Privacy Policy

1. Information We Collect

Information from Business Customers

When you sign up for HaloCall, we collect:

• Business contact information (name, email, phone number, business address)
• Account credentials
• Billing and payment information
• Business details (services offered, pricing, hours of operation, policies)
• Integration credentials for connected booking systems (e.g., Square Appointments, MindBody, Calendly)
• SMS notification preferences and consent for account-related text messages

Information from Callers

When someone calls a business using HaloCall, we may collect:

• Phone number (caller ID)
• Phone numbers provided for text messaging purposes
• Name and contact information provided during the call
• Appointment details and preferences
• Call recordings and transcriptions
• SMS/text messaging consent and opt-in status
• Information necessary to complete booking requests

Automatically Collected Information

We automatically collect certain information when you use our services:

• Call metadata (duration, time, date)
• Device and browser information when accessing our dashboard
• Usage data and analytics
• IP addresses and location data

2. How We Use Your Information

We use the information we collect to:

• Provide and operate our AI phone receptionist service
• Answer calls and book appointments on behalf of your business
• Integrate with your booking and scheduling systems
• Process payments and manage your account
• Improve our AI's accuracy and conversational abilities
• Send SMS/text messages and other service-related communications to callers, including appointment confirmations, reminders, and service notifications
• Send SMS/text notifications to business customers regarding their HaloCall account activity, including call alerts, booking notifications, billing updates, and service announcements
• Provide customer support
• Comply with legal obligations
• Detect and prevent fraud or abuse

3. Information Sharing and Disclosure

We do not sell, rent, trade, or otherwise share your personal information with third parties for their own marketing, advertising, or commercial purposes. Your data is yours, and we treat it with the utmost care and confidentiality.

The limited circumstances under which information may be disclosed are described below:

Internal Service Operations

We use trusted infrastructure providers (such as cloud hosting and payment processors) strictly to operate and deliver our service. These providers are bound by contract to process data solely on our behalf, under our direction, and in accordance with this Privacy Policy. They are prohibited from using your data for any other purpose.

Business Customer–Requested Integrations

When a business customer explicitly connects HaloCall to a scheduling or booking platform (such as Square Appointments, MindBody, Vagaro, Calendly, or Google Calendar), we transmit only the appointment information necessary to fulfill the booking request. These transfers occur solely at the direction and authorization of the business customer.

Business Customers

Caller information and call recordings are provided to the business being called, as they are the data controller for their own customer interactions. This is a core function of the service and is not a third-party disclosure.

Legal Obligations

We may disclose information only when required to do so by law, valid court order, or binding government request, or where necessary to protect the rights, property, or safety of HaloCall, our users, or the public. We will make reasonable efforts to notify affected parties before such disclosure, unless prohibited by law.

SMS/Text Messaging Opt-In Data

All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. We will not share your opt-in to an SMS campaign with any third party for purposes unrelated to providing you with the services of that campaign. We may share your Personal Data, including your SMS opt-in or consent status, with third parties that help us provide our messaging services, including but not limited to platform providers, phone companies, and any other vendors who assist us in the delivery of text messages.

4. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit and at rest
• Access controls and authentication requirements
• Regular security assessments and monitoring
• Employee training on data protection
• Secure data centers with physical security measures

5. Healthcare Information (HIPAA)

For healthcare providers and medical practices, HaloCall maintains strict data security standards compatible with HIPAA requirements. We can enter into Business Associate Agreements (BAAs) with covered entities. Protected Health Information (PHI) is handled in accordance with applicable healthcare privacy regulations. Please contact us at team@halocall.co for HIPAA compliance documentation.

6. Call Recording Disclosure

HaloCall records calls to provide our service and for quality assurance. Callers are informed at the beginning of each call that the call may be recorded. By continuing the call, callers consent to recording. Business customers are responsible for ensuring compliance with applicable call recording laws in their jurisdiction.

7. SMS/Text Messaging

By providing your phone number during a call with a HaloCall AI receptionist, and verbally consenting to receive text messages, you agree to receive SMS messages related to your inquiry, appointments, or the services offered by the business you are contacting. These messages may include appointment confirmations, scheduling reminders, booking updates, and service-related notifications. These messages are transactional in nature and are limited to appointment-related and service-related communications. HaloCall does not send promotional or marketing text messages.

Consent to receive SMS messages is not a condition of purchasing any goods or services. You may receive messages even if your mobile number is registered on any state or federal do-not-call list.

Message and data rates may apply depending on your mobile carrier and plan. Message frequency varies based on your interactions and appointment activity.

You may opt out of receiving SMS messages at any time by replying STOP to any message you receive. After opting out, you will receive a one-time confirmation and will no longer receive text messages from that number. Opting out will not affect your ability to receive services or complete bookings.

For assistance, reply HELP to any message or contact us at team@halocall.co. We do not sell, rent, or share your phone number, SMS opt-in data, or messaging consent with any third parties for marketing or advertising purposes. For full details on how we handle your information, see the sections above and our Terms of Service.

SMS Notifications for Business Customers

If you are a HaloCall business customer, you may opt in during account registration to receive SMS notifications related to your HaloCall account. These messages may include real-time call and booking alerts, daily and weekly activity summaries, billing notifications, integration status updates, and service announcements. These messages are transactional in nature and are limited to communications about your HaloCall service. HaloCall does not send promotional or marketing text messages.

Consent is obtained electronically during account registration and is entirely voluntary. Consent to receive SMS notifications is not a condition of purchasing any goods or services. Message frequency varies based on your account activity. Message and data rates may apply.

You may opt out at any time by replying STOP to any notification you receive or by updating your preferences in your HaloCall dashboard. For assistance, reply HELP or contact us at team@halocall.co.

8. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes described in this policy. Call recordings are typically retained for 90 days unless a longer retention period is requested by the business customer. Account information is retained for the duration of the business relationship and for a reasonable period thereafter as required by law.

9. Your Rights and Choices

For Business Customers

You have the right to:

• Access and review your account information
• Update or correct your business details
• Export your data
• Delete your account and associated data
• Opt out of marketing communications

For Callers

If you have called a business using HaloCall and wish to exercise your privacy rights regarding your personal information, please contact the business directly. As a caller, you may also contact us to request deletion of your call recording.

10. Cookies and Tracking

Our website and dashboard use cookies and similar technologies to enhance your experience, analyze usage, and improve our services. You can manage cookie preferences through your browser settings.

11. Children's Privacy

HaloCall is a business service not directed at children under 13. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 13, we will delete it promptly.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information in accordance with applicable data protection laws.

13. 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 our website and updating the "Last updated" date. Your continued use of our services after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us: