your team, publishing the ones marked public, billing you, keeping the service secure, fixing problems and contacting you about your account.

We don't sell data. We never use customer data in our marketing.

5. Who handles data for us

We use other companies for cloud hosting, AI models, transcription, payments and email. They handle data only to provide those services to us. AI models read cleaned call transcripts to find questions and draft answers.

Your data is stored in the United States.

We may share data when the law requires it or to protect our rights. If we're sold or merge with another company, your data goes with the service and this policy still applies.

6. Keeping and deleting

An admin can delete all call data in Settings > Advanced. That deletes uploaded files, calls, question groups, drafted answers, reviews and help center articles. The company, its team, its settings and its usage counts stay.

An admin can delete the company in Settings > Advanced. That deletes everything above plus the team, settings and usage counts, and ends the subscription. Passwords of people who aren't on another company's team are deleted too.

When a team member is removed from a team, we keep their name and email so past reviews still add up. They're deleted when the company is deleted.

Deleted data can stay in our backups for up to 30 days, then it's gone.

We and our payment provider keep invoices and payment records for as long as tax and accounting rules require.

To see, correct or delete your personal data, email hello@callkb.app. Your company controls its data, so we may pass a request to your company's admin. You may have other rights under your local law. Email us to use them.

7. Security

Data is encrypted in transit and at rest. Each company's data is kept separate, and team members can only open their own company's. Original call files sit in private storage until they're read and deleted.

If we learn that someone who shouldn't have had your company's data got it, we'll email the admin.

8. Changes to this policy

If we change this policy, we'll update the date at the top and email the admin about changes that matter.

9. Contact

Questions about this policy: hello@callkb.app. [Legal entity name], [Address].