Your privacy is our priority

Information You Provide

• Account information (name, email, phone number, company name)
• Payment and billing information (processed securely via Stripe)
• Communication preferences and support inquiries
• Business information for AI agent configuration
• Voice recordings for quality assurance (with consent)
• Partial form submissions (name, email, business name, website URL) captured as you interact with our forms, to support returning to incomplete signups and to send a recovery email if you abandon the form

Information Collected Automatically

• Device and browser information (IP address, browser type, OS)
• Usage data (pages visited, features used, session duration)
• Performance metrics and error logs
• Cookies and similar tracking technologies

Primary Uses

• Provide, maintain, and improve our AI voice agent services
• Process transactions and send billing notifications
• Train and optimize AI models (anonymized data only)
• Communicate product updates, security alerts, and support
• Analyze usage patterns to enhance user experience
• Pre-fill forms on return visits and send a recovery email (maximum 2 emails) if you don't complete signup

We Never

• Sell your personal information to third parties
• Use your data for targeted advertising
• Share identifiable call recordings without explicit consent
• Store payment card numbers on our servers

Service Providers

We work with trusted partners to deliver our services:

• Cloud infrastructure (AWS, Google Cloud) for secure hosting
• Payment processing (Stripe) for secure transactions
• Analytics providers (anonymized data only)
• Communication services for notifications and support

Legal Requirements

We may disclose information when required by law, court order, or to protect our rights and the safety of our users.

When you connect a Google account to answara.ai, our AI receptionist accesses your Google Calendar to schedule appointments on your behalf, and, if you also connect Gmail, sends appointment notification emails to your customers from your own address. Both connections are optional, are made per business, and can be disconnected at any time.

What We Access

Google Calendar (calendar.events, calendar.events.freebusy): with your authorization, we read your calendar availability (event times and free/busy status) and create, update, and cancel the appointment events your callers request. Gmail (gmail.send): we use send-only access to deliver appointment emails from your connected address. This scope grants no ability to read, search, modify, or delete any message in your mailbox, and we never do so.

How We Use It

Google Calendar data is used only to check real-time availability and to book, reschedule, or cancel appointments through your answara.ai receptionist. Gmail send access is used only to deliver transactional appointment notifications (booking confirmations, 24-hour and 1-hour reminders, cancellations, and reschedule notices) to the customer who booked that appointment with you. We do not use Gmail access to send marketing, bulk, promotional, or unsolicited email of any kind, and we do not use it for cold outreach or email warming.

How We Share It

We do not sell, rent, or transfer your Google Calendar or Gmail data to third parties. We share it only with the sub-processors strictly necessary to operate the service (for example, our cloud hosting provider), under confidentiality obligations, and only to deliver the scheduling and appointment-notification features to you.

How We Protect It

Google Calendar and Gmail data, including OAuth tokens, is encrypted in transit (TLS 1.3) and at rest (256-bit AES), and is accessible only to authorized systems and personnel under role-based access controls with audit logging.

Retention and Deletion

We retain Google Calendar and Gmail data only as long as needed to provide the scheduling and appointment-notification features. You can disconnect your Google account at any time, and we delete the associated Google data, including stored OAuth tokens, within 30 days of disconnection or account closure.

Limited Use

answara.ai's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google Workspace API data, including Google Calendar and Gmail data, to develop, improve, or train generalized or non-personalized artificial intelligence or machine learning models, and we do not transfer such data to third parties for that purpose.

Our Security Measures

• 256-bit AES encryption for data at rest
• TLS 1.3 encryption for data in transit
• SOC 2 Type II certified infrastructure
• Regular penetration testing and security audits
• Multi-factor authentication for all accounts
• Role-based access controls with audit logging

Compliance

• HIPAA compliant for healthcare customers
• GDPR compliant for EU residents
• CCPA compliant for California residents
• PCI DSS compliant for payment processing

You Have the Right To

• Access and download your personal data
• Correct inaccurate information
• Delete your account and associated data
• Opt out of marketing communications
• Restrict processing of your data
• Data portability (receive data in a structured format)
• Withdraw consent at any time

How to Exercise Your Rights

Contact us at [email protected] or through your account settings. We respond to all requests within 30 days.

Types of Cookies We Use

• Essential cookies (required for the service to function)
• Analytics cookies (help us understand usage patterns)
• Preference cookies (remember your settings)

Managing Cookies

You can control cookies through your browser settings. Note that disabling essential cookies may affect service functionality.

Retention Periods

• Account data: Retained while your account is active
• Call recordings: 90 days (configurable per account)
• Analytics data: 24 months (anonymized)
• Billing records: 7 years (legal requirement)
• Support tickets: 3 years after resolution
• Partial-form capture data: 180 days after last activity, then purged

After Account Deletion

We delete or anonymize your data within 30 days of account closure, except where retention is required by law.

How We Notify You

We'll notify you of material changes via email and a prominent notice on our website at least 30 days before they take effect. Continued use of our services after changes constitutes acceptance.