Privacy Policy

1.1. Information You Provide

When you register for an account or communicate with us, we may collect personal information such as your name, email address, phone number, and any other information you choose to provide.

1.2. Automatically Collected Information

We may automatically collect certain information about your use of Siphond, such as your IP address, device information, browser type, and usage data through cookies and similar technologies.

1.3. CRM Integration Data

When you choose to integrate our Service with your CRM system, we may access and process data from your connected CRM platform. This may include:

• Client contact information
• Service history and records
• Quote and invoice data
• Job and appointment details
• Other business data available through your CRM's API

This integration is opt-in, and you maintain control over what data is shared. You are responsible for ensuring you have the necessary rights and permissions to share this CRM data with our Service.

1.4. Customer Data

As a provider of email marketing and text message communication services, we may collect and process customer data on behalf of our Business Users. This may include email addresses, phone numbers, and other contact information of our clients' customers.

1.5. Inbound Call Recording Data

When a Business User enables the AI Voice Inbound Call Handler we collect:

• Caller phone number and call metadata (start/stop time, duration)
• Full audio recording of the call

AI-generated transcript of the audio

This information is required for the Service to function as a live answering service.

1.6. Google Calendar Integration Data

When you connect your Google Calendar to Siphond, we request access only to your calendar's free/busy information (scopes such as https://www.googleapis.com/auth/calendar.freebusy). We synchronize and securely store the time ranges marked as busy on your calendar.

If you connect Google Calendar, Siphond requests a single, narrow permission: read-only free/busy access (the calendar.freebusy scope). We use it solely to see which time windows on your calendar are busy or free so the agent can offer an open appointment slot.

• We do not read event titles, descriptions, attendees, or any other event details.
• We do not create, edit, or delete events on your calendar.
• We store the OAuth access and refresh tokens needed to maintain the connection, encrypted at rest. We do not retain your free/busy data beyond what is needed to compute an appointment slot in the moment.
• You can disconnect Google at any time from the Integrations page, which revokes our access.

Siphond’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Google Workspace APIs (including the calendar data shared with Siphond) are not used to develop, improve, or train generalized AI and/or ML models.

1.7. Outbound Click-to-Call Data

When a Business User uses outbound click-to-call from Siphond, we may collect and process:

• Call metadata (source number, destination number, start/stop time, status, duration)
• Recording metadata and audio files when call recording is enabled by the Business User
• AI-generated transcript text, summaries, and classification metadata derived from recorded audio

Outbound click-to-call recordings and transcripts are used to provide conversation history, quality review, and workflow automations for the Business User that initiated the call.

For outbound click-to-call interactions, the Business User acts as the data controller for the Customer, Lead and caller communications, and Siphond and the AI Voice Inbound Call Handler acts as a data processor/service provider handling data under that Business User’s instructions.

Call-recording and consent requirements vary by jurisdiction (including one-party and all-party consent states). Business Users are responsible for providing required notices and obtaining legally required consent before recording or transcribing outbound calls.

1.8. Meta Platform Data

When a Business User connects a Meta Account, included but not limited to Facebook business, Page, Lead Ads account, or Messenger account to Siphond, we may collect and process data made available through Meta, including:

• Connected business, system-user, Facebook Page, and ad-account identifiers, names, permissions, and access credentials
• Facebook Lead Ads form submissions, contact details, form answers, consent responses, and ad, ad-set, campaign, form, and referral attribution
• Messenger participant identifiers and available profile information, message content, attachments metadata, timestamps, referrals, and conversation state
• Webhook, subscription, connection-health, and deletion-request metadata needed to operate and secure the integration

We use this Meta Platform Data only to provide the features authorized by the Business User, such as importing lead inquiries, displaying conversation history, sending permitted replies, qualifying and booking leads, notifying the Business User, and synchronizing a lead to a customer-selected CRM or communication service. Meta Platform Data may be processed by infrastructure, email, messaging, AI, and other service providers acting on our behalf or at the Business User's direction. We do not sell Meta Platform Data or use it for unrelated advertising.

2.1. Usage Purposes

We may use the information we collect for the following purposes:

• To provide, operate, and maintain Siphond
• To communicate with you about your account and provide customer support
• To personalize and improve Siphond and our services
• To analyze usage trends and enhance the security of Siphond
• To comply with legal obligations and enforce our agreements
• To send email marketing and text message communications on behalf of Business Users
• To provide, configure, and operate your AI receptionist and agent
• To schedule appointments and notify you of calls and bookings
• To maintain your account, sign you in, and secure the service
• To communicate with you about the service and provide support

3.1. Sharing Conditions

We may share your personal information in the following circumstances:

• With service providers who assist us in providing Siphond and related services
• With affiliates and subsidiaries for the purposes described in this Policy
• In response to legal requests or to protect our rights or property
• With our Business Users, in the context of providing our phone services and text message communication services
• With the Business User that enabled the AI Voice Inbound Call Handler, we share the associated call recordings and transcripts

We do not sell your personal information, and we do not use Google user data for advertising.

3.2 Third-Party Services

No mobile information will be shared or sold to third parties or affiliates for marketing or promotional purposes.

We share information only with service providers that help us run Siphond, each limited to what they need to perform their function:

• Autocalls.ai — the underlying voice platform; handles telephony, the AI voice agent and call processing, (“AI Voice Inbound Call Handler”); Siphond adheres to Autocalls.ai operations and use terms which can be reviewed here: Privacy Policy, Terms and Conditions, and Security and Compliance
• Google — calendar free/busy availability, if you connect Google Calendar
• Cal.com — appointment booking, if you connect a Cal.com account instead of Google
• Twilio — acts only as a service processor on our behalf. When using our SMS services, standard message and data rates may apply

We may also disclose information if required by law, or to protect the rights, safety, and security of our users and the service. For details on SMS and mobile information practices, see Section 12.2 (SMS & Mobile Information Use).

4.1. Retention Period

We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Policy unless a longer retention period is required or permitted by law.

4.2. Analytics Data Retention

Anonymized widget analytics data collected for performance monitoring is retained for a maximum of 6 months. This data is automatically purged after the retention period expires and cannot be recovered.

4.3. Outbound Click-to-Call Retention

Outbound click-to-call metadata, recordings (when enabled), and related transcripts/summaries are generally retained for up to 6 months unless a longer retention period is required by law, required to resolve a legal dispute, or requested by the Business User for lawful business purposes.

4.4. Meta Platform Data Retention

Meta Platform Data is retained only as long as needed to provide the connected Siphond service, satisfy the Business User's account and contractual requirements, resolve security or support issues, or comply with law. A verified Meta data-deletion request removes or anonymizes Meta credentials, provider payloads, lead attribution, Messenger conversations and identifiers, and other Meta-specific records according to the relationship of those records to other Siphond lead sources. Limited non-content lifecycle information may be retained to document the request and its completion.

5.1. Access, Correction, or Deletion

You have the right to access, correct, or delete your personal information. You may also have the right to object to or restrict certain processing activities. You can request access to, correction of, or deletion of your personal information by contacting us at info@siphond.com.

5.2. Opt-out for Email and Text Messages

For users receiving email notices or text message communications through our services, you can opt-out by following the instructions provided in those communications.

5.3. SMS Opt-in and Opt-out Rights

By replying YES to our missed call text message, you provide explicit consent to receive further text messages related to your inquiry.

If you no longer wish to receive text messages from us, you may opt out at any time by replying STOP.

Opting out of SMS communications does not affect other forms of communication such as email, unless explicitly requested.

5.4. Disconnecting Meta and Requesting Deletion

A Business User can disconnect Meta from the Siphond Meta Setup page. To request deletion of data associated with a connected Facebook account, Page, Lead Ad, or Messenger conversation, follow our Meta data deletion instructions.

6.1. Protection Measures

We take reasonable measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. While using the Autocalls.ai voice platform, we adhere to additional Autocalls.ai security measures, which can be reviewed here: https://autocalls.ai/privacy-policy.

7.1. Third-Party Links

Siphond may contain links to third-party websites or services that are not owned or controlled by Aerin Holdings. We are not responsible for the privacy practices of such third parties.

8.1. Intended Audience

Siphond is not intended for use by children under the age of 18. We do not knowingly collect personal data from minors. If we discover that we have collected data from a minor without the consent of a parent or legal guardian, we will take immediate steps to erase such data.

9.1. Policy Updates

We reserve the right to update or modify this Policy at any time. We will notify you of any material changes by posting the new Policy on this page. Policies listed here for Autocall.ai and any other third-party tools are subject to their own parameters.

Before accessing additional categories of Google user data or using that data for a new purpose, we will provide notice and obtain the required consent.

10.1. Inquiry

If you have any questions or concerns about this Policy, please contact us at info@siphond.com

Information obtained through Google APIs, including aggregated, de-identified, or derived information, is not used for advertising targeting or shared with data brokers or visitor-identification services under this section.

• Session cookie — a single essential cookie that keeps you signed in. We store only a hashed reference to your session on our servers

11.1. Online Tracking

When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email or home address. We (or service providers on our behalf) may then send communications and marketing to these email or home addresses. You may opt out of receiving this advertising by emailing info@siphond.com.

12.1. SMS Services

We use third-party service providers, including Twilio, for our SMS services. Twilio acts only as a service processor on our behalf. When using our SMS services, standard message and data rates may apply.

12.2. SMS & Mobile Information Use

We collect mobile phone numbers only when a user voluntarily provides them to receive communications related to their inquiry, including service updates, estimates, scheduling, and follow-up messages. Mobile phone numbers, messaging data, and SMS consent are used solely to provide these requested communications.

We do not sell, rent, license, share, or transfer mobile phone numbers, messaging data, or SMS consent to third parties or affiliates for any marketing or promotional purposes. SMS consent is not shared with third parties.

We do not share mobile contact information with third parties or affiliates for marketing or promotional purposes. Information may be shared with subcontractors in support services, such as customer service. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

12.3. Compliance with Laws

For both SMS and email communications, we comply with all applicable laws and regulations, including the Telephone Consumer Protection Act (TCPA).

12.4. Opt-out Options

You can opt-out of receiving SMS messages by replying STOP, QUIT, CANCEL, OPT-OUT, or UNSUBSCRIBE to any text message sent from us. To opt-out of email communications, click the "Unsubscribe" link at the bottom of any marketing email we send.

12.5. Missed Call SMS Notifications and Lead Qualification

If you call our business and we are unable to answer, we may send an automated text message to notify you of the missed call and offer further assistance.

If you wish to continue the conversation via text, you may reply YES to opt-in. Once opted in, we may ask a series of questions to help qualify your inquiry.

You can opt out at any time by replying STOP, QUIT, CANCEL, OPT-OUT, or UNSUBSCRIBE to any text message you receive from us.

Standard message and data rates may apply.

13.1. Data Processing

We process and store customer data on behalf of our Business Users who use Siphond for their telephony and text message communications. This data is processed in accordance with our agreements with our Business Users and this Policy.

13.2. Data Usage

We do not use the customer data we process on behalf of our Business Users for our own purposes or sell this data to third parties.

14.1. Additional Information

For Business Users of our Service, we collect and process additional business-related information including:

• Company name, logo, and trademarks
• Business contact information
• Success stories and testimonials
• Performance metrics and case studies
• Other business-related information you provide to us

14.2. Marketing Rights

This section does not authorize marketing use of information obtained through Google APIs or information aggregated, de-identified, or derived from it.

As detailed in our Terms of Service, Business Users grant us certain marketing rights to use this information. We may use this information for:

• Marketing and promotional materials
• Website content and presentations
• Case studies and testimonials
• Social media content
• Sales and marketing communications

14.3. Marketing Discretion

While we have the right to use this information for marketing purposes, we will:

• Exercise reasonable discretion in how we present your information
• Maintain the accuracy of any claims or statistics we publish
• Remove or modify content upon reasonable request
• Not intentionally present your business in a negative light

14.4. Marketing Inquiry

If you have concerns about how your business information is being used in our marketing materials, please contact us at info@siphond.com.

15.1. Voicemail Collection and Processing

Our Service processes voicemails through the following workflow:

• Recording of incoming voicemail messages
• Automated transcription of voicemail content
• Secure transmission of transcriptions to our AI system
• AI analysis of transcribed content for informed follow-up
• Generation of appropriate AI responses based on voicemail content

15.2. Purpose and Legal Basis

We process voicemails to:

• Enable our AI agents to provide informed follow-up communications
• Maintain context of lead interactions
• Ensure appropriate response to lead inquiries
• Improve service quality and response accuracy
• Enhance lead qualification process

15.3. Security and Protection

All voicemail data is protected by:

• Industry-standard encryption during transmission and storage
• Secure transcription processes
• Limited access controls
• Regular security audits
• Compliance with data protection regulations

15.4. Data Retention and Rights

Our voicemail handling policies include:

• Standard retention period of 6 months for recordings and transcripts
• Access controls limiting data to authorized personnel and systems
• Secure deletion when no longer needed
• Right to request copies of stored voicemail data
• Right to request deletion of stored voicemail data
• Regular review of retention needs and security measures

15.5. Inbound Call Recording Retention

Audio recordings and transcripts generated by the AI Voice Inbound Call Handler are retained for 6 months (unless a longer period is required by law) and then securely deleted.

15.6. De-Identified Transcript Re-Use

This secondary-use provision does not apply to information obtained through Google APIs or information aggregated, de-identified, or derived from it.

After 6 months we auto-delete the original audio and any transcript that still contains direct identifiers (phone numbers, names, addresses). We may retain and use de-identified or aggregated versions of the transcripts indefinitely to improve our AI models and analytics. Business Users can opt out of this secondary use in the account settings; opting out does not affect core call-handling functionality. End-Users' rights under Section 5 remain applicable.