Privacy Policy

1. Introduction

Welcome to AgentPortal ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voice AI agent platform and services (collectively, the "Services").

By accessing or using our Services, you agree to this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Services.

2. Information We Collect

2.1 Information You Provide to Us

• Account Information: Name, email address, phone number, company name, and billing information when you create an account.
• Profile Information: Additional information you choose to provide in your profile, such as job title, industry, and preferences.
• Agent Configuration: Scripts, prompts, voice preferences, and other settings you configure for your AI agents.
• Communications: Information you provide when contacting our support team or communicating with us.
• Payment Information: Credit card details and billing addresses processed securely through our payment processors.

2.2 Information Collected Automatically

• Call Data: Voice recordings, transcripts, call duration, phone numbers, timestamps, and call metadata.
• Usage Information: Information about how you interact with our Services, including features used, actions taken, and time spent.
• Device Information: IP address, browser type, operating system, device identifiers, and mobile network information.
• Analytics Data: Performance metrics, error logs, and usage patterns collected through cookies and similar technologies.
• Location Information: General location information derived from IP addresses (city/country level).

2.3 Information from Third Parties

• Authentication Services: Information from third-party authentication providers if you choose to sign in through them.
• Integration Partners: Data from third-party services you connect to AgentPortal (CRM systems, calendars, etc.).
• Payment Processors: Transaction confirmations and payment status from our payment partners.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

• Provide, maintain, and improve our voice AI services
• Process and route phone calls through your AI agents
• Generate transcripts and call analytics
• Customize and personalize your experience
• Process payments and manage billing

3.2 Communication

• Send service-related notifications and updates
• Respond to your inquiries and support requests
• Send promotional communications (with your consent)
• Provide important updates about our Services

3.3 Analytics and Improvement

• Analyze usage patterns and trends
• Develop new features and improve existing ones
• Train and improve our AI models (with aggregated, de-identified data)
• Conduct research and analysis

3.4 Security and Compliance

• Detect, prevent, and address fraud, security issues, and technical problems
• Enforce our Terms of Service and other policies
• Comply with legal obligations and regulatory requirements
• Protect the rights, property, and safety of AgentPortal, our users, and the public

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party service providers who perform services on our behalf, including:

• Cloud hosting and infrastructure providers (e.g., AWS, Google Cloud)
• Payment processors and billing services
• Voice technology providers (e.g., Retell AI, ElevenLabs, Anthropic)
• Analytics and monitoring services
• Customer support tools
• Email and communication platforms

4.2 Business Transfers

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, subpoenas, government agencies).

4.4 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

5. Voice Recording and Call Data

Given the nature of our voice AI services, we want to be transparent about how we handle call recordings:

• Recording Consent: You are responsible for complying with applicable laws regarding call recording and obtaining necessary consent from call participants.
• Storage: Call recordings and transcripts are stored securely and encrypted at rest and in transit.
• Retention: Call data is retained according to your account settings and our data retention policies (typically 90 days by default, customizable up to 2 years).
• Access Controls: Only authorized personnel and systems have access to call recordings and transcripts.
• Third-Party Processing: Voice data may be processed by our AI service providers (Anthropic, ElevenLabs, Retell AI) to provide voice synthesis and natural language understanding.
• Deletion: You can delete call recordings at any time through your account dashboard.

6. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption.
• Access Controls: Strict role-based access controls and multi-factor authentication for employee access.
• Infrastructure Security: Hosted on secure, SOC 2 compliant cloud infrastructure.
• Regular Audits: Regular security audits and penetration testing.
• Monitoring: 24/7 security monitoring and incident response procedures.
• Data Isolation: Customer data is logically isolated and segregated.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

7. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

7.1 General Rights

• Access: Request access to the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information (subject to legal retention requirements).
• Portability: Request a copy of your data in a structured, machine-readable format.
• Objection: Object to certain processing of your information.
• Restriction: Request restriction of processing in certain circumstances.

7.2 California Residents (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your rights
• Right to correct inaccurate personal information
• Right to limit the use of sensitive personal information

7.3 European Residents (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have rights under the General Data Protection Regulation (GDPR):

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent
• Right to lodge a complaint with a supervisory authority

7.4 Exercising Your Rights

To exercise any of these rights, please contact us at privacy@310mgmt.xyz. We will respond to your request within 30 days (or as required by applicable law). You may be required to verify your identity before we process your request.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your browsing activities:

8.1 Types of Cookies We Use

• Essential Cookies: Necessary for the website to function properly (authentication, security).
• Performance Cookies: Help us understand how visitors use our website (analytics).
• Functional Cookies: Remember your preferences and settings.
• Marketing Cookies: Track your activity across websites for advertising purposes (with your consent).

8.2 Managing Cookies

You can control cookies through your browser settings. However, disabling certain cookies may affect the functionality of our Services. You can also opt-out of third-party advertising cookies through industry opt-out tools.

9. Data Retention

We retain your information for as long as necessary to provide our Services and fulfill the purposes described in this Privacy Policy:

• Account Information: Retained for the duration of your account plus 30 days after account closure.
• Call Recordings: Default retention of 90 days (customizable from 30 days to 2 years based on your plan).
• Transcripts: Retained for the same period as call recordings.
• Analytics Data: Aggregated analytics may be retained indefinitely in de-identified form.
• Billing Records: Retained for 7 years to comply with tax and accounting regulations.
• Support Communications: Retained for 3 years.

After the retention period, we securely delete or anonymize your information. You can request earlier deletion by contacting us, subject to legal retention requirements.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country.

We take appropriate safeguards to ensure your information receives adequate protection, including:

• Standard contractual clauses approved by the European Commission
• Adequacy decisions for certain countries
• Data processing agreements with our service providers
• Compliance with Privacy Shield principles where applicable

11. Children's Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us at privacy@310mgmt.xyz.

12. Third-Party Links and Services

Our Services may contain links to third-party websites, applications, or services that are not owned or controlled by AgentPortal. This Privacy Policy does not apply to those third parties.

We are not responsible for the privacy practices of third parties. We encourage you to review the privacy policies of any third-party services before providing them with your information.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you via email if the changes are material
• Post a notice on our website for 30 days
• Obtain your consent if required by law

Your continued use of the Services after the effective date of the updated Privacy Policy constitutes your acceptance of the changes.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

For GDPR-related inquiries, you can also contact our EU representative at: gdpr@310mgmt.xyz

15. AI and Machine Learning

Our Services use artificial intelligence and machine learning technologies. Here's how your data is used in connection with AI:

• Voice Synthesis: We use third-party AI services (ElevenLabs, OpenAI) to generate voice responses. Audio content is processed in real-time and not retained by these providers beyond what's necessary for service delivery.
• Natural Language Processing: We use Anthropic's Claude AI to understand and respond to user queries. Conversations may be used to improve the model's performance in aggregate, de-identified form.
• Model Training: We do not use your specific call recordings or transcripts to train AI models without explicit consent. Aggregated, anonymized usage patterns may be used for service improvement.
• Automated Decision-Making: Our AI agents make automated decisions during calls (e.g., scheduling appointments, answering questions). You have control over the agent's behavior through configuration settings.

16. Do Not Track

Some browsers include a "Do Not Track" (DNT) feature that signals to websites you visit that you do not want to be tracked. There is currently no industry consensus on how to respond to DNT signals. At this time, our Services do not respond to DNT signals.