Privacy Policy

This Privacy Policy explains how CallingPilot (“we”, “us”, “our”) collects, uses, and protects information when you use our website, products, and services (collectively, the “Service”).

1. Information we collect

We may collect the following types of information:

1.1 Information you provide

• Business and contact details you enter during signup or setup (such as name, business name, email, phone number, service type, address, hours, and call-handling preferences).
• Scripts, instructions, notes, or other content you provide to configure how your AI receptionist should respond.
• Payment and billing information processed through third-party processors (e.g., Stripe). We do not store full payment card numbers on our own servers.

1.2 Information from callers and users of your number

• Caller-provided information, such as names, phone numbers, addresses, and details about the service requested or issues reported.
• Transcripts of calls and/or chat-style interactions, including AI-generated summaries of each interaction.

1.3 Technical and usage data

• Log data, such as IP address, browser type, device type, pages visited, and timestamps when using our website.
• Basic telephony metadata, such as call timestamps, duration, and status (e.g., answered, missed), where available from our telephony providers.

2. How we use information

We use the information we collect to:

• Provide, operate, and maintain the Service, including answering calls, handling messages, and generating lead summaries.
• Configure your AI receptionist according to your instructions and preferences.
• Deliver lead details, call summaries, and notifications to you via email, SMS, or other channels you choose.
• Process payments, manage subscriptions, and handle billing and account administration.
• Monitor performance, troubleshoot issues, and protect the security and integrity of the Service.
• Improve the Service, including refining prompts, scripts, and AI behavior based on aggregated or anonymized trends.
• Communicate with you about updates, technical notices, security alerts, support messages, and administrative information.

3. Legal basis (where applicable)

Where required by law, we rely on one or more of the following legal bases to process personal information:

• Your consent (for example, when you provide information via the setup form).
• Performance of a contract (providing the Service to you or your business).
• Our legitimate interests (such as improving the Service, preventing abuse, and protecting our rights).
• Compliance with legal obligations.

4. Sharing of information

We do not sell your personal information. We may share information with:

• Service providers and vendors who help us operate the Service, such as cloud hosting providers, telephony providers, AI model providers, analytics tools, and payment processors.
• Business partners where we integrate with tools you choose (for example, calendar or CRM systems, if enabled).
• Legal and safety recipients if we believe disclosure is reasonably necessary to comply with laws, respond to legal requests, enforce our Terms, or protect the rights, property, or safety of us, our users, or others.

Third-party providers are authorized to use your information only as necessary to provide their services to us and are generally bound by confidentiality and data protection obligations.

5. Cookies & tracking

Our website may use cookies and similar technologies to remember your preferences, maintain sessions, and understand how visitors use the site. You can usually adjust your browser settings to refuse cookies or notify you when cookies are being used, though some features of the site may not function properly if cookies are disabled.

6. Data retention

We retain information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. The specific retention period can vary depending on the type of data and how it is used.

If you cancel your subscription, we may retain limited information (such as billing records, basic account details, or anonymized usage data) for legal, accounting, or legitimate business purposes.

7. Security

We use reasonable technical and organizational measures to help protect information from unauthorized access, loss, misuse, or alteration. However, no system can be guaranteed to be 100% secure. You are responsible for maintaining the security of your own devices, login credentials, email accounts, and phone numbers used with the Service.

8. International transfers

Depending on your location and the location of our service providers, your information may be transferred to and processed in countries other than your own, which may have different data protection laws. We take steps to ensure that any such transfers comply with applicable requirements.

9. Your choices & rights

Depending on your jurisdiction, you may have certain rights regarding your personal information, such as:

• The right to access or request a copy of your personal data.
• The right to request correction of inaccurate or incomplete data.
• The right to request deletion of certain data, subject to legal or contractual obligations.
• The right to object to or restrict processing under certain circumstances.

To exercise these rights, you can contact us at walkersaiagency@gmail.com. We may need to verify your identity before processing your request.

10. Children’s privacy

The Service is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13. If you believe a child has provided us with personal information, please contact us so we can take appropriate action.

11. Third-party links

Our website or communications may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies before providing personal information.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the “Last updated” date and may provide additional notice (such as a prominent notice on the site or an email). Your continued use of the Service after changes take effect indicates your acceptance of the updated policy.

13. Contact us

If you have questions about this Privacy Policy or how we handle personal information, you can contact us at:
walkersaiagency@gmail.com