How we collect, use, protect, and handle your data.
callchloe.ai ("we", "our", "us") is committed to protecting the privacy and security of our users ("Agents", "Subscribers") and the individuals who interact with the Service ("Callers"). This Privacy Policy explains what data we collect, how we use it, who we share it with, how we protect it, and what rights you have.
By using callchloe.ai, you consent to the data practices described in this Privacy Policy. If you do not agree, please do not use the Service.
This policy applies to all data collected through the callchloe.ai website, dashboard, AI secretary service, and any related communications.
callchloe.ai is an AI-powered virtual secretary service designed for real estate professionals in Canada and the United States. The Service answers incoming calls on behalf of real estate agents, qualifies leads, books appointments, and delivers call summaries.
For the purposes of data protection legislation:
We collect data from two primary categories of individuals: Agents (our subscribers) and Callers (people who call in and are handled by the AI secretary).
| Data Type | Examples | Purpose |
|---|---|---|
| Identity | Full name, email address, phone number | Account creation, authentication, communication |
| Professional | Brokerage name, license info (if provided), location | Service customization, eligibility verification |
| Billing | Credit card details (processed via Stripe), billing address, transaction history | Payment processing, subscription management |
| Preferences | Secretary name, voice selection, language, script customizations, notification settings | Service personalization |
| Usage | Minutes consumed, call logs, dashboard activity, login history, feature usage | Service delivery, analytics, billing |
| Data Type | Examples | Purpose |
|---|---|---|
| Identity | Name (when voluntarily provided during the call) | Lead capture for the Agent |
| Contact | Phone number (via Caller ID), email (if provided) | Lead capture, confirmation messages |
| Call Content | Full audio recording, AI-generated transcript, call duration, call branch triggered | Service delivery, call summary generation, quality assurance |
| Intent | Reason for calling, lead temperature classification, appointment details | Lead qualification, Agent reporting |
We never sell, rent, or trade your data or your callers' data to third parties for marketing, advertising, or any unrelated commercial purpose.
We do not sell your data. We share data only in the following limited circumstances:
We share data with third-party providers that are strictly necessary to operate the Service (see Section 7). These providers are contractually bound to use your data only for the purpose of providing their service to us.
When a Caller interacts with the AI secretary, the information provided during the call — including name, phone number, reason for calling, and call recording — is shared with the Agent whose secretary handled the call. This is the core function of the Service.
We may disclose data if required to do so by law, regulation, legal process, or enforceable governmental request, or if we believe disclosure is necessary to protect the rights, safety, or property of callchloe.ai, our users, or the public.
In the event of a merger, acquisition, reorganization, or sale of assets, your data may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on the platform before your data is transferred and becomes subject to a different privacy policy.
We use the following categories of third-party providers to operate the Service. Each provider processes data only as necessary to perform its function:
| Provider Category | Purpose | Data Accessed |
|---|---|---|
| AI Voice Platform | Powers the AI secretary's voice, language understanding, and conversation logic | Call audio, conversation content |
| Telephony Provider | Routes phone calls, provides phone numbers, handles SMS delivery | Phone numbers, call metadata, SMS content |
| Payment Processor (Stripe) | Processes credit card payments and manages subscriptions | Billing information (card details stored by Stripe, not by us) |
| Cloud Hosting | Hosts the website, dashboard, and application backend | All platform data (encrypted) |
| Database Provider | Stores agent accounts, call logs, settings, and lead data | All platform data (encrypted) |
| Calendar Integration | Books appointments on Agent's calendar | Appointment details, Caller name and contact |
| Email Provider | Sends transactional emails (summaries, alerts, confirmations) | Email addresses, message content |
| Analytics | Tracks website and dashboard usage to improve the Service | Technical data, anonymized usage data |
A current list of specific sub-processors is available upon request by contacting [email protected].
| Data Type | Retention Period |
|---|---|
| Agent account data | Duration of subscription + 30 days after account closure |
| Call recordings | 90 days from the date of the call (downloadable during this period) |
| Call summaries & logs | Duration of subscription + 30 days after account closure |
| Caller contact data | Duration of the Agent's subscription + 30 days |
| Billing & transaction records | 7 years (as required by tax and financial regulations) |
| Technical / analytics data | 12 months, then anonymized or deleted |
After the retention period, data is permanently deleted from our systems and from the systems of our sub-processors where technically feasible.
All calls handled by the AI secretary are recorded. Recordings are a core feature of the Service, enabling Agents to review calls, verify lead quality, and improve their response process.
Some jurisdictions require all parties to consent to being recorded ("two-party consent"). The Agent is solely responsible for compliance with applicable call recording laws. The AI secretary can be configured to include a recording disclosure statement at the beginning of each call. We strongly recommend enabling this feature.
callchloe.ai does not provide legal advice regarding recording consent requirements. Agents should consult a qualified attorney in their jurisdiction.
Recordings are automatically deleted after 90 days. Agents may download recordings during this period. Upon account termination, all recordings are permanently deleted within 30 days.
You can manage or disable cookies through your browser settings. Disabling essential cookies may prevent the dashboard from functioning properly. We display a cookie consent banner on first visit to allow you to accept or reject non-essential cookies.
We respect "Do Not Track" browser signals. When a DNT signal is detected, we disable non-essential tracking for that session.
We take the security of your data seriously and implement industry-standard safeguards, including:
No system is 100% secure. While we implement robust security measures, we cannot guarantee absolute security. You are responsible for maintaining the security of your account credentials.
Depending on your jurisdiction, you may have the following rights regarding your personal data:
Canadian residents have rights under the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation (including Quebec's Law 25). You have the right to access, correct, and request deletion of your personal information.
California residents have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to know, delete, correct, and opt out of the sale of personal information. We do not sell personal information.
To exercise any of these rights, contact us at [email protected]. We will respond to verified requests within 30 days. We may ask for identification to verify your identity before processing the request.
Callers who wish to exercise their data rights (access, deletion, correction) should contact the Agent whose secretary handled their call. If the Caller is unable to reach the Agent, they may contact us directly at [email protected] and we will make reasonable efforts to assist.
callchloe.ai is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected data from a child under 18, we will promptly delete it. If you believe a child has provided us with personal data, please contact us at [email protected].
callchloe.ai operates in Canada and the United States. Data may be processed and stored in either country depending on the infrastructure of our service providers.
If you are located outside of Canada or the United States, your data may be transferred to and processed in these countries, which may have different data protection laws than your jurisdiction. By using the Service, you consent to this transfer.
We ensure that any international transfer of data is conducted in compliance with applicable data protection laws and that appropriate safeguards are in place, including contractual protections with our service providers.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.
If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, contact us:
callchloe.ai — Privacy Team
Privacy inquiries: [email protected]
General support: [email protected]
Website: callchloe.ai