Privacy Policy.

Who we are

This Privacy Policy explains how Telephoned.pro (“Telephoned.pro”, “we”, “us”, or “our”) collects, uses, stores, discloses, and protects personal data in connection with our website, AI automation services, AI receptionist services, communications, and related services.

For personal data that we process for our own business purposes, Telephoned.pro acts as the controller. For personal data that a business customer provides to us so that we can operate automations on its behalf, the business customer may be the controller and Telephoned.pro may act as its processor, depending on the processing arrangement.

Our contact email is our contact form.

Where required by applicable law, the identity and registered details of the relevant legal entity operating Telephoned.pro will be provided in the applicable service agreement or other required legal notice.

Personal data we collect

Information you provide

• Name, email address, telephone number, company and business information;
• Account, billing, onboarding, support, and contact information;
• Information provided during demos, consultations, forms, emails, or sales conversations;
• Instructions, configurations, prompts, knowledge sources, business rules, and other content supplied to configure your automations.

Service and automation data

• Call records, call recordings, transcripts, summaries, messages, appointment information, lead information, and customer interactions;
• CRM records, calendar information, workflow events, tags, notes, and other information passed through integrations;
• Information generated by or associated with AI agents and automated workflows.

Technical information

• IP address, browser and device information, operating system, approximate location derived from IP, log data, referring URLs, pages viewed, and interaction data;
• Cookies and similar technologies.

How we use personal data

• Provide, operate, maintain, and secure our AI automation services;
• Configure, test, monitor, troubleshoot, and improve automations;
• Answer calls, process messages, schedule appointments, capture leads, and perform other actions requested by customers;
• Create and manage accounts, subscriptions, invoices, and customer relationships;
• Provide support and respond to inquiries;
• Monitor performance, detect abuse, prevent fraud, and protect security;
• Comply with legal, tax, accounting, regulatory, and contractual obligations;
• Communicate about the Service, including service notices, security notices, and account-related messages;
• Send marketing communications where legally permitted and, where required, with consent;
• Develop aggregated or de-identified insights that do not reasonably identify an individual, where permitted by law.

Legal bases for processing

Where GDPR or similar laws apply, we process personal data using one or more applicable legal bases, including:

• Contract: where processing is necessary to provide the Service or take steps at your request before entering into a contract;
• Legal obligation: where processing is required by law;
• Legitimate interests: where necessary for security, fraud prevention, service improvement, business administration, and other legitimate interests that are not overridden by applicable rights;
• Consent: where consent is required or where we choose to rely on it.

Where processing is based on consent, you may withdraw consent at any time. Withdrawal does not affect processing that occurred before withdrawal.

Business customer data

When a customer uses Telephoned.pro to process personal data relating to its own customers, leads, employees, or other individuals, the customer is generally responsible for determining the purposes and lawful means of that processing.

The customer is responsible for having an appropriate legal basis and providing any required privacy notices, consents, call-recording notices, marketing permissions, and other disclosures required by applicable law.

Telephoned.pro will process such data only as reasonably necessary to provide the contracted services and according to the customer's documented instructions, subject to our Terms, security requirements, and applicable law.

Where required, the parties should enter into a separate data processing agreement governing processor obligations, security, confidentiality, subprocessors, assistance with data-subject requests, deletion, and audits.

AI systems, calls and recordings

Our services may use AI models and automated systems to analyze inputs and generate responses, summaries, classifications, routing decisions, or other outputs.

AI systems can make mistakes. Customers remain responsible for reviewing automation behavior and ensuring that automated communications are appropriate for their use case.

Where call recording or transcription is enabled, the customer is responsible for configuring and using the feature lawfully, including providing any legally required notice to callers and obtaining any required consent.

Telephoned.pro may use call recordings, transcripts, logs, and related data to provide the contracted service, troubleshoot issues, maintain security, and comply with legal obligations. We will not use customer confidential content to train a public AI model unless expressly agreed or otherwise permitted by the applicable customer agreement.

Who we share data with

We may disclose personal data to carefully selected providers where reasonably necessary to operate the Service, including:

• Cloud hosting, storage, database, and infrastructure providers;
• Telephony, voice, SMS, email, and communications providers;
• AI and machine-learning model providers;
• CRM, calendar, payment, analytics, monitoring, and business software providers;
• Security, fraud-prevention, professional, legal, accounting, and support providers.

These providers may process data as our processors or independent controllers depending on their role and applicable law. Where required, we use appropriate contractual and organizational safeguards.

We may also disclose data where required by law, court order, regulatory request, to protect rights and safety, or in connection with a merger, acquisition, financing, restructuring, or sale of assets.

We do not sell personal data.

International data transfers

Our service providers may process personal data in countries outside the European Economic Area or outside your country of residence.

Where GDPR applies and a transfer is made to a country without an applicable adequacy decision, we will rely on an appropriate lawful transfer mechanism where required, such as Standard Contractual Clauses or another mechanism recognized under applicable data-protection law.

You may contact us at our contact form to request information about applicable transfer safeguards, subject to legitimate confidentiality and security considerations.

Data retention and deletion

We retain personal data only for as long as reasonably necessary for the purposes described in this Policy, to provide the Service, comply with legal obligations, resolve disputes, enforce agreements, and protect our legitimate interests.

• Account and customer records: generally while the relationship is active and for a reasonable period afterward for legal, accounting, security, and dispute-resolution purposes.
• Automation data: according to the applicable service configuration and customer agreement.
• Call recordings and transcripts: according to the applicable customer configuration, service requirements, and legal obligations. Where a customer has requested deletion, we will delete or anonymise such data within a commercially reasonable period subject to required retention.
• Billing and accounting records: for the period required by applicable law.
• Security and technical logs: for periods reasonably necessary for security, fraud prevention, troubleshooting, and legal purposes.

Deleted data may remain temporarily in backups before being securely overwritten or otherwise removed in accordance with our backup lifecycle.

Security

We use reasonable technical and organizational measures designed to protect personal data against unauthorised access, alteration, disclosure, loss, or destruction.

Measures may include access controls, authentication, encryption in transit, restricted permissions, monitoring, secure infrastructure, backups, and security procedures appropriate to the nature and risk of the processing.

No internet service can guarantee absolute security. You acknowledge that transmission and storage of information involve inherent risks, and you are responsible for maintaining appropriate security for your own accounts and connected systems.

Your privacy rights

Where applicable law grants you rights as a data subject, you may have the right to:

• Request access to personal data we hold about you;
• Request correction of inaccurate or incomplete data;
• Request deletion of personal data in applicable circumstances;
• Request restriction of processing;
• Object to certain processing, including processing based on legitimate interests;
• Request portability of certain data;
• Withdraw consent where processing relies on consent;
• Object to direct marketing at any time;
• Lodge a complaint with a competent data-protection supervisory authority.

To submit a request, email our contact form. We may request information reasonably necessary to verify your identity and protect against unauthorised disclosure.

Where GDPR applies, requests will generally be handled within the statutory period applicable to the request. We may lawfully refuse or charge a reasonable fee for manifestly unfounded or excessive requests where permitted by law.

Cookies and similar technologies

We may use cookies and similar technologies for essential functionality, authentication, security, analytics, preferences, and measurement.

Where required, non-essential cookies will be used only with the appropriate consent mechanism. You can also manage cookies through your browser settings. Disabling essential cookies may affect functionality.

The website currently uses the following:

• Necessary: storage needed for security, sign-in to the partner portal, completing bookings and remembering your cookie choice. These are always on.
• Partner referrals: if you arrive through a partner's referral link, the referral code is remembered in your browser for up to 90 days so the right partner is credited if you book.
• Analytics (optional): Google Analytics and our own first-party visit statistics (pages viewed, time on page, scroll depth, how you found the site, device and browser type, and an approximate city from a one-time IP lookup with ipapi.co; your IP address itself is not stored), to understand which pages help visitors and improve the site.
• Marketing (optional): Google Ads conversion measurement, to see which ads bring visitors.

Visitors from the European Economic Area, the United Kingdom and Switzerland are asked before analytics or marketing cookies are used. Everyone can accept, reject or change their choice at any time with the Cookie settings link at the bottom of every page.

Marketing communications

We may send service-related communications that are necessary to administer your account or provide the Service. These are not optional marketing communications.

Where legally permitted, we may send promotional communications about Telephoned.pro. You can unsubscribe from marketing communications at any time using the available unsubscribe mechanism or by contacting our contact form.

Children

Our services are intended for businesses and are not directed to children. We do not knowingly collect personal data directly from children in violation of applicable law.

If you believe a child has provided personal data to us, please contact us so that we can review and take appropriate action.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements, or privacy practices.

Material changes may be communicated through the website, email, or other appropriate means. The “Last updated” date at the top of this page indicates when the current version became effective.

Contact us

For privacy questions, requests, complaints, or concerns, contact:

Telephoned.pro
our contact form

If you are located in the European Union, you may also have the right to lodge a complaint with the competent data-protection supervisory authority in your place of residence, place of work, or place of the alleged infringement.