Privacy Policy

Effective Date: January 1, 2025
Last Updated: December 22, 2024

What This Policy Covers

NearMeCalls provides AI phone receptionist services for businesses. This policy explains how we handle data.

Information We Collect

When you create an account:

• Business name, email, phone number
• Billing information
• Google Calendar access (if you enable integration)

From calls to your business:

• Caller phone numbers
• Call recordings and transcripts
• Appointment details (customer name, phone, address, service requested)
• Notes and preferences provided during calls

Automatically:

• IP addresses and browser information
• Usage data and analytics
• Cookies for login and preferences

How We Use Information

We use information to:

• Route calls and schedule appointments
• Send confirmation emails to customers
• Sync with your Google Calendar
• Provide call transcripts and summaries
• Process billing
• Improve our service

We do NOT:

• Sell your data to anyone
• Use customer data for advertising
• Share data except as described below

Who We Share With

Service Providers:

• Google - Calendar integration
• SendGrid - Email delivery
• Vapi - Phone call handling
• Payment processors - Stripe/PayPal

Your Customers:

• We send confirmation emails to customers who call your business
• This is necessary to provide the service

Legal Requirements:

• We may disclose data if required by law
• To protect our rights or safety
• In connection with legal proceedings

Data Security

We use:

• Encrypted connections (HTTPS/TLS)
• Secure database access controls
• Regular security monitoring

Data Retention:

• Call recordings: 90 days (you can delete earlier)
• Appointments: 2 years for business records
• Account data: While active + 30 days after cancellation

Your Rights

You can:

• Access all your data
• Export your data
• Delete your data
• Correct inaccurate information
• Cancel your account anytime

To exercise rights:

Email [email protected] with your request. We'll respond within 30 days.

Call Recording

Important: You are responsible for complying with call recording laws.

Requirements:

• Some states require informing callers that calls are recorded
• Some states require caller consent before recording
• NearMeCalls provides tools to add consent messages

Your responsibility:

• Determine which laws apply to you
• Configure appropriate consent messages
• Comply with federal and state regulations

Common requirements by state:

• One-party consent states: Inform callers recording is happening
• Two-party consent states (CA, FL, PA, etc.): Get explicit consent before recording

Cookies

We use cookies for:

• Login and authentication
• Remembering your preferences
• Analytics to improve the service

You can block cookies in your browser, but some features may not work.

Children

NearMeCalls is not for users under 18. We don't knowingly collect information from children.

California Privacy Rights

California residents can request:

• What personal information we collect
• How we use and share it
• Deletion of personal information
• Opt-out of data sales (we don't sell data)

Email [email protected] to exercise rights.

European Users (GDPR)

If you're in the European Union:

• We process data to provide services you requested
• You have rights under GDPR (access, delete, export, correct)
• You can lodge complaints with your data protection authority
• Data may be transferred to the US for processing

Changes to This Policy

We may update this policy. If we make significant changes:

• We'll email you 30 days in advance
• Continued use means you accept the changes
• You can cancel if you don't agree

Contact Us

Questions or requests:

• Email: [email protected]
• Dashboard: Settings → Privacy & Data

For specific privacy requests:

• Access your data: Dashboard → Export Data
• Delete your account: Dashboard → Account Settings → Delete Account