Privacy Policy

1. Introduction

TalkwAI ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered call handling and automation services.

By using our services, you consent to the data practices described in this policy. If you do not agree with this policy, please do not use our services.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, organization details
• Payment Information: Billing address, payment method details (processed securely by third-party providers)
• Communication Data: Messages, support requests, and feedback you send to us
• Configuration Data: Settings, preferences, and customizations for your AI assistant

2.2 Information Automatically Collected

• Call Data: Phone numbers, call duration, timestamps, call recordings, and transcriptions
• Usage Data: How you interact with our services, features used, and performance metrics
• Technical Data: IP addresses, browser type, device information, and system logs
• Analytics Data: Service performance, error reports, and usage patterns

2.3 Third-Party Information

We may receive information about you from third-party services you connect to TalkwAI, such as CRM systems, calendar applications, or other business tools.

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Provision: To provide, maintain, and improve our AI call handling services
• AI Training: To train and improve our AI models (using anonymized and aggregated data)
• Personalization: To customize your experience and provide relevant features
• Communication: To send service updates, support responses, and important notices
• Analytics: To analyze usage patterns and improve service performance
• Security: To detect, prevent, and address technical issues and security threats
• Compliance: To comply with legal obligations and enforce our terms
• Business Operations: For billing, account management, and customer support

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We may share information with trusted third-party service providers who assist us in operating our services, such as cloud hosting, payment processing, and analytics providers.

4.2 Legal Requirements

We may disclose information when required by law, court order, or government request, or to protect our rights, property, or safety.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

4.4 Consent

We may share information with your explicit consent or at your direction.

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: Data is encrypted in transit and at rest using advanced encryption standards
• Access Controls: Strict access controls and authentication mechanisms
• Regular Audits: Regular security assessments and vulnerability testing
• Employee Training: Staff training on data protection and security best practices
• Incident Response: Comprehensive incident response and breach notification procedures

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this policy:

• Account Data: Retained while your account is active and for a reasonable period after closure
• Call Recordings: Retained according to your settings and legal requirements (typically 30-90 days)
• Analytics Data: Aggregated and anonymized data may be retained indefinitely
• Legal Compliance: Some data may be retained longer to comply with legal obligations

7. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format
• Restriction: Request restriction of processing in certain circumstances
• Objection: Object to processing based on legitimate interests
• Withdrawal: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@talkwai.com. We will respond to your request within the timeframe required by applicable law.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including:

• Standard contractual clauses approved by relevant authorities
• Adequacy decisions by regulatory bodies
• Other legally recognized transfer mechanisms

9. Children's Privacy

Our services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it promptly.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience:

• Essential Cookies: Required for basic service functionality
• Analytics Cookies: Help us understand how you use our services
• Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings, but disabling certain cookies may affect service functionality.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Providing in-service notifications

Your continued use of our services after changes become effective constitutes acceptance of the updated policy.

12. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

For EU residents, you also have the right to lodge a complaint with your local data protection authority.