Privacy Policy

1. Introduction

DialDesk AI LLC (“DialDesk AI,” “we,” “us,” or “our”) provides AI voice dispatcher services to HVAC and plumbing businesses (“Clients”). This Privacy Policy explains how we collect, use, disclose, and protect information in connection with our website (dialdeskai.com) and our services. By using our website or services, you agree to the terms of this Privacy Policy.

2. Information We Collect

2.1 From Clients (Business Owners)

• Business name, contact name, phone number, and email address
• Billing information (processed by third-party payment processors)
• Service preferences and configuration details
• Communication records between you and DialDesk AI

2.2 From End Callers (Your Customers)

When our AI dispatcher answers calls on your behalf, we collect the following from callers:

• Full name
• Phone number
• Physical address
• Description of their service need or problem
• Preferred appointment time (morning or afternoon)
• Voice recording of the call

This caller data is collected on behalf of our Client businesses and is logged to their designated Google Sheet. DialDesk AI acts as a data processor for this information.

2.3 Website Data

• IP address and browser information (via server logs)
• Pages visited and time on site (via Vercel Analytics)
• Contact form submissions

3. How We Use Information

• To deliver and improve our AI dispatcher service
• To send instant lead alerts to Client business owners via SMS
• To populate Client Google Sheets with call lead data
• To review call recordings weekly for quality assurance and script improvement
• To communicate with Clients about their accounts, billing, and service
• To send monthly performance reports to Clients
• To comply with legal obligations

4. Data Storage and Retention

• Lead datais stored in the Client's Google Sheet. Clients own and control this data.
• Call recordings are retained for 90 days for quality review purposes, then deleted.
• Client account data is retained for the duration of the service agreement plus 12 months.

5. Information Sharing

We do not sell personal information. We share information only with:

• Retell AI — Voice AI infrastructure provider (subject to their data processing terms)
• Twilio — Telephony and call recording infrastructure (subject to their data processing terms)
• Google— Google Sheets for lead data storage (subject to Google's terms)
• Law enforcement or regulators when required by law

6. Call Recording Disclosure

All calls handled by DialDesk AI are recorded. Recording laws vary by state:

• Texas, Arizona, Georgia: One-party consent states. Recording is permitted with the consent of one party to the call.
• Florida: All-party consent state (Florida Statute § 934.03). DialDesk AI configures a recording disclosure into every Client's AI greeting for Florida-based Clients.

Clients operating in multiple states are responsible for ensuring appropriate disclosure. DialDesk AI configures recording disclosures upon Client request for any state.

7. Your Rights

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

• Access personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Opt out of certain data processing activities

California residents have rights under the CCPA. To exercise any of these rights, contact us at ibrahimawab@gmail.com.

8. Security

We implement reasonable technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. Children

Our services are not directed at individuals under 13 years of age. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. For material changes, we will provide notice by email to active Clients at least 30 days before the change takes effect. The updated policy will be posted on this page with a revised effective date.

11. Contact

For privacy questions or to exercise your rights, contact us at: