Privacy Policy

1. What we collect

Two categories: Customer-account data (the operator using TrueDial) — company name, contact details, billing information, technical configuration. End-caller data (your customers calling in) — phone number, name, address, conversational audio + transcript, service request details.

2. How we use it

To provide the Services: route calls, book appointments, sync to your CRM, send confirmations, grade calls against the F-Matrix. End-caller data is processed on your behalf and considered yours; we do not use it to train models or sell it to third parties.

3. Sub-processors

We rely on the following sub-processors to deliver the Services: Retell AI (voice runtime), GoHighLevel (CRM), Twilio (telephony + SMS), OpenAI + Anthropic (model providers for intent classification and conversational logic), Google Cloud (routing API + infrastructure), n8n Cloud (workflow orchestration), ElevenLabs (voice synthesis). Each sub-processor handles only the data minimally required for their function.

4. Call recording disclosure

All inbound calls are recorded for quality assurance and F-Matrix grading. Callers are informed during the greeting that the call may be recorded for quality. This disclosure is enabled by default in your agent configuration and is required by Minnesota's one-party-consent law and the stricter two-party-consent laws of other states.

5. Retention

Customer-account data: retained for the duration of your active subscription plus 90 days. End-caller call recordings + transcripts: retained for 90 days on Starter, 180 days on Growth, 365 days on Pro, and configurable on Enterprise. You may request earlier deletion at any time via email.

6. Security

Data is encrypted at rest (AES-256) and in transit (TLS 1.2+). Access to customer data is restricted to authorized personnel under role-based access controls. We follow industry-standard practices for secrets management, dependency scanning, and incident response.

7. Your rights

You have the right to access, correct, or delete your data. You may export your data at any time. To exercise these rights, email alex@truedialco.com. We will respond within 30 days.

8. HIPAA disclosure

TrueDial is not HIPAA-certified at this time. If your business handles Protected Health Information (PHI), TrueDial in its current form is not appropriate for your intake flow. We are tracking HIPAA readiness as a roadmap item.

9. Cookies + analytics

Our website uses basic analytics cookies (we are evaluating PostHog and Google Analytics 4 as of 2026 Q2). We do not use cross-site tracking or sell behavioral data to advertisers. You may opt out via your browser's "Do Not Track" setting, which we respect.

10. Children

The Services are not directed to individuals under 18. We do not knowingly collect data from minors.

11. Contact

Privacy questions, data-subject requests, or breach notifications:
TrueDial Company LLC
Hinckley, MN
alex@truedialco.com
(952) 243-5458