Privacy Policy

1. Introduction

ServiceAI ("Company," "we," "us," "our," or "Service") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our web application and services, including all related features and functionalities (collectively, the "Service").

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Service. By accessing and using ServiceAI, you acknowledge that you have read, understood, and agree to be bound by all the provisions of this Privacy Policy.

2. Information We Collect

2.1 Information You Provide Directly

Account Registration:

• Name, email address, phone number
• Business information (business name, address, phone number)
• Service types offered
• Operating hours and timezone

Google Calendar Integration:

• Google Calendar ID (primary calendar identifier)
• Google OAuth access and refresh tokens (securely encrypted)
• Calendar event details for appointments

Communication Data:

• Customer phone numbers and names from incoming calls
• Call transcripts and recordings
• Customer addresses and service requests
• Appointment details and scheduling information

Payment Information:

• Billing address and payment method details (processed through Stripe)
• Subscription tier and billing history

2.2 Information Collected Automatically

Usage Data:

• Call logs and metadata (call duration, timestamp, call status)
• Lead conversion metrics and analytics
• Dashboard activity and feature usage
• Device information (browser type, IP address, operating system)

Cookies and Tracking:

• Session cookies for authentication
• Analytics cookies to understand usage patterns
• Preference cookies to remember user settings

Third-Party Services:

• Bland.ai: Call recording and transcription data
• Twilio: Phone number routing and SMS delivery logs
• Google Calendar: Calendar event synchronization
• Stripe: Payment processing records

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

• Creating and maintaining your account
• Processing incoming customer calls
• Extracting customer information from call transcripts
• Creating and managing appointments
• Syncing appointments to your Google Calendar
• Sending SMS confirmations to customers
• Storing and retrieving call recordings and transcripts

3.2 Service Improvement

• Analyzing usage patterns to improve features
• Debugging and troubleshooting technical issues
• Conducting research and analytics
• Personalizing your experience

3.3 Communication

• Sending service-related announcements
• Responding to your inquiries and support requests
• Sending billing and account notifications
• Notifying you of policy changes

3.4 Legal and Security

• Complying with legal obligations
• Enforcing our Terms of Service
• Protecting against fraud, security threats, and abuse
• Maintaining audit trails for compliance

3.5 Marketing (with consent)

• Sending promotional materials and updates
• Conducting surveys and feedback collection
• Improving marketing effectiveness

4. Data Retention

We retain your information for as long as necessary to provide our Service and fulfill the purposes outlined in this Privacy Policy:

• Account data: Retained while your account is active; deleted upon account termination (with 30-day grace period)
• Call recordings and transcripts: Retained for 90 days, then automatically deleted
• Appointment data: Retained for 2 years for historical records
• Payment records: Retained for 7 years for tax and legal compliance
• Google OAuth tokens: Retained until you disconnect Google Calendar or revoke permissions
• Analytics data: Aggregated and anonymized data retained indefinitely

5. Data Sharing and Disclosure

5.1 Third-Party Service Providers

We share your information with trusted third-party service providers who assist in operating our Service:

All third-party providers are contractually obligated to maintain data confidentiality and security.

5.2 Legal Requirements

We may disclose your information when required by law or when we believe in good faith that disclosure is necessary to:

• Comply with legal obligations, court orders, or government requests
• Enforce our Terms of Service and other agreements
• Protect the safety, rights, and property of our Company, users, or the public
• Prevent or investigate possible wrongdoing

5.3 Business Transfers

If we are involved in a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.

5.4 Aggregated and De-Identified Data

We may share aggregated, anonymized data that cannot reasonably be used to identify you with third parties for research, marketing, analytics, and other purposes.

6. Data Security

6.1 Security Measures

We implement comprehensive security measures to protect your information:

• Encryption in Transit: All data transmitted between your device and our servers uses TLS/SSL encryption
• Encryption at Rest: Sensitive data (OAuth tokens, payment information) is encrypted in our database
• Access Controls: Role-based access control limits employee access to customer data
• Authentication: Multi-factor authentication available for account security
• Regular Audits: Security assessments and penetration testing conducted regularly
• Incident Response: Documented procedures for responding to security breaches

6.2 Limitations

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

7. Your Rights and Choices

7.1 Access and Portability

You have the right to:

• Access your personal information
• Request a copy of your data in a portable format
• Understand how your data is being used

7.2 Correction and Deletion

You have the right to:

• Correct inaccurate information
• Request deletion of your account and associated data
• Opt-out of marketing communications

7.3 How to Exercise Your Rights

To exercise any of these rights, contact us at:

• Email: [email protected]
• Phone: (785) 813-4832

We will respond to requests within 30 days as required by applicable law.

8. Contact Us

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

We will respond to your inquiry within 30 days.