Privacy Policy

ClearTalk LLC (“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 voice agent services and visit our website.

We understand the sensitive nature of the data we handle, especially in healthcare and professional services contexts. Our privacy practices are designed to exceed industry standards, including HIPAA compliance where applicable.

By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

Personal Information

We collect information that you provide directly to us, including:

• Contact information (name, email address, phone number, business address)
• Account credentials and authentication data
• Business information (company name, industry, size)
• Payment and billing information
• Communication preferences and settings

Call Data and Recordings

When you use our AI voice agent services, we may collect:

• Voice recordings and transcripts of calls
• Call metadata (duration, time, phone numbers, caller ID)
• Conversation analytics and sentiment data
• Customer interaction data (appointments, inquiries, support tickets)
• Quality assurance and training data

Usage Information

We automatically collect certain information about your use of our services:

• Device information (IP address, browser type, operating system)
• Usage patterns and feature interactions
• Performance metrics and error logs
• Referral sources and navigation paths

We use the information we collect for the following purposes:

Service Provision

• Provide, maintain, and improve our AI voice agent services
• Process and fulfill your requests and transactions
• Manage your account and provide customer support
• Train and optimize AI models for better performance
• Generate analytics and insights for your business

Communication

• Send you service updates, technical notices, and security alerts
• Respond to your inquiries and support requests
• Provide information about new features, products, and services
• Send marketing communications (with your consent, where required)

Improvement and Protection

• Monitor and analyze usage trends and preferences
• Detect, prevent, and address technical issues
• Protect against fraud, abuse, and security threats
• Ensure compliance with legal obligations
• Enforce our terms of service and policies

Security Measures

We implement industry-leading security measures to protect your information:

• Encryption: All data is encrypted in transit using TLS 1.3 and at rest using 256-bit AES encryption
• Access Controls: Role-based access controls and multi-factor authentication for all system access
• Infrastructure: Secure cloud infrastructure with redundancy and automatic backups
• Monitoring: 24/7 security monitoring and intrusion detection systems
• Audits: Regular security audits and penetration testing

HIPAA Compliance

For healthcare clients, we maintain HIPAA compliance through:

• Execution of Business Associate Agreements (BAAs) with covered entities
• Technical safeguards meeting HIPAA Security Rule requirements
• Administrative and physical security controls
• Regular risk assessments and compliance training
• Breach notification procedures in accordance with HIPAA

Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Call recordings and transcripts are typically retained for 90 days unless you specify a different retention period. You may request deletion of your data at any time, subject to legal and contractual obligations.

We work with trusted third-party service providers to support our operations:

Service Categories

• Cloud Infrastructure: Secure hosting and data storage
• Payment Processing: Secure payment gateways for billing
• Analytics: Website and service usage analytics
• CRM Integrations: Customer relationship management tools
• Communication: Email and messaging services

All third-party providers are carefully vetted and required to maintain appropriate security standards. We share only the minimum information necessary for these providers to perform their services.

We do not sell, rent, or trade your personal information to third parties for their marketing purposes without your explicit consent.

ClearTalk integrates with third-party calendar providers, including Google Calendar and Microsoft Outlook Calendar, so our AI voice agents can check availability and schedule, reschedule, or cancel appointments on your behalf. These integrations are optional and are activated only when you explicitly connect your calendar account and grant the requested permissions.

Calendar Data We Access

When you connect a calendar account, we may access:

• Calendar availability (free/busy times) and existing event time slots
• Event details needed to schedule or manage appointments (title, date, time, duration, location, attendees, and description)
• Basic account information required to maintain the connection, such as the connected calendar's email address

How We Use Calendar Data

We use calendar data solely to provide and operate the scheduling features of our services, including to:

• Determine your availability and offer open time slots to callers
• Create, update, reschedule, and cancel calendar events on your behalf
• Send appointment confirmations, reminders, and related notifications

We do not use your calendar data for advertising, and we do not sell, rent, or share it with third parties for their own purposes. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Our handling of Microsoft account data complies with Microsoft's applicable terms and policies.

Disconnecting Your Calendar and Data Retention

You can disconnect your Google Calendar or Microsoft Outlook account at any time through your ClearTalk account settings, or by revoking access directly from your Google or Microsoft account security settings. When you disconnect a calendar account, we revoke our access tokens and no private calendar data is retained in our systems. Any calendar data previously used to provide our services is deleted from our active systems, except where we are required to retain limited records to comply with legal, accounting, or security obligations.

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to legal obligations
• Portability: Receive your data in a structured, machine-readable format
• Opt-Out: Unsubscribe from marketing communications at any time
• Restriction: Request restriction of processing in certain circumstances
• Objection: Object to processing based on legitimate interests

To exercise any of these rights, please contact us at privacy@cleartalk.ai. We will respond to your request within 30 days.

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA). Please contact us for more information about CCPA rights.

We use cookies and similar tracking technologies to improve your experience and analyze usage of our website.

Types of Cookies We Use

• Essential Cookies: Required for the website to function properly
• Analytics Cookies: Help us understand how visitors use our website
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Track website visits for advertising purposes (with consent)

You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality.

We also use analytics services like Google Analytics to collect aggregated usage data. For more information, see Google's Privacy Policy.

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

We take all privacy inquiries seriously and will respond promptly to your concerns. For urgent security matters, please use our dedicated security contact at security@cleartalk.ai.