Purpose of this Policy
Telephoned.pro designs and operates AI-powered business automation intended to reduce repetitive work, capture opportunities, coordinate workflows, and help businesses respond to customers.
We aim to deploy AI in a way that is transparent, understandable, appropriately controlled, and proportionate to the use case. We also recognize that AI systems can make mistakes and should not be treated as infallible.
This Policy applies to Telephoned.pro's AI-powered services and to Customers using those services, subject to the applicable service agreement and Terms & Conditions.
How Telephoned.pro uses AI
Depending on the Customer's configuration, our services may use AI to:
- Answer and route inbound calls;
- Communicate with callers, leads, customers, or other contacts;
- Understand requests and classify conversations;
- Capture and qualify leads;
- Schedule appointments and trigger follow-up workflows;
- Generate summaries, notes, messages, and other operational content;
- Retrieve information from Customer-provided knowledge sources;
- Connect actions across CRMs, calendars, telephony platforms, messaging systems, and other software;
- Execute Customer-configured business workflows and escalation rules.
Not every Telephoned.pro service uses every capability. The actual behavior of an automation depends on its configuration, connected systems, instructions, data sources, and third-party services.
Transparency when people interact with AI
Where applicable law requires a person to be informed that they are interacting directly with an AI system, Telephoned.pro is committed to supporting clear and distinguishable disclosure from the beginning of the interaction.
For AI agents that directly communicate with callers or other individuals, Customers should use an appropriate disclosure such as:
“Hi, you've reached [Business Name]. I'm an AI assistant helping the team. How can I help you today?”
The exact disclosure may be adapted to the Customer's business, channel, jurisdiction, and use case, provided it remains clear and not misleading.
Article 50 of the EU AI Act contains transparency obligations for certain interactive AI systems, including AI systems that directly interact with natural persons. Those obligations apply from 2 August 2026.
AI-generated outputs
AI-generated responses, classifications, summaries, recommendations, transcriptions, and other outputs may be inaccurate, incomplete, ambiguous, outdated, or inappropriate.
Customers should establish appropriate review, escalation, and correction procedures for their use case. Telephoned.pro does not guarantee that an AI system will correctly understand every person, accent, request, context, instruction, or business scenario.
Where a workflow involves consequential business activity, Customers should configure appropriate human escalation and verification mechanisms.
Human oversight and escalation
Telephoned.pro supports workflows that can escalate conversations or tasks to human personnel where the Customer has configured such functionality.
Customers are responsible for determining when human review is appropriate for their business and for configuring escalation rules accordingly.
For sensitive, high-impact, disputed, unusual, or ambiguous situations, Customers should provide a practical route to a human representative where appropriate.
Customer responsibilities
The Customer controls how its business uses the Service and is responsible for its own deployment decisions. Customers must:
- Provide accurate business information, instructions, policies, pricing, operating hours, and knowledge sources;
- Review automation behavior and correct inaccurate instructions or outputs;
- Ensure the use case has an appropriate legal basis and complies with applicable law;
- Provide legally required notices and obtain required consents;
- Ensure automated calls, SMS, emails, marketing, and recordings comply with applicable requirements;
- Configure appropriate escalation, review, and human-intervention procedures where needed;
- Not use the Service for prohibited, fraudulent, discriminatory, deceptive, or unlawful activity.
Lawful and responsible use
Customers must not use Telephoned.pro's AI systems to facilitate unlawful or harmful activity.
Examples include fraud, scams, impersonation intended to deceive, harassment, unlawful discrimination, malicious manipulation, unlawful surveillance, spam, or communications that violate applicable telecommunications, privacy, consumer-protection, or marketing laws.
Telephoned.pro may restrict, suspend, or terminate a deployment where we reasonably believe it presents a material legal, safety, security, abuse, or reputational risk.
AI calls, recordings and transcripts
Telephoned.pro may provide functionality for AI-powered calls, recording, transcription, summarization, and analysis.
The Customer is responsible for determining whether recording, transcription, monitoring, or analysis is lawful in each applicable jurisdiction and for providing any required notice or obtaining any required consent.
Customers should not configure an AI agent to secretly record, impersonate a human in a deceptive manner, or make unlawful automated communications.
Where a call is recorded or transcribed, the Customer should ensure that its privacy notice and call disclosures accurately explain the processing.
Automated decisions and high-impact use
Telephoned.pro's general-purpose automation is not designed to make regulated or high-impact decisions about individuals unless specifically agreed and legally assessed for that purpose.
Customers must not use the Service to make decisions about individuals in a manner that violates applicable law or materially affects a person's legal rights, access to essential services, employment, credit, housing, healthcare, insurance, education, or other protected interests without appropriate legal, technical, and human safeguards.
Where applicable law requires meaningful human involvement, explanation, impact assessment, documentation, or other safeguards, the Customer is responsible for implementing them.
Data, models and training
Customer data is processed in accordance with the Telephoned.pro Privacy Policy, applicable Data Processing Agreement, and service agreement.
Telephoned.pro will not use Customer confidential content to train a public AI model unless expressly agreed or otherwise permitted by the applicable agreement.
Third-party AI providers may process information according to their applicable contractual terms and technical architecture. Telephoned.pro selects providers appropriate to the Service but cannot guarantee the availability or behavior of third-party models.
Customers should avoid providing unnecessary sensitive or highly confidential information where it is not required for the automation to perform its intended function.
Security and safeguards
Telephoned.pro uses reasonable technical and organizational measures designed to protect information processed through its services.
Depending on the service, safeguards may include access controls, authentication, encryption in transit, restricted permissions, logging, monitoring, secure infrastructure, backups, and incident-response procedures.
No AI or internet-connected system can be guaranteed completely secure or immune from error, compromise, outages, or misuse.
Limitations of AI
AI is probabilistic technology. An AI system may produce a response that appears confident while being incorrect.
Telephoned.pro therefore does not warrant that:
- AI outputs will always be accurate or complete;
- an AI agent will understand every caller or message correctly;
- an automation will always execute an intended action;
- third-party AI or infrastructure services will remain available or unchanged;
- the Service will produce a particular number of leads, bookings, sales, revenue, or other business results.
Customers should not rely on AI output as professional legal, medical, financial, or other regulated advice.
Reporting AI issues
If you believe an AI automation is behaving incorrectly, producing harmful content, creating a security issue, or operating contrary to its agreed configuration, please contact us promptly.
We may investigate reports, adjust configurations, restrict functionality, suspend affected workflows, or take other reasonable measures to address the issue.
Contact: our contact form.
Updates and regulatory changes
AI technology, applicable laws, regulatory guidance, and third-party AI services change rapidly. Telephoned.pro may update its AI systems, safeguards, disclosures, configurations, or this Policy where reasonably necessary to maintain security, improve the Service, or address legal and regulatory developments.
Customers are responsible for reviewing material changes and ensuring that their particular deployment remains appropriate and lawful.
This Policy is intended to operate alongside the Terms & Conditions, Privacy Policy, Data Processing Agreement, and any applicable customer-specific agreement.
Contact
Questions about AI transparency, responsible use, or a specific automation can be sent to:
Telephoned.pro
our contact form
Governing law for the Telephoned.pro contractual framework is the Czech Republic, subject to mandatory applicable law.