PhoneTapPhoneTap

    Privacy Policy

    Last updated: June 15, 2026

    1. Introduction

    PhoneTap.ai ("PhoneTap," "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 website and services.

    2. Information We Collect

    Information You Provide

    • Name, email address, phone number, and company name when you join our waitlist or create an account.
    • Company size and CSR count for service configuration.
    • Payment information processed securely through our third-party payment processor.

    Information Collected Automatically

    • Device information, browser type, and IP address.
    • Usage data such as pages visited, time spent, and interaction patterns.
    • Cookies and similar tracking technologies.

    Call Data

    • Call recordings and transcriptions accessed through your connected CRM (e.g., ServiceTitan).
    • Call metadata including duration, timestamps, and agent information.
    • AI-generated call classifications, outcomes, and performance analytics.

    SMS Opt-In Data

    • Phone number when voluntarily provided via forms.
    • SMS consent status (whether you opted in to receive text messages).

    3. SMS/Text Messaging

    If you opt in to receive text messages from PhoneTap.ai, you may receive SMS messages related to service notifications, appointment reminders, account updates, and promotional communications.

    • SMS opt-in is voluntary and is not required to use our services or submit any form.
    • Message frequency varies based on your account activity and preferences.
    • Message and data rates may apply. Please check with your mobile carrier for details.
    • To opt out, reply STOP to any text message you receive from us.
    • For help, reply HELP or contact us at support@phonetap.ai.

    We will not sell, rent, or share your phone number or SMS opt-in consent with any third parties for marketing purposes. Your SMS opt-in data will not be sold, rented, or distributed to third parties.

    4. How We Use Your Information

    • To provide, maintain, and improve our call intelligence services.
    • To analyze call performance and generate actionable insights for your business.
    • To communicate with you about your account, updates, and new features.
    • To process waitlist signups and onboard new customers.
    • To detect, prevent, and address technical issues or security concerns.
    • To comply with legal obligations.

    5. Data Sharing and Disclosure

    We do not sell your personal information. We may share information with:

    • Service Providers: Third-party vendors who assist in operating our platform (e.g., cloud hosting, payment processing, AI transcription).
    • CRM Integrations: Data is exchanged with your connected CRM platforms only as authorized by you.
    • Legal Requirements: When required by law, regulation, or legal process.
    • Business Transfers: In connection with a merger, acquisition, or sale of assets.

    6. Data Security

    We implement industry-standard security measures to protect your data, including encryption in transit and at rest, access controls, and regular security audits. However, no method of electronic transmission or storage is 100% secure.

    7. Data Retention and Deletion

    Scope

    This section covers data PhoneTap stores on your behalf, including customer records (name, phone, address), call recordings, call transcripts, call metadata (direction, duration, timestamps, campaign, agent), job and booking records, AI classifications and analytics, and OAuth credentials connected via your CRM (such as ServiceTitan or CallRail).

    Retention while your account is active

    • Call metadata, transcripts, classifications, and job/booking records are retained for the duration of your customer agreement to support reporting, historical comparisons, and the 90-day classification correction window.
    • Call audio recordings are retained for the duration of your customer agreement to support QA review and the classification correction window. Recordings are stored in private, access-controlled storage buckets.
    • Transcripts are PCI-redacted at transcription time, so spoken payment card data is replaced with redaction tags and is not persisted in text.
    • OAuth tokens and CRM credentials are retained only while the integration is active; they are revoked and deleted immediately when the integration is disconnected.

    Deletion

    • On termination of a customer agreement, all data for that tenant is deleted within 30 days of the effective termination date.
    • On termination of the ServiceTitan partnership, all ServiceTitan-sourced data is deleted within 30 days.
    • Verified written deletion requests sent to hello@phonetap.ai are fulfilled within 30 days of receipt.
    • Deletion covers production database rows, stored call audio, and derived artifacts including transcripts, classifications, hot opportunities, follow-ups, excluded numbers, and staff/CSR mappings.
    • Encrypted backups age out on the infrastructure provider's standard rotation, currently a 7-day point-in-time recovery window; residual copies expire automatically.
    • Confirmation of deletion is emailed to the account administrator.

    Data we do not retain

    • Raw audio sent to our transcription provider is not retained by that provider after processing.
    • OAuth refresh tokens after disconnection.
    • Payment card data — PhoneTap does not process payments. Card numbers spoken on calls are PCI-redacted by our transcription provider before transcripts are stored.

    Exceptions

    Data may be retained beyond these periods only where required by law or to resolve an active dispute, and only for as long as that requirement exists.

    8. Your Rights

    Depending on your location, you may have the right to:

    • Access the personal information we hold about you.
    • Request correction of inaccurate information.
    • Request deletion of your personal information.
    • Object to or restrict certain processing activities.
    • Data portability.
    • Withdraw consent where processing is based on consent.

    9. Cookies

    We use cookies and similar technologies to enhance your experience, analyze usage, and assist in our marketing efforts. You can manage cookie preferences through your browser settings.

    10. Third-Party Links

    Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies.

    11. Children's Privacy

    Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children.

    12. Changes to This Policy

    We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website with a revised "Last updated" date.

    13. Contact Us

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

    PhoneTap.ai
    Email: privacy@phonetap.ai