Privacy Policy

1. Introduction

Welcome to ConvertYourCalls, operated by ARLAM LLP ("we", "us", or "our"). We are committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website and use our Service.

This Privacy Policy applies to information we collect:

• On our website (convertyourcalls.com)
• Through your use of our software-as-a-service platform
• In email, text, and other electronic communications between you and ConvertYourCalls
• Through AI-powered phone calls processed by our Service on your behalf

2. Data We Collect

We may collect, use, store, and transfer the following categories of personal data:

• Identity Data: First name, last name, username or similar identifier
• Contact Data: Billing address, email address, and telephone numbers
• Technical Data: IP address, login data, browser type and version, time zone, operating system and platform
• Usage Data: Information about how you use our website, products, and services
• Call Data: Audio recordings, transcripts, and metadata of calls processed by our AI agents on your behalf (relating to your customers)
• Financial Data: Payment card details — collected and stored by our payment processor only, never by us directly
• Billing Usage Data: Daily records of consumed AI voice minutes, text messages, and any additional usage charges, used to generate your daily usage reports

3. Payment Processing

We use third-party payment processors to securely handle all payment transactions. When you make a purchase:

• Your payment information (credit card details, billing address) is collected and processed directly by our payment processor, not by ARLAM LLP
• We do not store, access, or retain your full payment card details on our systems
• Our payment processors comply with PCI DSS (Payment Card Industry Data Security Standard), ensuring your payment data is handled to the highest industry security standards
• Our payment processors handle payment processing, invoicing, and where applicable, sales tax collection on our behalf
• By making a purchase, you also agree to the applicable terms and privacy policy of our payment processor

4. Call Data and AI Processing

When you use our AI voice agents, we process call data on your behalf:

• Storage: Call recordings and transcripts are stored for 90 days on secure servers located in the United States
• Purpose: This data is used solely to operate your AI agent, improve call quality, and provide you with call analytics
• AI Training: We do NOT use your call data or your customers' data to train third-party AI models or sell data to third parties
• Access: Only you and authorized personnel at ConvertYourCalls (for technical support purposes) have access to your call data
• Deletion: You can request deletion of specific call recordings at any time by contacting team@convertyourcalls.com. All recordings are automatically deleted after 90 days

5. How We Use Your Data

We use your personal data only when the law allows us to, in the following circumstances:

• To perform the contract we have entered into with you
• To provide you with the Service and customer support
• To process your subscription payments via our payment processor
• To send you service-related communications (billing reminders, daily usage reports, system notifications)
• To send you daily automated reports of your consumed usage limits and any additional charges incurred
• To comply with legal obligations (tax reporting, fraud prevention)
• For our legitimate business interests (improving our Service, analytics), where your interests and rights do not override those interests

6. Third-Party Service Providers

We share your data with selected third parties who process data on our behalf:

• Payment Processing: Our third-party payment processor(s) handle secure payment processing, billing, and invoicing on our behalf. We do not store your full card details on our servers. Our payment processors are PCI DSS compliant. Please refer to your payment processor's privacy policy for details.
• Telephony Services: Telnyx — handles phone call routing, delivery, and SMS messaging
• Analytics: Google Analytics — website usage analytics (see Cookie Policy for opt-out)
• Cloud Hosting: Secure cloud infrastructure providers — data storage and processing

All third-party processors are required to maintain appropriate security measures and use your data only as instructed by us.

7. Data Security

We have implemented appropriate technical and organizational security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorized way, altered, or disclosed. We limit access to your personal data to those employees, agents, contractors, and third parties who have a business need to know.

All data transmission is encrypted using SSL/TLS. Call recordings and sensitive data are stored encrypted at rest.

8. Data Retention

We retain your personal data only as long as necessary to fulfill the purposes it was collected for:

• Account Data: Retained for the duration of your subscription plus 7 years (for tax/legal compliance)
• Call Recordings: Automatically deleted after 90 days
• Billing & Usage Data: Retained for 7 years for tax and accounting compliance
• Marketing Data: Retained until you opt out or request deletion

9. Your Legal Rights (GDPR & Data Protection)

Under applicable data protection laws, you have the following rights:

• Right to Access: Request copies of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data
• Right to Restriction: Request limitation of processing
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Where processing is based on consent

To exercise any of these rights, please contact us at team@convertyourcalls.com. We will respond within 30 days.

10. Contact Details