Privacy Policy

Last Updated: October 2025

At PoolDial, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

1. Information We Collect

Information You Provide

• Account Information: Name, email address, phone number, business name, and billing information
• Business Settings: Service areas, pricing information, custom greeting scripts, and notification preferences
• Call Data: Phone numbers, call recordings, transcripts, and message summaries

Information Collected Automatically

• Usage Data: Call volume, duration, timing, and service usage patterns
• Technical Data: IP address, browser type, device information, and operating system
• Cookies: We use cookies and similar technologies to maintain your session and improve our service

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our AI phone answering service
• Process calls and deliver messages to you via email, SMS, or dashboard
• Improve and personalize your experience with PoolDial
• Send you service updates, notifications, and marketing communications (with your consent)
• Process billing and payments
• Comply with legal obligations and enforce our Terms of Service
• Detect and prevent fraud or abuse

3. Information Sharing and Disclosure

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

• Service Providers: Third-party vendors who help us provide our service (e.g., cloud hosting, payment processing, SMS delivery)
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law or to protect our rights and safety
• With Your Consent: When you explicitly authorize us to share your information

4. Call Recording and Transcription

PoolDial records and transcribes phone calls as part of our core service. By using PoolDial, you agree to:

• Inform your customers that calls may be recorded for quality and training purposes
• Comply with all applicable call recording laws in your jurisdiction
• Obtain necessary consent from callers where required by law

5. Data Security

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

• Encryption of data in transit and at rest
• Regular security audits and monitoring
• Access controls and authentication requirements
• Secure data centers with physical security measures

However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. Call recordings and transcripts are retained according to your account settings, typically 90 days unless you configure a different retention period.

7. Your Rights and Choices

You have the right to:

• Access, update, or delete your account information
• Export your call data and recordings
• Opt out of marketing communications
• Request deletion of your data (subject to legal retention requirements)
• Object to or restrict certain processing of your information

8. Children's Privacy

PoolDial is not intended for use by children under 13. We do not knowingly collect information from children under 13.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through our service.

11. Contact Us

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

Email: contact@pooldial.com