Privacy Policy

1. Who this policy covers

This policy applies to DeskPilot websites, product demonstrations, dashboards, APIs, and AI-assisted telephone services. A business using DeskPilot may separately control the information collected through its receptionist. In that situation, the business is responsible for its own privacy notices and instructions, and DeskPilot processes the information to provide the service.

2. Information we collect

• Account and business information, such as names, email addresses, telephone numbers, business details, service preferences, and account settings.
• Website and knowledge content supplied by a customer or collected from a URL the customer asks us to process.
• Call information, which may include caller and recipient numbers, timestamps, transcripts, summaries, lead details, call outcomes, and audio recordings when recording is enabled and lawful.
• Demo information, including the submitted website, contact details, security-verification information, crawl results, and call status.
• Technical and usage information, such as IP address, browser, device, request logs, security events, and product interactions.
• Subscription and transaction information. Payment card details are handled by our payment provider rather than stored directly by DeskPilot.

3. AI and call-recording disclosure

DeskPilot uses artificial intelligence to generate and understand speech. A DeskPilot-powered receptionist should identify itself as an AI assistant at the beginning of a call. Calls may be transcribed and may be recorded when the customer enables recording and applicable notice and consent requirements have been satisfied.

Recording and calling laws vary by location. DeskPilot customers are responsible for configuring their use of the service lawfully and for providing any notice or obtaining any consent required from callers, recipients, employees, or other participants.

4. How we use information

• Provide, secure, maintain, and improve DeskPilot.
• Answer calls, route requests, qualify leads, and perform actions.
• Set up and support customer accounts and integrations.
• Process requested demos and prevent fraudulent or abusive calls.
• Communicate about service, billing, security, and support.
• Comply with law and enforce our agreements.

We do not use customer call recordings or private business knowledge to train general-purpose AI models unless the customer separately agrees to that use.

5. How we share information

We share information only as needed to operate the service, follow a customer's instructions, complete a transaction, protect users, or comply with law. Providers may include Google Cloud and Firebase for infrastructure, Vapi and its subprocessors for voice services, Resend for email, and Stripe for payments. These providers process information under their own agreements and privacy terms.

We do not sell personal information for money. If our business is involved in a merger, financing, acquisition, reorganization, or sale, information may be transferred subject to appropriate protections.

6. Retention and deletion

Private demo job records, demo call metadata, and associated demo webhook events are scheduled for deletion after seven days unless we must retain them for security, abuse prevention, or legal reasons. Customer account and call data are retained while needed to provide the service, satisfy the customer's configured retention period, resolve disputes, and comply with law.

Customers and demo participants may request deletion by emailing ai.deskpilot@gmail.com. We may need to verify the requester's identity and authority.

7. Security and international processing

We use administrative, technical, and organizational safeguards intended to protect information. No system is completely secure. Information may be processed in the United States and other countries where our providers operate, subject to applicable safeguards.

8. Your choices and rights

Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of personal information, or to object to or restrict certain processing. You may also opt out of non-essential marketing communications. Submit a request using the contact address below.

9. Children

DeskPilot is a business service and is not directed to children under 13. Customers must not intentionally configure the service to collect children's information without all legally required notices, consent, and safeguards.

10. Changes and contact

We may update this policy as the service changes. We will post the revised date and provide additional notice when required. Questions or privacy requests may be sent to ai.deskpilot@gmail.com.