Privacy Policy

1. Who this policy covers

Our Service involves two groups of people. "Customers" are the businesses and individuals who sign up for Seraphone to answer their phone lines. "Callers" are the people who call a phone number that Seraphone answers on a Customer's behalf. This policy describes how we handle information for both groups.

2. Information we collect

From Customers, we collect:

• Account information: name, email address, phone number, and password.
• Business information: business name, address, hours, services, and the configuration you provide for your AI assistant (greeting, FAQs, routing rules).
• Billing information: subscription tier and payment records. Card details are processed by our payment processor (Stripe) and are not stored on our servers.
• Integration data you choose to connect, such as calendar or email access tokens, used only to perform the actions you enable.

From Callers, when a call is answered by Seraphone, we may collect:

• Call audio, which is processed in real time to operate the assistant.
• Transcripts and AI-generated summaries of the conversation.
• Caller phone number (caller ID) and the time, duration, and outcome of the call.
• Any information the caller chooses to provide during the conversation (for example, their name, reason for calling, or appointment details).
• For SMS interactions, the message content and phone number involved.

We also automatically collect standard technical data from website visitors, such as IP address, browser type, and pages viewed, to operate and secure the site.

3. Call recording, transcription, and consent

Calls answered by Seraphone are recorded and/or transcribed so the Service can function and so Customers can review what was discussed. At the start of each call, an automated notice informs the caller that they are speaking with an AI assistant and that the call may be recorded or transcribed.

Recording laws vary by jurisdiction, and some U.S. states require all parties to consent. Customers are responsible for ensuring their use of Seraphone complies with the laws applicable to them and their callers. Where required, the Service is configured to obtain or confirm consent before storing a recording or transcript.

4. How we use information

• To operate the Service: answer calls, generate transcripts and summaries, route calls, send notifications, and book or manage appointments you authorize.
• To provide Customer dashboards, analytics, and call history.
• To process payments and manage subscriptions.
• To improve, secure, troubleshoot, and develop the Service.
• To communicate with Customers about their account, receipts, security, and support.
• To comply with legal obligations and enforce our Terms.

We do not sell personal information. We do not use Caller conversation content to train third-party AI models for purposes unrelated to providing the Service.

5. AI and third-party processors

The Service relies on third-party providers to function, including telephony/messaging providers, speech and language AI providers, cloud hosting, and payment processing. These providers process information only as needed to deliver their part of the Service and are bound by their own contractual and privacy obligations. Conversation content sent to AI providers is used to generate responses, transcripts, and summaries for the Service.

6. How we share information

We share information only as follows:

• With the Customer whose line was called — Callers should understand that the content of a call is shared with the business they contacted.
• With service providers and processors who help us run the Service, under appropriate confidentiality and data-protection terms.
• For legal reasons, such as to comply with law, respond to lawful requests, or protect rights, safety, and security.
• In a business transfer, such as a merger or acquisition, subject to this policy.

7. Data retention

We retain Customer account data for as long as the account is active and as needed to provide the Service. Call recordings, transcripts, and related records are retained according to the Customer's settings and our standard retention periods, after which they are deleted or de-identified. We may retain certain records longer where required by law or for legitimate business purposes such as billing and dispute resolution.

8. Security

We use technical and organizational safeguards designed to protect information, including encryption of sensitive fields, access controls, and tenant isolation. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your choices and rights

Customers can access and update account information in their dashboard and may request deletion of their account. Depending on your location, you may have rights to access, correct, delete, or restrict use of your personal information, or to object to certain processing. Callers who wish to exercise rights over information collected during a call should contact the business they called; we will assist that business as a processor where applicable. To make a request, contact us at support@seraphone.ai.

10. SMS and messaging

If you receive text messages from the Service, message and data rates may apply. You can opt out at any time by replying STOP, and reply HELP for assistance. We handle messaging data consistent with this policy and applicable carrier and A2P 10DLC requirements.

11. Children

The Service is intended for businesses and adults and is not directed to children under 13. We do not knowingly collect personal information from children.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above and, where appropriate, provide additional notice.

13. Contact us

Questions about this policy or our data practices can be sent to support@seraphone.ai.