Privacy Policy

Effective date: October 1, 2025

Who we are: CallCrewAI ("CallCrewAI," "we," "us," "our") provides AI-powered call handling and admin automation for trade and construction businesses. We connect with tools you choose (e.g., Google Calendar, Gmail, Google Sheets, QuickBooks, certain CRMs, and SMS).

1. Scope

This Privacy Policy explains how we collect, use, share, and protect information when you:

  • visit our websites and landing pages;
  • use our products and services (including AI agents that answer/route calls, schedule appointments, and log updates);
  • connect third-party accounts (e.g., Google, QuickBooks) to CallCrewAI.

If you use CallCrewAI under a company account, your employer is typically the data controller for content processed on its behalf; CallCrewAI acts as a processor.

2. Data Accessed

Depending on features you enable and the permissions you grant, we may access and process:

Account & business profile data: name, email, phone, company name, service areas, and service details you provide.

Communication & call data: call metadata (timestamps, caller ID, routing), voicemail, recordings and/or transcripts if you enable them, and SMS routed through the service.

Google data (if connected):

  • Gmail: message metadata and (only with granted scope) message content necessary to send, draft, label, or read messages for enabled features.
  • Calendar: events you create or read to schedule and manage appointments.
  • Google Sheets: spreadsheet data you select for lookups or logging.

Accounting/operations data (if connected): data from QuickBooks or similar tools (e.g., invoices, customers, payments).

Usage & device data: log data (pages viewed, referrers, IP address), device/browser information, cookies or similar tech.

We only request the minimum Google API scopes necessary for the user-facing features you enable.

3. Data Usage

We use information to:

  • operate and improve the service (answer/route calls, book appointments, send follow-ups, populate sheets/CRMs, post summaries);
  • display dashboards and analytics you request;
  • provide customer support and troubleshooting;
  • protect against fraud, abuse, and security incidents; and
  • comply with legal, compliance, and audit obligations.

AI features: Our AI features may transform or summarize communications you authorize. We do not use your Google user data for advertising or training generalized AI models. Where we use third-party AI processors, they are contractually restricted to your instructions and service delivery.

4. Data Sharing

We do not sell personal data. We may share data only with:

  • Service providers (e.g., hosting, storage, communications, analytics, AI inference/voice processing, error monitoring) under contract and subject to confidentiality.
  • Integrations you connect (e.g., Google, QuickBooks, CRMs) as configured by you.
  • Legal/compliance recipients if required by law, to protect rights, or to ensure security.

5. Data Storage & Protection

We apply administrative, technical, and physical safeguards to protect your data, including:

  • encryption in transit,
  • access controls,
  • monitoring and auditing.

No system is perfectly secure; report concerns to admin@callcrew-ai.com.

6. Data Retention & Deletion

  • We retain information for as long as necessary to deliver the service and meet legal obligations.
  • Users may request deletion of their account data at any time.
  • You may also disconnect integrations at any time, including revoking CallCrewAI's Google access via Google Account Permissions.
  • Backups may persist for a limited time before permanent deletion.

7. Google API Services Disclosure

Our use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements. In particular, we:

  • use Google data only to provide or improve user-facing features that are prominent in our app;
  • don't sell Google data or use it for ads;
  • don't transfer it except as needed to provide features, for security, to comply with law, or with your consent;
  • don't allow humans to read data unless you consent, it's necessary for security or compliance, or aggregated/anonymized for internal operations.

8. Legal Bases (EEA/UK)

Where GDPR applies, our bases include:

  • contract (to provide the service),
  • legitimate interests (e.g., security, product improvement),
  • consent (e.g., for marketing/cookies),
  • legal obligations.

9. Your Rights & Choices

You may:

  • access, rectify, or delete your data,
  • object to or restrict processing,
  • request data portability (where applicable),
  • revoke Google access at any time,
  • opt out of marketing communications.

10. International Transfers

Where data is transferred internationally, we rely on recognized safeguards (e.g., Standard Contractual Clauses) and apply additional measures where appropriate.

11. Children

Our services are not directed to children under 16, and we do not knowingly collect such data.

12. Changes to this Policy

We may update this Policy and will update the "Effective date." Material changes will be communicated via the service or email.

13. Contact Us

Questions? Contact us at admin@callcrew-ai.com