Privacy policy

1. Information we collect

Account information: your name, work email address, organization name, role and sign-in details, provided when you create an account or are invited to a workspace.

Billing information: billing contact, company details and payment method. Card details are collected and stored by our payment processor; we do not store full card numbers.

Sales and support enquiries: the details you submit through the Talk to sales form or support requests, such as name, company, email, phone number, number of sites and numbers, platforms, timeline and your message, together with any email correspondence that follows.

Customer content: recordings, scripts, translations, transcripts, voice samples, and site, number and extension inventory that customers upload or create in the Service.

Usage and device information: log data such as IP address, browser type, pages visited, actions taken and timestamps, used to run, secure and improve the Service. We use cookies that are needed for sign-in and security. We do not sell personal information or use advertising cookies.

Trial protection signals: to enforce one free trial per company we keep limited signals such as email domain and a fingerprint of the payment card supplied by our payment processor.

2. How we use information

To provide the Service: authenticating users, storing and processing customer content, generating recordings, translations and transcriptions, placing IVR discovery calls that a customer starts, and producing audio downloads.

To bill customers, manage credits and prevent trial abuse and fraud.

To answer sales enquiries and support requests, and to send service messages such as receipts, invitations and important notices.

To keep the Service secure, investigate misuse and meet legal obligations.

Customer content is not used to train machine learning models.

3. Legal bases

Where data protection law requires a legal basis, we rely on performance of a contract (providing the Service), legitimate interests (securing and improving the Service and answering business enquiries), consent (where we ask for it), and compliance with legal obligations.

4. Service providers

We share information only with providers that help us run the Service, under contracts that limit their use of it: cloud hosting and databases (Railway), file storage and content delivery (Cloudflare), authentication (Clerk), payments (Stripe), email delivery (Resend), text-to-speech, voice and transcription (ElevenLabs, with Telnyx and the Amazon Polly voices it provides as a fallback), telephony for IVR discovery (Telnyx), and translation and text processing (Anthropic).

We may also disclose information where required by law, to protect rights and safety, or as part of a merger, acquisition or sale of assets, in which case this policy continues to apply.

5. Retention

Account and customer content is kept for as long as the workspace is active. When a customer closes their account, customer content is deleted from active systems within 30 days and from backups on their normal rotation.

Billing records are kept for as long as tax and accounting law requires. Sales enquiries are kept for up to 24 months after our last contact unless they become a customer relationship. Security logs are kept for a limited period, normally no more than 12 months.

6. Security

We protect information with organization-level isolation, role-based access controls, audit logging and encryption in transit. No system is completely secure, but we work to protect information and will notify affected customers of a security incident as required by law.

7. Your rights

Depending on where you live, you may have the right to access, correct, delete or export your personal information, to object to or restrict certain processing, and to withdraw consent. You will not be treated differently for exercising these rights.

To make a request, email sales@dialtone360.com. If your information is held in a customer’s workspace, we may refer your request to that customer. You may also complain to your local data protection authority.

8. International transfers

Dialtone360 and its service providers may process information in the United States and other countries. Where required, we rely on appropriate safeguards such as standard contractual clauses for transfers.

9. Children

The Service is intended for businesses and is not directed to children. We do not knowingly collect personal information from children under 16.

10. Changes to this policy

We may update this policy from time to time. We will post the updated version here with a new date and, for material changes, notify account admins by email or in the app.

11. Contact

Questions about privacy: sales@dialtone360.com.