Privacy Policy

Talkybara ("Talkybara," "we," "us," or "our") provides AI-powered phone answering, appointment scheduling, call management, and related services for businesses.

This Privacy Policy explains how we collect, use, disclose, and retain information when you use Talkybara, visit our website, connect a third-party service, or communicate with a business using Talkybara.

1. Information We Collect

We handle two kinds of personal information, and our role is different for each:

• Information about our customers, the businesses that sign up for Talkybara and the people who manage their accounts. We decide how this is used, as described in this policy.
• Information about callers, the people who call a business that uses Talkybara. We process this on behalf of that business, to provide the service it has set up. The business decides what its assistant asks callers and what it keeps (see section 8).

Talkybara customers

When you create or manage a Talkybara account, we may collect:

• Your name, business name, email address, and phone number
• Account and login information
• Billing and subscription information
• Business hours, services, greetings, agent instructions, and other settings
• Knowledge base content
• Calendar and integration information when you connect a supported service
• Communications with our support team

Payments are processed by our payment provider. Talkybara does not store your full payment card number.

Callers

When someone calls a business using Talkybara, we may process:

• The caller's phone number
• Call date, time, and duration
• Call transcripts
• Information the caller provides during the conversation, such as their name, email address, address, reason for calling, or appointment preferences
• An audio recording when call recording is enabled for that business

Talkybara is designed to use information provided during the interaction rather than infer personal information that the caller did not provide.

Text messages

When Talkybara sends or receives text messages as part of an enabled feature, we may process phone numbers, message content, delivery information, and related messaging records.

If you add and verify a personal phone number on your Talkybara account, we also use that number for account recovery. When you use the "Forgot your email?" option and enter a verified number, we text the login email address associated with the matching account. We send that text only when the number you enter matches a phone number already verified on an account, and we show the same confirmation either way, so the page never reveals whether a given number is on file.

Call-summary texts and account-recovery texts are sent from the same messaging system, and the first message we send to a phone number tells you that you can reply STOP to opt out. Replying STOP applies to that number for both kinds of message, not only the one you received.

Technical information

When you use our website or service, we may automatically collect technical information such as:

• IP address
• Browser and device type
• Operating system
• Pages or features accessed
• Dates and times of access
• Application and server logs
• Cookies or similar technologies

We use this information to operate, secure, troubleshoot, and improve Talkybara.

2. Call Recording Notice

At the beginning of every Talkybara-handled call, callers are notified that "This call may be recorded for quality purposes."

This notice is provided whether or not the business has enabled storage of audio recordings.

If recording is enabled, an audio recording may be stored. Call logs and transcripts may still be created even when audio recording is disabled.

Talkybara's standard call notice does not automatically state that the caller is interacting with an AI assistant. Businesses using Talkybara are responsible for determining whether applicable laws require additional disclosures, including disclosure of the use of artificial intelligence, and for configuring their greeting or agent instructions accordingly.

3. How We Use Information

We use information as reasonably necessary to:

• Create and manage accounts
• Authenticate users
• Answer and process calls
• Generate transcripts and summaries
• Provide appointment and scheduling features
• Route calls
• Send enabled notifications
• Process subscriptions and payments
• Provide customer support
• Maintain, secure, and troubleshoot the service
• Prevent fraud and abuse
• Comply with legal obligations
• Enforce our Terms of Service

We do not sell personal information. We do share limited information about business owners who sign up with an advertising partner, to measure our ads; see section 10.

We do not use customer call recordings, transcripts, Google Calendar data, or authentication data to train general-purpose AI or machine-learning models.

4. Sign-In Providers

You can create or sign in to your Talkybara account with Google or Microsoft instead of a password.

When you use one of these options, the provider may give us limited information you authorize, such as your name, email address, and a provider-specific account identifier.

We use this information to authenticate you, create or connect your Talkybara account, and help secure the service.

Talkybara does not receive your password for these third-party accounts.

5. Google Services and Google Calendar

Using Google Sign-In and connecting Google Calendar are separate and optional features.

Google Sign-In

If you choose Google Sign-In, Talkybara may receive basic account information such as your name, email address, and Google account identifier. We use this information only to authenticate and manage your Talkybara account.

Google Calendar

Talkybara's Google Calendar integration works in both directions, using only your primary Google calendar: appointments booked through Talkybara are added to it, and the times you are busy in it are used to avoid offering those times.

When you choose to connect Google Calendar, Talkybara accesses Google Calendar only after you authorize the connection through Google.

Talkybara accesses and uses only the Google Calendar data and permissions reasonably necessary to provide the calendar features described here.

To avoid double-booking you, Talkybara keeps a copy of the times you are busy in your primary calendar, from yesterday until about as far ahead as customers can book, and updates it when the calendar changes. For each event we read only its start and end time, whether it is marked busy or free, its status and type (for example, out of office), whether you declined it, whether it is one occurrence of a repeating event, and when it last changed, plus your calendar's time zone and, for events Talkybara created, a private marker that links the event to its appointment. We do not request or store event titles, descriptions, locations, or other guests. At the moment an appointment is booked, Talkybara also asks Google whether that time is still free.

If you move or delete, in Google Calendar, an event that Talkybara created for an appointment, Talkybara updates the appointment to match: deleting the event cancels the appointment, and moving it moves the appointment or, if the new time isn't available, flags it for you to review. Talkybara does not message your customer about these changes.

We store only what the integration needs: the connected Google account's email address and Google account identifier; your Google authorization tokens, encrypted; the busy time ranges described above; the Google event ID on each appointment Talkybara added to your calendar; and technical records that keep the connection working, such as the last time it synced and the identifiers Google uses to notify us of changes. Google's change notifications tell us only that something changed, not what.

Google Calendar data is used only to provide and support the calendar functionality you choose to enable.

We do not:

• Sell Google Calendar data
• Use Google Calendar data for advertising
• Use Google Calendar data to create advertising profiles
• Use Google Calendar data to train general-purpose AI or machine-learning models
• Request Google Calendar access for features that Talkybara does not currently provide

Google Calendar information may be processed by service providers only as reasonably necessary to host, secure, maintain, or provide the Talkybara service.

You can disconnect Google Calendar in Talkybara's settings at any time. We then stop Google's change notifications, revoke our access, and delete your tokens, the busy times we copied, and the sync records. Events Talkybara added to your calendar stay there; you can delete them in Google Calendar. Talkybara keeps the Google event ID on each appointment, so that if you reconnect the same Google account it can find those events again.

If you remove Talkybara's access in your Google account, or it expires, we stop using the connection, delete the busy times and sync records, and email the account owner once to say so. We keep the connection's record, which can no longer be used, so your settings can show what happened, until you reconnect or disconnect. Talkybara keeps booking from its own calendar in the meantime.

When you connect or reconnect Google Calendar, Talkybara adds any upcoming appointments that aren't in your calendar yet, and restores events it created for upcoming appointments if they were deleted while Google Calendar wasn't connected. If you connect a different Google account, we revoke access to the previous one where we still can; events already in its calendar stay there.

Talkybara'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.

6. Other Integrations

Talkybara may offer integrations with other third-party services.

When you choose to connect an integration, we access and process only the information reasonably necessary to provide the feature you enabled.

Third-party services are also subject to their own privacy policies and terms.

7. How We Disclose Information

We may disclose information to service providers that help operate Talkybara, including providers of:

• Cloud hosting, database, and file storage (including call recordings)
• Our telephony provider, which carries calls and text messages
• Speech recognition, text-to-speech, and AI providers, which process calls as they happen
• Authentication and sign-in
• Calendar integrations you connect
• Our payment processor
• Our email provider
• Error monitoring, which receives technical reports when something goes wrong in the service
• An advertising partner, which receives limited information about business owners who sign up, and never information about callers (see section 10)

These providers may process information only as reasonably necessary to provide their services to us.

Information provided by a caller is made available to the business the caller contacted. We do not make one customer's caller information available to unrelated Talkybara customers.

We may also disclose information when required by law, to protect Talkybara or others from fraud or security threats, or as part of a merger, acquisition, financing, reorganization, or sale of the business.

8. Businesses Using Talkybara

Businesses using Talkybara determine how they configure their AI agent and what information they ask callers to provide.

When Talkybara processes caller information, it does so on behalf of the business the caller contacted. That business decides how the information is used and how long it is kept, within the limits in section 9, and can delete a caller's details at any time.

If you called a business that uses Talkybara and want your information accessed or deleted, please contact that business first. You can also email us, and we will pass your request to the business or work with it to handle the request.

9. Data Retention and Deletion

This is how long we keep each kind of information. It is the same schedule our automatic deletion jobs follow.

Your account and the data in it: calls, transcripts, contacts, appointments, knowledge base, settings, and your login

Until you delete your account. Then it is deleted, apart from the records listed below.

Call recordings (only when a business has recording turned on)

60 days after the call, or sooner if the account is deleted or the business deletes that caller.

A caller's details, when the business deletes that contact

Deleted when the business deletes the contact, together with their call history, transcripts, recordings, and our telephony provider's logs and recordings of those calls. Calls that were never saved to the call history are found and deleted only for the business's current Talkybara number. Each of their calls stays only as a billing record with the caller's details removed: the time, length, and outcome of the call.

Billing and audit records: subscription and invoice history, actions our staff took on the account, and the record that the account was deleted

7 years after the account is deleted.

Information we keep to prevent misuse of free trials

24 months after it was recorded or after the account is deleted, whichever is later.

Requests to text you your login email (the phone number and IP address used)

30 days.

The email address a plan invitation was sent to

90 days after the invitation expires or is withdrawn, or when the account it was used for is deleted.

The record that a plan invitation was sent and used, without the email address

2 years after it expires or is withdrawn, or after the account it was used for is deleted, whichever is latest.

Our records of sign-up events sent to our advertising partner (section 10). Once an event is sent, our copy no longer holds the information that was shared

180 days after they are sent. An event that is never sent is deleted after 7 days.

Your Google Calendar connection, if you connect one: the connected Google account's email address and identifier, your encrypted authorization tokens, and the busy times we copied from your calendar

Busy times are deleted 1 day after they end, and as soon as Google access stops working. Everything is deleted when you disconnect Google Calendar or delete your account.

Your customer and invoice records at our payment processor

Kept for billing, tax, and accounting purposes. They are not deleted automatically.

Deleting your account

The account owner can delete the account from Account Settings. Deletion starts after a waiting period of 24 hours, or at the end of the current billing period if you choose to keep using Talkybara until then. You can cancel the request at any time before deletion starts.

When deletion starts, we:

• Delete the data in the account: calls, transcripts, call recordings, contacts, appointments, knowledge base, and settings
• Delete every login for the account
• Revoke our access to a connected Google Calendar
• Release the account's Talkybara phone number, which may later be given to another business
• Cancel the subscription, at the time you chose when you asked to delete the account

If any step fails, we retry it automatically until it completes.

What we keep after deletion. We keep billing and audit records for 7 years after the account is deleted, and information used to prevent misuse of free trials for 24 months, as shown in the schedule above. Our payment processor also keeps your customer and invoice records for billing, tax, and accounting purposes. We keep only what each purpose needs, and we do not use these records to provide the service to a deleted account.

Deleting a caller's information

A business that uses Talkybara can delete a caller from its contacts. This deletes the caller's contact details (name, email, address, tags, notes, and custom fields), the transcripts and recordings of their calls, and their phone number and notes from their calls and appointments. It also deletes our telephony provider's logs and recordings of the calls saved in the business's call history, whichever of the business's Talkybara numbers they came in on, and of the text summaries of those calls sent to the business. Calls that were never saved to the call history, such as calls that could not be answered, are found and deleted only for the business's current Talkybara number. Each call is kept only as a billing record with the caller's details removed: the time, length, and outcome of the call. An upcoming appointment is either cancelled or kept without the caller's details, as the business chooses.

Records kept by other companies

When a business deletes a caller, we also ask our telephony provider to delete its logs and recordings of that caller's calls and of the related text messages, as described above. Our telephony provider still keeps some records it does not let us delete, such as its billing records, and phone carriers keep their own records of calls and text messages, such as phone numbers, times, and delivery status. Our email provider keeps records of the emails it delivered. They keep these records under their own retention policies. Information already sent to our advertising partner is likewise kept under its own policies (see section 10).

10. Advertising and Your Privacy Choices

To measure how well our own ads work, when a business owner signs up for Talkybara, starts a free trial, or subscribes, we may send our advertising partner:

• A scrambled (hashed) copy of the owner's email address, the account ID and, once it has been added, the business's contact phone number
• An ad-click identifier, if the owner arrived by clicking one of our ads
• The owner's IP address and browser type when they signed up
• Which of those three steps happened and when, and for a trial or subscription, the plan's price or the amount paid

We never send information about callers, or anything from calls, transcripts, recordings, contacts, or appointments. Our website does not load advertising pixels or other advertising scripts.

Under California law, this may count as "sharing" personal information for cross-context behavioral advertising. You can opt out on our Your Privacy Choices page, which is also linked at the bottom of our website, on the sign-up page, and in Account Settings. We also treat a Global Privacy Control signal from your browser as an opt-out. When you opt out, we stop sending these events, delete any that were waiting to be sent, and stop setting the ad-click cookies described in section 13. Information sent before you opted out cannot be recalled.

11. Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information.

Authentication tokens and similar credentials used for integrations are treated as sensitive information and are used only for authorized purposes.

No system can guarantee absolute security.

12. Your Privacy Rights

Depending on where you live, you may have rights to access, correct, or request deletion of personal information we maintain about you.

California residents

Subject to applicable law and exceptions, California residents may have rights to:

• Know what personal information we collect, use, and disclose
• Access certain personal information
• Correct inaccurate personal information
• Request deletion of personal information
• Opt out of the sale or sharing of personal information
• Limit certain uses of sensitive personal information where applicable
• Exercise privacy rights without unlawful discrimination

Talkybara does not sell personal information. We may "share" limited information about business owners who sign up, as described in section 10. To opt out, use our Your Privacy Choices page or turn on Global Privacy Control in your browser.

Certain information may be retained when an exception to a deletion request applies, including where retention is reasonably necessary for security, fraud prevention, legal obligations, or other purposes permitted by law.

Privacy requests may be sent to support@talkybara.com. We may take reasonable steps to verify the request.

13. Cookies and Similar Technologies

We use cookies and similar technologies to:

• Keep you signed in
• Complete sign-ins and calendar connections securely
• Remember display preferences, such as whether the dashboard sidebar is open
• Remember which ad or link brought you to our website, so a later sign-up can be counted for that ad (section 10). These ad-click cookies last 90 days, are set by us rather than by an advertising company, and are not set if you have opted out.
• Remember that you opted out of sharing, for one year

We do not use analytics cookies or third-party advertising cookies.

14. Children's Privacy

Talkybara is a business service and is not directed to children under 13.

We do not knowingly collect personal information directly from children under 13 through Talkybara accounts.

15. Changes to This Policy

We may update this Privacy Policy as our service, practices, or legal obligations change.

The current version will be posted on our website with its effective date. We may provide additional notice when appropriate for material changes.

16. Contact Us

Questions or privacy requests can be sent to:

Talkybara
support@talkybara.com