Privacy Policy

This Privacy Policy governs how aircalls.ai ("we," "us," or "our") collects, uses, protects, and shares your personal information when you use our AI-powered receptionist services and related digital platforms (collectively, the "Service"). We are committed to maintaining the highest standards of data protection and transparency in all our operations.

aircalls.ai provides advanced AI receptionist solutions that handle customer communications including calls, messages, and scheduling. This Privacy Policy applies to all personal information we collect directly from you. For information processed on behalf of our business clients, separate data processing agreements govern our handling of such data.

1. Information We Collect

1.1. Information You Provide Directly

We collect personal information that you voluntarily provide to us, including:

• Account Information: Full name, email address, phone number, business name, job title, and billing address when you create an account or subscribe to our services.
• Communication Data: Content of messages, emails, and call recordings when you interact with our AI receptionist or contact our support team.
• Business Information: Details about your business operations, customer preferences, scheduling requirements, and service configurations.
• Payment Information: Billing details, payment card information, and transaction history for subscription management.
• Support Requests: Information provided when you contact customer support, including troubleshooting details and feedback.
• Marketing Preferences: Communication preferences and engagement data with our marketing materials.

1.2. Automatically Collected Information

Our systems automatically collect certain technical and usage information:

• Device Information: IP address, browser type and version, operating system, device identifiers, and network connection details.
• Usage Analytics: Pages visited, features used, time spent on our platform, click patterns, and user interaction data.
• Call Analytics: Call duration, frequency, success rates, and performance metrics for service optimization.
• Location Data: General geographic location based on IP address for service delivery and compliance purposes.

1.3. Third-Party Sources

We may obtain information from legitimate third-party sources to enhance our services:

• Business Databases: Publicly available business information and professional contact details.
• Integration Partners: Data from calendar systems, CRM platforms, and other business tools you connect to our service.
• Marketing Partners: Information from authorized marketing and lead generation services.

2. How We Use Your Information

2.1. Service Delivery and Enhancement

• Provide, operate, and continuously improve our AI receptionist services
• Process and route customer calls according to your business requirements
• Manage appointment scheduling and customer communications
• Customize AI responses and behavior to match your business needs
• Provide technical support and troubleshooting assistance
• Monitor service performance and ensure optimal functionality

2.2. Business Operations and Analytics

• Process payments and manage subscription billing
• Generate usage reports and performance analytics
• Conduct research and development for service improvements
• Create aggregated, anonymized data for industry insights
• Ensure compliance with legal and regulatory requirements

2.3. Communication and Marketing

• Send service updates, security alerts, and important notifications
• Provide customer support and respond to inquiries
• Share relevant product updates and feature announcements
• Deliver targeted marketing content based on your interests (with consent)
• Conduct customer satisfaction surveys and feedback collection

2.4. Security and Legal Compliance

• Protect against fraud, unauthorized access, and security threats
• Investigate and prevent misuse of our services
• Comply with applicable laws, regulations, and legal processes
• Enforce our terms of service and protect our legal rights
• Respond to law enforcement requests when legally required

3. Information Sharing and Disclosure

We maintain strict controls over information sharing and only disclose your data in the following circumstances:

3.1. Service Providers and Partners

• Technology Partners: Cloud hosting providers, telecommunications carriers, and AI processing services that enable our platform functionality
• Payment Processors: Secure payment processing services like Stripe for subscription and billing management
• Analytics Providers: Services that help us understand usage patterns and improve our offerings
• Customer Support Tools: Platforms that enable us to provide efficient customer service

3.2. Legal and Compliance Requirements

• Law enforcement agencies when required by valid legal process
• Regulatory authorities for compliance verification and audits
• Legal advisors and professional service providers under confidentiality agreements
• Courts and tribunals in response to subpoenas or court orders

3.3. Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections outlined in this policy.

3.4. Consent-Based Sharing

We may share your information with third parties when you provide explicit consent for specific purposes, such as integrations with your existing business systems.

4. Data Security and Protection

We implement comprehensive security measures to protect your personal information:

4.1. Technical Safeguards

• Encryption: All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption
• Access Controls: Multi-factor authentication and role-based access restrictions for all systems
• Network Security: Firewalls, intrusion detection systems, and regular security monitoring
• Data Isolation: Customer data is logically separated and protected from unauthorized access

4.2. Operational Security

• Staff Training: Regular security awareness training for all employees
• Background Checks: Comprehensive screening for personnel with data access
• Incident Response: 24/7 security monitoring and rapid incident response procedures
• Regular Audits: Third-party security assessments and compliance certifications

4.3. Data Backup and Recovery

We maintain secure, encrypted backups of your data with robust disaster recovery procedures to ensure business continuity and data availability.

5. Your Privacy Rights and Choices

5.1. Access and Portability

You have the right to access your personal information and receive a copy in a portable format. Contact us to request your data export.

5.2. Correction and Updates

You can update your account information directly through our platform or by contacting our support team to correct any inaccuracies.

5.3. Deletion Rights

You may request deletion of your personal information, subject to legal retention requirements and active service obligations.

5.4. Marketing Communications

You can opt out of marketing emails at any time using the unsubscribe link or by updating your communication preferences in your account settings.

5.5. Cookie Management

You can control cookie settings through your browser preferences. Note that disabling certain cookies may limit platform functionality.

6. Data Retention

We retain your personal information only as long as necessary to:

• Provide ongoing services and support
• Comply with legal and regulatory requirements
• Resolve disputes and enforce agreements
• Maintain business records for legitimate purposes

When data is no longer needed, we securely delete or anonymize it according to our data retention schedule and industry best practices.

7. International Data Transfers

Our services may involve transferring your data across international borders. We ensure all transfers comply with applicable data protection laws and implement appropriate safeguards, including:

• Standard contractual clauses approved by relevant authorities
• Adequacy decisions for transfers to approved jurisdictions
• Additional security measures for enhanced protection

8. Children's Privacy

Our services are designed for business use and are not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors. If we discover that we have inadvertently collected such information, we will promptly delete it.

9. Third-Party Integrations

Our platform may integrate with third-party services such as calendar applications, CRM systems, and communication tools. These integrations are governed by the privacy policies of the respective third-party providers. We encourage you to review their privacy practices.

10. Privacy Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. We will notify you of material changes through:

• Email notifications to your registered address
• Prominent notices on our platform
• Updated version dates and change summaries

Continued use of our services after policy updates constitutes acceptance of the revised terms.

11. Contact Information

For questions about this Privacy Policy, to exercise your privacy rights, or to report privacy concerns, please contact us: