Privacy Policy

1. Information We Collect

1.1 Information You Provide

• Account information — your name, email address, phone number, business name, and brokerage details
• Billing information — processed securely through Stripe; we never store your full card number
• Secretary preferences — your AI secretary's name, greeting language, and scheduling preferences

1.2 Information Collected During Calls

• Caller information — name, phone number, and email address as provided by the caller
• Call content — reason for calling, property interests, and appointment requests
• Recordings & transcriptions — audio recordings and AI-generated transcripts of each call
• Call metadata — caller ID, call duration, timestamps, and call outcome

1.3 Information Collected Automatically

• Device & browser data — IP address, browser type, device type, and operating system
• Usage data — pages visited, features used, and interaction patterns within the dashboard
• Cookies — essential session cookies and optional analytics cookies (see Section 7)

1.4 SMS Data

• Mobile phone numbers — collected from callers during calls and from agents at registration
• Message content — SMS messages sent on behalf of agents (call summaries, appointment confirmations)
• Consent records — opt-in and opt-out status for SMS communications

2. How We Use Your Information

We use the information we collect to:

• Deliver the service — answer calls, qualify leads, book appointments, and send notifications on your behalf
• Manage your account — process payments, track usage, and maintain your subscription
• Send transactional messages — call summaries, lead alerts, appointment confirmations, billing receipts, and service updates
• Improve the service — analyze aggregate usage patterns to enhance performance and reliability
• Ensure security — detect and prevent fraud, abuse, and unauthorized access
• Comply with legal obligations — respond to legal requests and fulfill regulatory requirements

We do NOT sell your personal data. We do NOT send unsolicited marketing messages. All communications are strictly transactional and service-related.

3. SMS Communications & Consent

What SMS messages we send

callchloe.ai sends SMS messages on behalf of subscribing agents. These include:

• Appointment confirmations — confirming scheduled showings or meetings
• Call summaries — notifying agents of new leads and call details
• Lead alerts — informing agents of incoming inquiries
• Listing information — sharing property details discussed during calls
• Service notifications — usage alerts, billing reminders, and account updates

How consent is obtained

• Callers — verbal consent is obtained during the call when the caller provides their phone number and agrees to receive follow-up communications
• Agents — consent is provided at account registration when you agree to these terms and provide your mobile number

Opting out

• Reply STOP to any SMS message to opt out of future text messages
• Reply HELP for assistance, or email hello@callchloe.ai
• Message frequency varies based on call volume and account activity
• Standard message and data rates may apply

4. How We Share Information

We share information only as necessary to provide the service:

We also share caller information with the subscribing agent whose phone line received the call — this is core to the service.

We may disclose information when required by law, court order, or government request, or to protect the rights, safety, or property of callchloe.ai, our users, or the public.

In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.

We never sell your personal data to anyone.

5. Data Security

We take the security of your data seriously and implement appropriate measures to protect it:

• Encryption in transit — all data is transmitted over TLS/SSL encrypted connections
• Access controls — access to personal data is restricted to authorized personnel only
• Infrastructure security — hosted on SOC 2-compliant infrastructure with regular security reviews
• Payment security — all payment data is handled by Stripe (PCI DSS Level 1 certified)

While we implement industry-standard security measures, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security of your data.

6. Data Retention

• Active accounts — your data is retained for as long as your account remains active
• Cancelled accounts — account data is available for 90 days after cancellation, then permanently deleted
• Deletion requests — you may request immediate deletion of your data at any time by emailing hello@callchloe.ai

7. Cookies

• Essential cookies — required for authentication, session management, and core functionality
• Analytics cookies — used to understand aggregate usage patterns and improve the service
• No advertising cookies — we do not use ad network cookies or share cookie data with advertisers

You can control cookies through your browser settings. Disabling essential cookies may affect the functionality of the dashboard.

8. Your Rights

You have the right to:

• Access your data — request a copy of all personal information we hold about you
• Correct your data — ask us to update or correct inaccurate information
• Delete your data — request deletion of your account and all associated personal data
• Data portability — receive your data in a structured, machine-readable format
• Withdraw consent — withdraw consent for data processing at any time
• Opt out of SMS — reply STOP to any text message or contact us to unsubscribe

To exercise any of these rights, email hello@callchloe.ai. We will respond within 30 days.

9. Canadian Privacy Compliance

callchloe.ai is based in Montreal, Quebec, Canada. We comply with the following Canadian privacy laws:

• PIPEDA (Personal Information Protection and Electronic Documents Act) — we collect, use, and disclose personal information only for identified purposes and with appropriate consent
• Quebec Law 25 (Act to modernize legislative provisions as regards the protection of personal information) — we implement privacy-by-default practices, conduct privacy impact assessments, and maintain appropriate safeguards for personal information processed in Quebec
• CASL (Canada's Anti-Spam Legislation) — all commercial electronic messages are sent with express or implied consent, include sender identification, and provide a clear unsubscribe mechanism

We collect personal information only for purposes that a reasonable person would consider appropriate in the circumstances, and only with consent.

10. United States Compliance

For users and callers in the United States, we also comply with:

• TCPA (Telephone Consumer Protection Act) — all SMS messages are sent with prior express consent and include opt-out instructions
• A2P 10DLC — our SMS messaging is registered with The Campaign Registry for application-to-person messaging compliance
• State privacy laws — we comply with applicable state privacy laws, including the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), providing California residents with the right to know, delete, and opt out of the sale of personal information

11. Children's Privacy

callchloe.ai is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have inadvertently collected data from a minor, we will promptly delete it. If you believe a child has provided us with personal information, please contact us at hello@callchloe.ai.

12. Third-Party Links

Our website and service may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those external sites. We encourage you to review the privacy policies of any third-party services you interact with.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page. For material changes, we will notify you by email at least 30 days before the changes take effect. Your continued use of the service after changes are posted constitutes acceptance of the updated policy.

14. Contact Us

Questions about this Privacy Policy or your personal data? We are here to help.