Privacy Policy

Last updated: 2026-04-14

Who we are

DispatchioAI provides AI voice agents that answer calls, capture leads, and book appointments for small businesses. This policy explains what data we collect from our customers (business owners) and from their callers, how we use it, and your rights.

What we collect

From business customers (you)

  • Account data: your name, email, phone number, and password (stored as a hash) when you sign up.
  • Business information: business name, address, services offered, operating hours, pricing policies, and anything else you share during onboarding or later configuration.
  • Uploaded knowledge: any documents, FAQs, or reference material you upload to train your AI agent.
  • Integration credentials: API keys and tokens you provide to connect your CRM, calendar, messaging, or field service management tools.
  • Billing data: card details and billing address, handled by our payment processor (we do not store full card numbers on our systems).

From your callers

  • Phone numbers and caller ID provided by the telephony network.
  • Call audio — we record calls so the AI can transcribe, analyze, and improve future answers.
  • Call transcripts generated from the audio by our speech-to-text providers.
  • Information the caller shares — name, address, description of their issue, preferred appointment time, and any other details the AI captures during the conversation to serve their request.
  • Call metadata: duration, timestamp, outcome (booked/transferred/unresolved), and sentiment.

How we use this data

  • Operating the service — answering calls, booking appointments, notifying you of new leads.
  • Training and improving your specific AI agent based on how its calls go (quality scoring, pattern learning).
  • Sending call recordings, transcripts, and summaries back to you via the portal, WhatsApp, SMS, or email based on your notification settings.
  • Forwarding structured call data to integrations you have explicitly connected (your CRM, calendar, FSM tool).
  • Security, fraud prevention, and responding to abuse.
  • Aggregate, anonymized analytics to improve the platform — never in a way that can be traced back to an individual caller or business.

Who we share it with

We do not sell your data or your callers' data. We share information only with:

  • Service providers who help us run the platform: our cloud database (Supabase), telephony (LiveKit, Twilio, Retell), speech-to-text (Deepgram), large-language-model providers (OpenAI, Google), text-to-speech (Fish Audio, Hume, Cartesia, ElevenLabs — which specific provider speaks on your calls depends on the voice you choose for your agent), error tracking (Sentry), workflow orchestration (Trigger.dev), and email/WhatsApp providers. Each is bound by a data processing agreement.
  • Integrations you enable — if you connect a CRM, FSM, or calendar, we send that system the call data you authorize.
  • Legal requests — when required by law, court order, or to protect the safety of a person.

How long we keep data

  • Call recordings and transcripts: kept for the lifetime of your account unless you delete them. You can delete individual calls from the portal.
  • Account and business data: kept while your account is active and for up to 90 days after cancellation, after which it is purged from primary systems (backup retention may last longer).
  • Billing records: kept for 7 years as required by tax and accounting law.

Call recording notice

Calls answered by our AI agent are recorded. Whether a verbal disclosure ("this call is recorded") is required before or during the conversation depends on the laws of where your callers are located — many jurisdictions require single-party consent, some require all-party consent. As the business operating the phone number, you are responsible for ensuring your use of the service complies with the recording laws in your area. We make it easy to configure the greeting to include a recording disclosure.

Your rights

Depending on where you live, you may have the right to:

  • Access the data we hold about you.
  • Correct inaccurate data.
  • Request deletion (subject to legal retention requirements).
  • Export your data in a portable format.
  • Object to certain processing and withdraw consent.
  • Lodge a complaint with your data protection authority.

Email dispatchioai@gmail.com to exercise any of these rights. We respond within 30 days.

Security

We encrypt data in transit with TLS and at rest in our cloud databases. Access to production systems is limited to personnel who need it and is logged. Passwords are stored as one-way hashes. Despite our efforts, no system is perfectly secure — if you believe your account has been compromised, contact us immediately.

Children

DispatchioAI is a B2B product and is not directed at children. We do not knowingly collect data from anyone under 16.

International transfers

Our infrastructure is hosted in the United States and the European Union. When your data moves between regions, we rely on Standard Contractual Clauses and equivalent safeguards to protect it.

Changes to this policy

We may update this policy as the product evolves. Material changes will be announced to account owners by email at least 14 days before they take effect. The "Last updated" date at the top of this page reflects the most recent revision.

Contact us

Questions about this policy or how we handle your data? Email dispatchioai@gmail.com.