Legal

Privacy Policy

Last updated: March 20, 2026

1. Introduction

CallMind AI ("we," "our," or "us") operates the CallMind AI platform, including our website, dashboard, and AI-powered phone answering service. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services.

By using CallMind AI, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of our services.

2. Information We Collect

Information You Provide

  • Account information: Name, email address, business name, phone number, and password when you register.
  • Payment information: Billing details processed securely through Stripe. We do not store your full credit card number.
  • Business configuration: Business hours, appointment types, calendar availability, and greeting preferences.

Information Collected Automatically

  • Call data: Inbound call recordings, transcripts, caller phone numbers, call duration, and call outcomes (e.g., appointment booked, message taken).
  • Usage data: Dashboard activity, feature usage, and login timestamps.
  • Device and browser data: IP address, browser type, operating system, and referring URLs via Google Analytics.

Information from Third Parties

  • Twilio: Call metadata and phone number information.
  • Google Calendar: Calendar availability data when you connect your Google account.
  • Stripe: Subscription status and payment confirmations.

3. How We Use Your Information

  • Provide, operate, and maintain the CallMind AI service
  • Answer inbound calls on your behalf and book appointments
  • Send SMS and email confirmations to you and your customers
  • Process payments and manage subscriptions
  • Sync appointments to your Google Calendar
  • Improve our AI voice assistant and service quality
  • Communicate with you about your account, updates, and support
  • Detect, prevent, and address technical issues or abuse

4. How We Share Your Information

We do not sell your personal information. We share data only in these circumstances:

  • Service providers: We use third-party services (Twilio, Vapi, Stripe, SendGrid, Google) to operate our platform. Each processes data according to their own privacy policies.
  • Legal requirements: We may disclose information if required by law, subpoena, or court order.
  • Business transfers: In the event of a merger, acquisition, or sale, your data may be transferred as part of that transaction.

5. Data Retention

We retain your account data and call records for as long as your account is active. Call recordings and transcripts are retained for 90 days unless you request earlier deletion. You may request deletion of your account and associated data at any time by contacting us.

6. Data Security

We implement industry-standard security measures including encrypted data transmission (TLS/SSL), secure password hashing, and access controls. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

7. Healthcare Data Disclaimer

CallMind AI is not HIPAA-compliant. If your business handles Protected Health Information (PHI) — such as patient medical records, diagnoses, or treatment details — you should not transmit PHI through our service without a separate Business Associate Agreement (BAA). Please contact us if your use case requires HIPAA compliance.

8. Your Rights

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

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data
  • Object to or restrict certain processing
  • Data portability (receive your data in a structured format)

To exercise any of these rights, email us at hello@callmindai.ai.

9. Cookies and Analytics

We use Google Analytics 4 to understand how visitors use our website. Google Analytics uses cookies to collect anonymized usage data. You can opt out by installing the Google Analytics Opt-out Browser Add-on.

10. Children's Privacy

CallMind AI is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

12. Contact Us

If you have questions about this Privacy Policy, contact us at:
Email: hello@callmindai.ai
Company: CallMind AI
Location: California, United States