Privacy Policy

This Privacy Policy applies to bookedoncall.com, related pages and forms, customer onboarding, the BookedOnCall service, and our handling of information in support, billing, operations, and connected workflows.

It does not override a separate customer agreement, DPA, or other written contract. If a separate agreement controls a specific processing relationship, that agreement will govern to the extent of any conflict.

We may collect or receive the following categories of information:

• Contact and account details, such as names, business names, email addresses, phone numbers, billing contacts, and user login information.
• Business setup information, such as services offered, service areas, hours, escalation rules, pricing guidance, dispatch preferences, fallback contact paths, and connected integration settings.
• Call and messaging records, such as caller phone numbers, addresses, job details, call audio or recordings if enabled, transcripts, summaries, call outcome metadata, and related follow-up records.
• Payment and commercial records, such as subscription details, invoices, usage data, and payment processor metadata.
• Technical and usage data, such as IP addresses, browser type, device information, request logs, timestamps, error reports, and security telemetry.
• Connected-system data, such as calendar availability, scheduling identifiers, CRM references, message delivery statuses, or other integration outputs when a customer enables those systems.

We collect information directly from you, automatically from your use of the website or service, and from third parties such as:

• callers and message recipients who interact with a customer's configured workflows,
• your connected systems and integration partners,
• payment processors, authentication providers, and communications providers, and
• service providers that help us secure, host, and support the platform.

We use information as needed to:

• provide, operate, secure, and support the Service,
• answer calls, route conversations to configured fallback contact paths, summarize interactions, and perform configured follow-up workflows,
• maintain accounts, billing, authentication, and customer support,
• monitor performance, detect abuse, debug failures, and improve reliability and safety,
• comply with legal obligations, enforce agreements, and protect rights and safety, and
• communicate with customers, prospects, and authorized users about the Service.

Where applicable data protection law requires a legal basis, we generally rely on performance of a contract, legitimate interests, legal obligations, and consent where required.

BookedOnCall is built around AI-assisted call handling and related workflows. That means information you or your callers provide may be processed by telephony providers, speech systems, large language model providers, scheduling systems, messaging systems, and other infrastructure required to provide the configured workflow.

Customers are responsible for configuring lawful notices, recording disclosures, consent flows, and human review processes appropriate to their business. BookedOnCall does not guarantee that every automated classification, transcript, or summary will be complete or error-free.

We may disclose information:

• to service providers and subprocessors that help operate hosting, security, authentication, payments, communications, AI processing, and support,
• to customer-authorized integrations or downstream systems when the customer enables those connections,
• to comply with law, legal process, or lawful requests from public authorities,
• to enforce contracts, respond to claims, or protect rights, property, safety, or security, and
• in connection with a financing, merger, acquisition, reorganization, or sale of assets, subject to customary confidentiality safeguards.

We do not disclose customer service data to unrelated third parties for their own independent marketing use.

We retain information for as long as reasonably necessary to provide the Service, maintain security and audit records, satisfy contractual commitments, resolve disputes, comply with legal obligations, and enforce our agreements. Retention periods vary by data type, account status, product configuration, and applicable law.

We may also retain limited backup, log, and security data for a longer period where needed for disaster recovery, fraud prevention, incident investigation, or legal compliance.

We use administrative, technical, and organizational measures designed to protect information appropriate to the nature of the data and the risks presented. No method of transmission, storage, or processing is completely secure, and we cannot guarantee absolute security.

Depending on applicable law and your relationship to the information, you may have rights to request access, correction, deletion, restriction, portability, or objection to certain processing. You may also have the right to appeal a denial where local law provides that option.

We may need to verify your identity, authority, and the scope of the request before acting on it. Some requests may be limited where the information is needed to provide the Service, protect security, comply with law, or establish, exercise, or defend legal claims.

BookedOnCall and its service providers may process information in the United States and other countries where we or our providers operate. Those locations may have data protection laws that differ from those in your jurisdiction.

Where required, we use contractual, technical, and organizational safeguards designed to support lawful cross-border processing.

The Service is designed for business use and is not directed to children. We do not knowingly collect personal information from children in circumstances where such collection is prohibited by law.

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above. Material changes may also be communicated through the website, the customer portal, or other reasonable means.

Privacy questions, rights requests, and service data inquiries can be sent to bookedoncall@bookedoncall.com.