Legal & Trust
Privacy Policy
Last updated: August 1, 2026
At Callwise AI ("we," "our," or "us"), privacy is at the core of how we build our AI answering receptionists. We understand that your business calls represent valuable relationships and sensitive operational data. This Privacy Policy describes how we collect, use, process, and secure information when you use our services, dashboards, and custom voice integrations.
By deploying Callwise AI on your phone lines or using our platform, you agree to the terms described in this policy.
01
Information We Collect
We collect various categories of information necessary to deliver and refine your AI receptionist experience:
• Personal Information: Name, email address, phone number, billing info, and business registration details provided during signup.
• Call Data & Audio Streams: Real-time audio data streams, raw voice recordings, transcripts, and metadata (caller ID, duration, timestamps) of calls handled by Callwise AI.
• Operational & Calendar Data: Information retrieved from integrations you authorize, such as Google Calendar slots, Calendly booking details, or HubSpot CRM fields.
• Technical Device Info: IP addresses, browser types, log data, and operational telemetry transmitted when accessing the Callwise client dashboard.
02
How We Use Your Information
We process data strictly in accordance with your guidelines to provide automated customer support:
• Service Delivery: Answering inbound calls, qualifying prospective leads, booking calendar items, and updating your CRM tools in real-time.
• AI Optimization & Synthesis: Training customized natural language models specifically designed for your business type, ensuring your AI sounds authentic.
• Analytics & Reporting: Visualizing operational metrics, missed call frequencies, and caller intent patterns inside your client portal.
• Critical Notifications: Dispatching instant SMS, emails, or Slack pings for high-priority emergency bookings requiring manual intervention.
03
Data Storage & Security
Callwise AI employs state-of-the-art security measures to safeguard proprietary telephony streams:
• End-to-End Encryption: All call metadata, audio records, and calendar sync keys are encrypted using AES-256 at rest and TLS 1.3 in transit.
• SOC 2 Compliance: Our cloud infrastructure complies fully with SOC 2 Type II criteria for security, availability, and processing integrity.
• Isolated Data Residency: Multi-tenant partition separation guarantees that call records belonging to different businesses never mix in memory or storage.
04
Call Recording & AI Processing
Because Callwise is an AI agent, inbound telephone calls are processed programmatically. It is your responsibility to ensure that calls initiated or routed to Callwise AI comply with regional recording consent laws (one-party vs. two-party consent jurisdictions).
By default, Callwise states: "This call is processed by an automated AI assistant for scheduling purposes" at the outset of the interaction. You may customize or disable this prompt in your admin dashboard if local laws permit.
05
Third-Party Sharing
We believe your data is your competitive advantage. We do not sell, rent, or lease call records to any data brokers or advertising third-parties.
Information is only shared under these limited scenarios:
• Authorized Integrations: Transferring booking details directly into Google Calendar, HubSpot, Zapier, or other custom APIs you explicitly authenticate.
• Regulatory Mandate: To satisfy applicable law, court order, or national security warrants when legally compelled to do so.
06
Your Rights & Options
Depending on your regional jurisdiction (such as GDPR in Europe or CCPA/CPRA in California), you hold legal rights regarding call information:
• Right of Access & Portability: Requesting a copy of raw audio WAV files, transcripts, or metadata logs generated by your account.
• Right to Erasure (Right to be Forgotten): Initiating a permanent deletion request of all historical voice files and text transcripts.
• Opt-out of Model Training: You can choose to exclude your call recordings from our aggregate speech model refinement processes at any time in settings.
07
Data Retention Details
Our data retention thresholds are balanced for operational auditing and absolute security:
• Audio Recordings: Kept for 90 days in operational buffers before automatic compression and secure archiving.
• Written Transcripts: Maintained in your account logs for up to 2 years to help resolve customer disputes.
• System Analytics: Completely anonymized and aggregated indefinitely to aid in capacity planning.
08
Changes to This Policy
We may revise this privacy policy from time to time to accommodate new features, model updates, or compliance requirements.
If changes are substantial, we will notify all active subscribers at least 30 days prior to the update via your dashboard or direct email communications.
09
Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy, our DPO (Data Protection Officer) can be reached at:
Callwise AI Trust & Privacy Operations
Email: privacy@callwise.ai
Address: 480 Telephony Way, Suite 800, San Francisco, CA 94107
Callwise AI
The smart, instant 24/7 AI answering receptionist that ensures service businesses never leak a single valuable lead.