Privacy Policy

Last updated: April 4, 2026

Helpsy AI ("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 receptionist service ("Service").

1. Information We Collect

Information You Provide

• Account information: Name, email address, phone number, and business details when you register for the Service
• Business profile: Business name, hours, services, staff information, and other details you provide to configure your AI receptionist
• Payment information: Billing details processed through our third-party payment processor

Information Collected Automatically

• Call data: Phone numbers, call duration, timestamps, and call recordings (if enabled)
• Message data: SMS/text message content, phone numbers, and timestamps
• Appointment data: Scheduling details, calendar information, and booking history
• Usage data: How you interact with the Service, feature usage, and performance metrics
• Device and browser data: IP address, browser type, and operating system when accessing the dashboard

Information from Third Parties

• Calendar providers: Availability data from connected calendar services (e.g., Google Calendar)
• Phone providers: Call metadata from our telephony partners

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process and respond to phone calls and text messages on your behalf
• Schedule and manage appointments
• Generate AI responses tailored to your business
• Send you service-related communications and updates
• Process payments and manage your subscription
• Monitor and analyze usage patterns to improve the Service
• Detect, prevent, and address technical issues or abuse
• Comply with legal obligations

3. AI Processing

Our Service uses artificial intelligence to process and respond to communications. This means:

• Call and message content is processed by AI systems to generate appropriate responses
• Conversation history may be temporarily stored to provide context for ongoing interactions
• AI models may be improved using aggregated, anonymized data
• We do not sell individual conversation data to third parties

4. Information Sharing

We may share your information with:

• Service providers: Third-party companies that help us operate the Service, including telephony providers (Twilio), AI providers (Anthropic), voice synthesis providers (ElevenLabs), and cloud hosting providers
• Calendar services: Connected calendar providers to manage appointments
• Legal requirements: When required by law, legal process, or to protect the rights and safety of Helpsy AI, our users, or others
• Business transfers: In connection with a merger, acquisition, or sale of assets

We do not sell your personal information to third parties for marketing purposes.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. Specifically:

• Account data: Retained while your account is active and for 30 days after deletion
• Call and message logs: Retained for 90 days, unless you request earlier deletion
• Conversation context: Temporary conversation history is automatically deleted after 2 hours of inactivity
• Payment records: Retained as required by tax and accounting regulations

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Access controls and authentication for all systems
• Regular security assessments and monitoring
• Secure data centers with physical access controls

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

7. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Request a machine-readable copy of your data
• Opt-out: Opt out of certain data processing activities

To exercise these rights, contact us at [email protected]. We will respond within 30 days.

8. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

• The right to know what personal information we collect, use, and disclose
• The right to request deletion of your personal information
• The right to opt out of the sale of personal information (we do not sell personal information)
• The right to non-discrimination for exercising your privacy rights

9. SMS/Text Messaging

By using our Service, your customers may receive SMS/text messages from the AI receptionist. These messages may include:

• Responses to inquiries
• Appointment confirmations and reminders
• Follow-up messages after calls

Recipients can opt out of SMS messages at any time by replying STOP. Standard message and data rates may apply.

10. Cookies and Tracking

Our website and dashboard may use cookies and similar technologies to improve your experience, analyze usage, and remember your preferences. You can control cookie settings through your browser.

11. Children's Privacy

The Service is not intended for children under 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will promptly delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service. The "Last updated" date at the top reflects the most recent revision.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

Email: [email protected]