Privacy Policy

1. Introduction

ContactLoop Inc ("ContactLoop," "VoiceFusion," "we," "us," or "our") is committed to protecting the privacy of individuals who use our AI Receptionist platform at voicefusion.com (the "Service"). This Privacy Policy explains what personal information we collect, how we use it, with whom we share it, and your rights and choices regarding that information.

By accessing or using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with this policy, please do not use the Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account Registration: Full name, work email address, and password when you create an account
• Business Information: Business name, address, phone number, business hours, FAQs, custom greetings, and other configuration data used to train your AI receptionist
• Payment Information: Billing details processed by our third-party payment processors (we do not store full card numbers)
• Communications: Messages you send to our support team

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, clicks, session duration, and navigation patterns
• Device and Technical Data: IP address, browser type and version, operating system, device identifiers, and time zone
• Call Data: Call logs including caller phone number (where available), call duration, timestamps, call disposition, and AI-generated transcripts or summaries
• Cookies and Similar Technologies: Session cookies, analytics cookies, and preference cookies as described in Section 10

2.3 Information from Third-Party Integrations

• Google Business Profile: Business name, address, phone number, hours, and publicly available information used to train your AI receptionist
• Google Calendar: Calendar event data, availability information, and appointment details when you connect the Google Calendar integration (see Section 6)
• Other Integrations: Data from HubSpot, Salesforce, Slack, Zapier, and other platforms you choose to connect, as described in their respective terms

2.4 Caller Data (Processed on Your Behalf)

When your AI receptionist handles phone calls, it may collect information from your callers, such as their name, phone number, and the content of their messages. You, as the business operator, are the data controller for this caller data. We process it solely to provide the Service to you.

3. How We Use Your Information

4. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties. We may share information in the following limited circumstances:

4.1 Service Providers

We work with third-party vendors who perform services on our behalf, such as cloud hosting, payment processing, customer support, analytics, and email delivery. These providers are contractually required to protect your data and use it only as directed by us.

4.2 Third-Party Integrations You Enable

When you connect third-party integrations (e.g., Google Calendar, HubSpot, Slack), we share relevant data with those services as necessary to provide the integration functionality. Your use of those services is governed by their own privacy policies.

4.3 Business Transfers

If ContactLoop Inc is involved in a merger, acquisition, asset sale, or similar transaction, your information may be transferred as part of that transaction. We will notify you before your personal information becomes subject to a different privacy policy.

4.4 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency), or to protect the rights, property, or safety of ContactLoop Inc, our users, or others.

4.5 With Your Consent

We may share your information for other purposes with your explicit consent.

5. Google API Services User Data Policy

VoiceFusion accesses Google user data for the sole purpose of providing the appointment scheduling feature of the Service — specifically, reading your calendar availability and creating or managing appointments on your behalf. Google user data is used for no other purpose whatsoever.

The following restrictions apply absolutely and without exception:

• We access your Google Calendar data only to read your availability and create, update, or cancel appointments on your behalf as directed by callers
• We do not use Google user data to serve advertising of any kind
• We do not allow any human to read your Google user data, except where you have given express permission, it is required for security incident response, or we are compelled by law
• We do not share Google user data with any third party except as strictly required to deliver the appointment scheduling feature, and only with your explicit authorization
• We do not — under any circumstances — use Google user data to train, fine-tune, evaluate, or improve any AI or machine learning model, including the third-party AI providers listed in Section 7 of this policy
• Google user data is never transmitted to, processed by, or shared with OpenAI, Google Gemini, or any other AI service provider
• We store Google Calendar OAuth tokens securely and delete them immediately upon disconnection of the integration

You may revoke VoiceFusion's access to your Google account at any time by disconnecting the integration in your account settings or by visiting your Google Account permissions page.

6. Google Calendar Integration Details

To use the appointment scheduling feature, you must authorize VoiceFusion to access your Google Calendar. The specific OAuth scopes we request are:

• https://www.googleapis.com/auth/calendar.events — to create, read, update, and delete calendar events for appointment booking
• https://www.googleapis.com/auth/calendar.readonly — to read your availability when suggesting appointment times to callers
• https://www.googleapis.com/auth/userinfo.email — to identify your account and maintain the integration

We request only the minimum permissions required to provide this functionality. Appointment data is processed in real time and stored only as necessary to confirm, update, or cancel bookings.

7. Third-Party AI Services

VoiceFusion does not operate its own proprietary AI or large language model. The AI-powered call handling capabilities of the Service — including natural language understanding, FAQ responses, message taking, and call routing — are provided through the following third-party AI service providers:

7.1 Google Gemini (Google LLC)

We use Google Gemini to power conversational AI features within the Service. When your AI receptionist handles a call, relevant call content and your business configuration data may be processed by Google Gemini to generate responses. Google Gemini is subject to Google's Privacy Policy and Gemini API Additional Terms of Service.

7.2 OpenAI (ChatGPT)

We use OpenAI's API to power certain AI features within the Service, including language understanding and response generation. When your AI receptionist handles a call, relevant call content and business configuration data may be processed by OpenAI. OpenAI is subject to its own Privacy Policy and Terms of Use.

7.3 What data is shared with AI providers

The following types of data may be processed by the AI providers above in order to deliver the Service:

• The content of inbound calls (transcribed caller speech and AI-generated responses)
• Your business configuration data: business name, hours, FAQs, greeting scripts, and service descriptions
• Caller messages and requests during a call session

7.4 What is never shared with AI providers

The following data is never transmitted to Google Gemini, OpenAI, or any other AI service provider:

• Your Google Calendar data, availability information, or calendar events
• Your Google account credentials or OAuth tokens
• Any data obtained through the Google Calendar API integration
• Payment or billing information

Our use of third-party AI providers is strictly limited to delivering the core call-handling functionality of the Service. We do not permit these providers to use your data to train their general models beyond what is disclosed in their own terms.

8. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Specific retention periods:

• Account data: Retained for the duration of your subscription and deleted within 90 days of account closure, unless required by law
• Call logs and transcripts: Retained for 12 months from the date of the call, then deleted or anonymized
• Google Calendar tokens: Deleted immediately upon disconnection of the integration
• Payment records: Retained for 7 years for financial and legal compliance purposes

You may request earlier deletion of your data by contacting us as described in Section 15.

9. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

Rights Available to All Users

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data, subject to legal retention obligations
• Portability: Request your data in a structured, machine-readable format
• Opt-out of marketing: Unsubscribe from marketing emails at any time via the unsubscribe link in any email or by contacting us

California Residents (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to know what personal information is collected and sold (we do not sell personal information), the right to opt out of sale/sharing, and the right to non-discrimination for exercising your privacy rights. To submit a verifiable consumer request, contact us at privacy@voicefusion.com.

EEA / UK Residents (GDPR / UK GDPR)

If you are located in the European Economic Area or United Kingdom, you may also have the right to object to or restrict processing of your personal data, and to lodge a complaint with your local data protection authority. Our legal bases for processing are set out in Section 3 above.

10. Cookies and Tracking

We use cookies and similar tracking technologies to operate and improve the Service. Types of cookies we use:

• Strictly necessary cookies: Required for the Service to function (e.g., authentication session cookies)
• Analytics cookies: Help us understand how users interact with the Service (e.g., pages visited, session duration)
• Preference cookies: Remember your settings and preferences

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the Service. We do not use cookies for advertising or tracking across third-party websites.

11. Data Security

We implement industry-standard technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit (TLS) and at rest, access controls, and regular security assessments.

No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

12. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at privacy@voicefusion.com and we will take steps to delete it.

13. International Data Transfers

ContactLoop Inc is based in the United States. If you access the Service from outside the United States, your information may be transferred to and processed in the United States or other countries where our service providers operate. These countries may have data protection laws that differ from your home country. We take steps to ensure appropriate safeguards are in place for such transfers, including standard contractual clauses where required.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify you of material changes by posting the updated policy on our website and, where required, by sending an email notification. The "Last Updated" date at the top of this policy indicates when it was last revised. Your continued use of the Service after any changes constitutes your acceptance of the revised Privacy Policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• ContactLoop Inc
• Email: privacy@voicefusion.com
• Website: voicefusion.com

For data deletion or access requests, please email privacy@voicefusion.com with the subject line "Privacy Request" and include your name, email address, and a description of your request.