Owlbell — Privacy Policy
TEMPLATE — NOT LEGAL ADVICE. Review with counsel and adapt to your actual data
practices and jurisdictions (incl. CCPA/CPRA, GDPR if applicable). Replace[BRACKET]
placeholders. This policy must match what your system actually does.
Effective date: June 24, 2026 Controller/Provider: Owlbell · [YOUR PHYSICAL BUSINESS ADDRESS — required before going live] · buildsagents@gmail.com
1. Who this covers
- Customers: the businesses that subscribe to Owlbell.
- Callers/End Users: people who call our Customers' phone numbers and interact with
the AI.
For caller data processed on a Customer's behalf, the Customer is the data controller and Owlbell is the processor/service provider (see the DPA).
2. Information we collect
From Customers: name, business details, billing contact, payment info (via our payment processor), account credentials, configuration (greetings, FAQs, routing).
From Callers (on the Customer's behalf):
- Phone number / caller ID and call metadata (time, duration, outcome).
- Audio recordings (where recording is enabled) and transcripts.
- Information the caller provides: name, callback number, reason for calling,
appointment details, and anything they say during the call.
Automatically: dashboard usage logs, device/browser info, IP address, cookies for authentication and analytics.
3. How we use information
- Provide the Service: answer calls, transcribe, take messages, book appointments,
route calls, notify the Customer, and display results in the dashboard.
- Billing, support, security, fraud prevention, and legal compliance.
- Improve the Service, including model and quality improvements using **aggregated and
de-identified data. We do not sell** personal information.
4. AI processing
Calls are processed by automated speech-to-text, language models, and text-to-speech. Depending on configuration this runs on self-hosted/local infrastructure we control, and/or on named subprocessors listed in §5. Outputs may be imperfect.
5. Sharing & subprocessors
We share information with:
- Subprocessors that help run the Service (e.g., telephony/SIP provider, cloud
hosting provider, email/SMS provider, payment processor). A current list is maintained at https://owlbell.xyz/legal/data-processing-addendum.html. See the DPA for the controlled list.
- Integrations you enable (e.g., Google Calendar, your CRM) — data flows as you
configure.
- Legal/safety: when required by law or to protect rights and safety.
- Business transfers: in a merger or acquisition, subject to this policy.
6. Call recording & consent
Where recording/transcription is enabled, recording laws vary by jurisdiction (one-party vs. all-party consent). Customers are responsible for ensuring lawful disclosure and consent; Owlbell provides configurable recording disclosures. See the Call Recording & Consent Policy.
7. Data retention
- Recordings & transcripts: retained for 90 days by default, then deleted, unless the
Customer configures a different period or law requires longer.
- Messages, appointments, analytics: for the life of the account plus 30 days.
- Billing records: as required by law (typically 7 years).
Customers can request export or deletion (see §9).
8. Security
We use reasonable technical and organizational measures: encryption in transit (and at rest where supported), access controls, audit logging, and least-privilege access. No system is perfectly secure.
9. Your rights & choices
Depending on your location (e.g., CCPA/CPRA, GDPR), you may have rights to access, correct, delete, port, or restrict your personal information, and to opt out of certain processing. Customers can act on caller requests via the dashboard or by contacting buildsagents@gmail.com. We respond within the time required by law.
- Marketing email: every message includes an unsubscribe link.
- Cookies: you can control cookies via your browser; some are required for login.
10. Children
The Service is not directed to children under 13 and we do not knowingly collect their data.
11. International transfers
If data is transferred across borders, we use appropriate safeguards (e.g., SCCs) where required.
12. Changes
We may update this policy; material changes will be posted with a new effective date and, where required, notified to Customers.
13. Contact
buildsagents@gmail.com · Owlbell · [YOUR PHYSICAL BUSINESS ADDRESS — required before going live]
See also: Terms of Service, Call Recording & Consent Policy, Data Processing Addendum.