Privacy Policy

We collect the following categories of information:

Business Information (from Clients): business name, address, phone number, website, operating hours, services, service areas, pricing, frequently asked questions, call-routing instructions, appointment rules, notification contacts, and similar configuration details supplied during onboarding.

Account Information: name, email address, password, login credentials, and billing information.

Caller Information: name, telephone number, call content, messages, appointment details, and any information callers provide during a call handled by the Services.

Call Content: call recordings, transcripts, AI-generated summaries, and other content produced through the Services.

Usage and Technical Data: IP address, device type, browser type, operating system, usage logs, and similar technical information.

Communications: emails, support requests, and other communications sent to us.

We use the information we collect to:

• Provide, operate, maintain, and improve the Services
• Configure and operate the AI Receptionist for each Client
• Process calls, appointments, transfers, routing, and notifications
• Generate transcripts, summaries, and other Service outputs
• Manage accounts, billing, and subscriptions
• Communicate with Clients about the Services
• Provide customer and technical support
• Detect, prevent, and address fraud, abuse, and security issues
• Comply with legal obligations and enforce agreements
• Develop and improve our products and services.

We share information as described in this Privacy Policy and as necessary to provide the Services, including with:

• Third-party service providers that support the Services (see Section 5)
• Payment processors such as Stripe (see Section 6)
• The Client business whose calls are being handled, so it can receive leads, appointments, summaries, and other Service outputs
• Affiliates and subsidiaries
• Professional advisors and auditors
• Authorities or third parties where required by law, court order, or to protect rights, safety, or property.

We do not sell personal information, except as "sale" may be specifically defined and limited by applicable law and as described in Section 14.

The Services may record, monitor, and/or transcribe telephone communications handled for Clients.

Our standard configuration is designed to provide an audible notice at the beginning of applicable calls informing callers that the communication may be monitored, recorded, and/or transcribed.

Client is responsible for complying with all call-recording, monitoring, interception, transcription, privacy, and consent laws applicable to its business, callers, industry, and jurisdictions, and for obtaining any legally required consents before directing us to record or process calls.

Call recordings, transcripts, and summaries may be stored and made available to the Client through the Services according to the Client's configuration and applicable retention settings.

Avalon Desk may retain copies of call content as necessary to provide, secure, and troubleshoot the Services, to comply with legal obligations, or as otherwise described in this Privacy Policy.

We rely on third-party providers for:

• Telecommunications and call routing
• Artificial intelligence and speech processing
• Voice generation
• Cloud hosting and website infrastructure
• Email and SMS delivery
• Calendar and scheduling integrations
• Analytics
• Security
• Payment processing
• Other technical functionality.

These providers process information on our behalf or on behalf of Clients as necessary to provide the Services. They are bound by their own privacy and security practices, and we encourage Clients to review their policies.

We use Stripe to process subscription and other payments. Payment information is handled by Stripe and is subject to Stripe's privacy policy and terms. We may receive transaction confirmations and limited billing details, but we do not receive or store complete payment-card numbers through the Services.

We use cookies and similar technologies to operate, secure, and analyze the Services. These may include essential, analytics, and functionality-related technologies. You can control cookies through your browser settings, but disabling them may affect how the Services function.

We retain information for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, enforce agreements, and maintain business and accounting records.

Call recordings, transcripts, and summaries are retained according to the Client's configuration and applicable legal requirements.

Account information is retained for the life of the account and thereafter as needed for legal, accounting, and record-keeping purposes.

We implement reasonable technical, administrative, and physical safeguards designed to protect information. However, no system or transmission is completely secure, and we cannot guarantee the absolute security of information.

Subject to applicable law, individuals may have rights to:

• Access personal information we hold about them
• Correct inaccurate personal information
• Request deletion of personal information
• Restrict or object to certain processing
• Request data portability
• Withdraw consent where processing is based on consent.

Callers seeking to exercise rights regarding information collected through a Client's use of the Services should contact the relevant Client business, as that business is generally responsible for the personal information of its callers.

Clients may exercise rights regarding their own account information by contacting us using the details in Section 17.

Client is responsible for providing all legally required privacy notices and disclosures and obtaining all legally required consents before directing Avalon Desk to collect, record, transcribe, process, store, or otherwise handle Caller information.

Client represents that it has all rights and authority necessary to instruct Avalon Desk to process Caller information in connection with the Services.

Avalon Desk may rely on Client's instructions and representations without independently investigating the laws applicable to Client's specific business, callers, or jurisdictions.

The Services are not directed to children under the age of 16 (or the applicable minimum age in the relevant jurisdiction), and we do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us so we can investigate and take appropriate action.

Information may be processed, stored, or transferred to countries other than the country in which it was collected, including the United States. Where required by law, we take measures designed to provide an adequate level of protection for such transfers.

We do not sell personal information for monetary consideration. To the extent any applicable law (such as the CCPA or CPRA) defines "sale" or "sharing" broadly, we do not sell or share personal information for cross-context behavioral advertising or similar purposes, except as necessary to provide the Services or as otherwise described in this Privacy Policy.

In the event of a personal data breach affecting personal information we maintain, we will take steps to investigate, mitigate, and notify affected individuals and authorities as required by applicable law.

We may update this Privacy Policy from time to time. Material changes will become effective on the updated effective date or following any notice required by applicable law. Changes will not retroactively alter rights where prohibited by law. Continued use of the Services after a change constitutes acceptance where legally permissible.

Questions regarding this Privacy Policy may be directed to:

Avalon Desk

Website: avalondesk.com