Privacy Policy

Last updated: April 8, 2026

HelpsyAI ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered virtual receptionist platform and related services (collectively, the "Service"). By accessing or using the Service, you agree to the practices described in this Privacy Policy and our Terms of Use.

This Policy applies to our customers (businesses that subscribe to the Service), their end users, and the callers who interact with the Service.

1. Information We Collect

1.1 Information You Provide

• Account Information: When you create an account, we collect your name, email address, phone number, business name, billing information, and other contact details.
• Business Configuration Data: Information you provide to set up and customize the Service, including business hours, staff directories, appointment types, greeting scripts, call routing rules, and calendar integrations.
• User Content: Content you submit, upload, or transmit through the Service, including contact lists, documents, and configuration settings.

1.2 Information We Collect Automatically

• Call Data: When calls are processed through the Service, we collect call metadata such as phone numbers, call duration, timestamps, call direction, and call disposition. Where call recording is enabled, we collect audio recordings and may generate transcripts, summaries, and other AI-processed outputs.
• SMS Data: Content and metadata of text messages sent and received through the Service, including phone numbers, message content, timestamps, and delivery status.
• Usage Data: Information about how you interact with the Service, including features used, pages viewed, session duration, and actions taken within your account.
• Device and Technical Data: IP address, browser type, operating system, device identifiers, and mobile network information.

1.3 Information from Third Parties

• Integrated Services: If you connect the Service to third-party platforms (such as calendar applications, CRM systems, or scheduling tools), we may receive information from those services as needed to provide the Service. We encourage you to review the privacy policies of any third-party services you connect.
• Business Partners: We may receive information about you from our business partners, resellers, or affiliates.

1.4 Caller Information

When callers interact with the Service on your behalf, we may collect their phone number, name (if provided), the content of their conversation (including recordings and transcripts where enabled), appointment details, and any other information they voluntarily share during the interaction.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Providing the Service: To operate, maintain, and deliver the features of the Service, including answering calls, routing calls, booking appointments, sending SMS follow-ups, and generating call summaries.
• Account Management: To create and manage your account, process transactions, authenticate users, and provide customer support.
• Communications: To send you service-related communications such as account notifications, billing alerts, security updates, and support messages.
• AI Model Improvement: To improve the quality, accuracy, and performance of our AI models using de-identified and aggregated data. De-identified means all personally identifiable information has been removed or obscured so the data cannot reasonably be linked to any individual. You may opt out of this use through your account settings.
• Analytics and Research: To analyze usage trends, diagnose technical issues, and improve the overall quality and experience of the Service.
• Safety and Security: To detect, prevent, and address fraud, abuse, security threats, and technical issues.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes, and to protect our rights, property, and safety.

3. How We Share Your Information

We may share your information in the following circumstances:

• Service Providers: We share information with third-party vendors who provide services on our behalf, such as cloud hosting, payment processing, analytics, and customer support. These providers are contractually obligated to protect your information and use it only for the purposes we specify.
• AI and Technology Partners: We may share de-identified or aggregated data with AI technology providers to improve model performance. We do not share identifiable personal information with these partners without your explicit consent.
• Business Transfers: In connection with a merger, acquisition, sale of assets, or similar business transaction, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.
• Legal and Safety: We may disclose your information to comply with legal obligations, respond to lawful requests from public authorities, enforce our Terms of Use, or protect the rights, property, or safety of HelpsyAI, our users, or others.
• With Your Consent: We may share your information for any other purpose with your explicit consent.

SMS and Mobile Privacy: Mobile phone numbers and messaging opt-in consent data will not be shared with third parties for their own marketing or promotional purposes.

4. Call Recording and Transcription

The Service includes call recording and transcription features. When these features are enabled:

• Calls processed through the Service are recorded and may be transcribed using AI technology.
• Recordings and transcripts are stored securely and made available to you through your account dashboard.
• You are solely responsible for providing all legally required notices and obtaining all legally required consents from callers before recording occurs, including compliance with federal and state wiretapping and recording laws.
• We strongly recommend that you configure your AI receptionist greeting to include a call recording disclosure appropriate for your jurisdiction.

The Company does not independently verify that you have obtained required consents and is not liable for your failure to do so.

5. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect your information from unauthorized access, use, alteration, and disclosure. These measures include encryption of data in transit and at rest, access controls, regular security assessments, and employee training.

However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

6. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this Privacy Policy. Specifically:

• Account Data: Retained for the duration of your account and for a reasonable period afterward to allow for reactivation or to comply with legal obligations.
• Call Recordings: Retained for ninety (90) days by default, unless you configure a different retention period in your account settings or unless retention is required for legal reasons.
• Transcripts and Summaries: Retained for the same period as the associated call recording.
• De-identified Data: May be retained indefinitely for analytics and AI model improvement purposes.

When your data is no longer needed, we will securely delete or anonymize it in accordance with our data retention procedures.

7. Your Rights and Choices

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

• Access and Portability: You may request access to the personal information we hold about you and receive a copy in a portable format.
• Correction: You may request correction of inaccurate or incomplete personal information.
• Deletion: You may request deletion of your personal information, subject to certain legal exceptions.
• Opt-Out of AI Training: You may opt out of having your de-identified data used for AI model improvement through your account settings.
• Opt-Out of Marketing: You may unsubscribe from marketing communications at any time by following the instructions in those communications.
• Do Not Sell/Share: We do not sell your personal information. If applicable law grants you the right to opt out of the sharing of personal information for targeted advertising, you may exercise that right by contacting us.

To exercise any of these rights, please contact us using the information provided in the Contact Us section below. We will respond to your request within the timeframe required by applicable law.

8. California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including the right to know what personal information we collect, the right to delete your personal information, the right to opt out of the sale or sharing of your personal information, and the right to non-discrimination for exercising your privacy rights.

To submit a request, please contact us at the email address listed in the Contact Us section. We may need to verify your identity before processing your request.

9. European Economic Area (EEA) and UK Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA) or the United Kingdom, you have additional rights under the General Data Protection Regulation (GDPR) and the UK GDPR.

9.1 Legal Basis for Processing

We process your personal data on one or more of the following legal bases under Article 6 of the GDPR:

• Consent: Where you have given clear consent for us to process your personal data for a specific purpose (e.g., marketing communications, analytics cookies).
• Contract: Where processing is necessary for the performance of a contract with you (e.g., providing the Service under your subscription).
• Legitimate Interest: Where processing is necessary for our legitimate interests and those interests are not overridden by your rights (e.g., improving the Service, ensuring security).
• Legal Obligation: Where processing is necessary to comply with a legal obligation to which we are subject.

9.2 Your Rights Under the GDPR

You have the following rights regarding your personal data:

• Right of Access: You have the right to request a copy of the personal data we hold about you.
• Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
• Right to Erasure: You have the right to request the deletion of your personal data in certain circumstances.
• Right to Restriction of Processing: You have the right to request that we restrict the processing of your personal data in certain circumstances.
• Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to have it transmitted to another controller.
• Right to Object: You have the right to object to the processing of your personal data based on legitimate interests or for direct marketing purposes.
• Right to Withdraw Consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time without affecting the lawfulness of processing carried out prior to withdrawal.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days, as required by the GDPR.

9.3 International Data Transfers

If your personal data is transferred outside the EEA or the UK, we will ensure that appropriate safeguards are in place, including the use of Standard Contractual Clauses (SCCs) approved by the European Commission, or other lawful transfer mechanisms, to protect your data in compliance with the GDPR.

9.4 Right to Lodge a Complaint

If you believe that we have violated your data protection rights, you have the right to lodge a complaint with your local Data Protection Authority (DPA). A list of EU Data Protection Authorities can be found on the European Data Protection Board website.

9.5 Cookies and Consent

We use cookies and similar technologies on our website. In accordance with the GDPR and ePrivacy Directive, we will request your consent before placing non-essential cookies on your device. You can manage your cookie preferences at any time through the cookie settings panel accessible via the "Manage Preferences" link on our website, or by clicking the cookie icon in the bottom corner of any page.

10. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to promptly delete such information.

11. International Data Transfers

Your information may be transferred to and processed in countries other than the country in which you reside, including the United States. These countries may have data protection laws that differ from those in your jurisdiction. By using the Service, you consent to the transfer of your information to the United States and other countries where we or our service providers operate. We will take appropriate steps to ensure that your information receives an adequate level of protection.

12. Third-Party Links and Integrations

The Service may contain links to or integrations with third-party websites, applications, or services. This Privacy Policy does not apply to any third-party services. We encourage you to review the privacy policies of any third-party services before providing your information or enabling integrations.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated Privacy Policy on our website and updating the "Last Updated" date above. We may also notify you by email for significant changes. Your continued use of the Service after any changes constitutes your acceptance of the revised Privacy Policy.

14. Contact Us

If you have any questions or concerns about this Privacy Policy, or if you wish to exercise any of your privacy rights, please contact us at:

HelpsyAI

Email: [email protected]

Website: https://helpsyai.com