Privacy Policy
Draft. This page hasn’t been reviewed by a lawyer yet and isn’t in effect.
Effective date: TBD Last updated: TBD
1. Who we are
AlloPlace is an AI receptionist for businesses, run by TBD: legal entity name, TBD: address ("AlloPlace", "we", "us").
This policy explains how we handle personal information about:
- Customers: businesses that use AlloPlace, and the people who manage their accounts
- Callers: people who phone or chat with a business that uses AlloPlace
- Visitors: people who visit our website
- Partners: affiliates and agencies in our partner program
2. Our role
- For customer account information and website visitors, we decide how the information is used. We're responsible for it.
- For Callers, the business you called is responsible for your information. We handle it on that business's behalf, as its service provider. If you called a business and have a question about your information, start with that business. We'll help them answer. See section 15.
3. What we collect
From customers
- Name, email, phone number and password
- Business details: name, address, hours, services, prices, FAQs, documents you upload and website pages you ask us to import
- Calendar connection details (see section 6)
- Billing details. Card details go straight to our payment processor; we don't see full card numbers.
- How you use the dashboard, if product analytics is on (see section 9)
From Callers
- Phone number
- Call audio, a recording and a transcript
- A summary of the call
- What you tell the receptionist, such as your name, the reason for your call and the appointment you want
- Whether you agreed to reminder texts, and when
- Website chat messages, if you used a business's chat
From visitors
- Pages viewed and basic device information
- Analytics and session recordings, only if you accept them (see section 9)
- What you send us through forms or email
From partners
- Name, contact details, how you promote AlloPlace, referral activity and payout details
We don't create voiceprints or identify people by their voice.
4. Why we use it
- To answer calls and chats, book appointments, transfer calls, take messages and send texts for the business you contacted
- To show businesses their calls, transcripts, summaries and bookings
- To run, secure and fix the Service, and prevent fraud and abuse
- To bill customers and pay partners
- To provide support
- To send customers service messages, and with consent, news about AlloPlace
- To meet legal obligations
We don't sell personal information. We don't use personal information to train AI models.
5. How the AI works with your information
- Calls are handled by an AI voice model from OpenAI. Call audio goes to OpenAI in real time so the model can listen and reply.
- OpenAI keeps a recording of each call for 30 days under its own policies, and we can't delete OpenAI's copy early. We keep our own copy for the periods in section 11. TBD: confirm against OpenAI's current terms and any retention settings we adopt.
- Text features, such as website chat and searching a business's information, also use OpenAI models.
- We send AI providers only what's needed for the task.
- OpenAI's business terms, as of the date of this policy, don't allow it to train its models on this data. TBD: confirm.
- Automated decisions. During a call, the receptionist decides some things on its own, following the business's settings: whether a time is free, whether a Caller passed the identity check to change an appointment, and when to transfer. If you disagree with one of those decisions, you can ask the business to have a person review it.
6. Google Calendar
When a business connects a Google account, we use it only to manage bookings on the calendar the business picks. We read event times to find busy periods, and create, change or delete the appointments AlloPlace books. We store the access tokens encrypted. When the business disconnects, we stop syncing and delete the tokens and the busy times we copied.
AlloPlace's use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements.
TBD: list the exact OAuth scopes requested, matching the Google verification submission.
10. Where your information goes
AlloPlace and its main providers process information in the United States. That includes the AI voice model, our phone provider and our servers. Information may also be processed in other countries where our providers operate. Those countries may have different privacy laws, and their authorities may be able to access the information under their laws.
We can't offer storage or processing in Canada today. Before information about people in Quebec leaves Quebec, we assess the transfer as Quebec law requires and protect it by contract. TBD: complete and keep the transfer impact assessments on file.
11. How long we keep it
By default, the Service deletes Caller content automatically:
- Free plan: recordings, transcripts, messages and follow-ups after 30 days
- Starter and Pro: recordings and transcripts after 90 days; messages and follow-ups after 365 days
- Enterprise: the same as Starter and Pro, unless agreed otherwise
TBD: confirm these defaults for AlloPlace.
Businesses can delete some records sooner. We keep account information while the account is open, then delete or de-identify it, except records we must keep for legal, tax or dispute reasons. Deleted data can stay in backups until they expire on their normal cycle.
12. Security
We protect information with access controls, encryption in transit, encryption of sensitive credentials, and separation of each business's data at the database level. Only staff who need access to do their job have it. No system is perfectly secure. If a privacy incident creates a real risk of serious harm, we'll notify the people affected and the authorities as the law requires, and tell affected businesses without delay.
13. Your rights
Depending on where you live, you can:
- ask what personal information we have about you, and get a copy
- ask us to correct it
- ask us to delete it
- withdraw consent, for example to texts or analytics
- ask for your information in a portable format
- ask how an automated decision about you was made, and have a person review it
- complain to a privacy regulator
To make a request, write to our privacy officer (section 16). We may need to confirm who you are. We answer within the time the law sets, which in Quebec is 30 days.
If you're a Caller, your request may need to go through the business you called. We'll pass it on and help.
14. Canada and Quebec
- Our person in charge of protecting personal information is TBD: name, title, reachable at TBD: privacy@alloplace.ai.
- You can complain to the Office of the Privacy Commissioner of Canada, or in Quebec to the Commission d'accès à l'information.
- We help Quebec businesses with their privacy impact assessments by giving them information about how AlloPlace handles data. TBD: the PIA information pack.
- Profiling features are off by default.
15. If you called or chatted with a business
The business you contacted chose AlloPlace to answer for it. That business decides what happens to your information and how long it's kept within the limits above. For questions, or to use your rights, contact the business first. You can also write to us and we'll help.
If you don't want your call recorded, TBD: the no-recording alternative, once built.
16. Contact
Person in charge of protecting personal information: TBD: name, title TBD: legal entity name, address TBD: privacy@alloplace.ai
17. Children
AlloPlace is a business service. It isn't directed at children, and we don't knowingly collect information about children except where a parent or guardian calls a business on their behalf.
18. US residents
TBD: counsel to add state privacy rights language. AlloPlace acts as a service provider or processor for its customers.
19. Changes to this policy
When we change this policy, we'll update the date at the top. If a change is significant, we'll tell customers by email or in the dashboard before it takes effect.