This Privacy Policy describes how Pivot Assist LLC ("Pivot Assist," "we," "us") collects, uses, and shares information about you when you use our website, dashboard, and the AI voice receptionist service (collectively, the "Service"). By using the Service you agree to the practices described here.
1. Information we collect
Information you give us
When you create an account or configure your AI receptionist, we collect your name, business name, email, phone number, payment details (processed by our payment provider), and the business profile information you enter — hours, services, FAQs, transfer numbers, and similar configuration data.
Information from your callers
To answer calls on your behalf, we process information shared during a call, including the caller's phone number, the audio of the call, transcripts produced from that audio, and any details the caller provides (such as a name, email, or appointment preferences).
Information from connected services
If you connect Google Calendar, Calendly, a CRM, or another integration, we receive the data needed to operate that integration — for example, calendar availability, event details, or contact records.
Automatically collected information
When you use the dashboard we collect device, browser, and usage information (IP address, pages visited, timestamps) and cookies as described in our Cookie Policy.
2. How we use information
- To operate the Service — answering calls, booking appointments, and routing transfers
- To maintain and improve the Service, train and tune our voice models, and prevent abuse
- To bill you and send service-related communications
- To comply with legal obligations and respond to lawful requests
3. How we share information
We share information with subprocessors who help us run the Service (voice infrastructure, large-language-model providers, cloud hosting, email and SMS delivery, payment processors, and analytics providers). We share your information with the integrations you connect. We do not sell your personal information.
4. Recordings, transcripts, and consent
The Service records and transcribes inbound calls so you can review them in your dashboard. Many states and countries require notice or consent before recording. You are responsible for providing the disclosure your jurisdiction requires. We provide a default greeting that identifies the caller is interacting with an automated assistant; you can customize this in the dashboard.
5. Data retention
We retain account information for as long as you have an account and for a reasonable period after to comply with legal obligations and resolve disputes. Call recordings and transcripts are retained according to the retention setting on your plan, after which they are deleted from our active systems.
6. Your rights
Depending on where you live, you may have rights to access, correct, delete, port, or restrict the processing of your personal information. To exercise these rights, contact us using the information below. We may need to verify your identity before responding.
7. Security
We use administrative, technical, and physical safeguards designed to protect your information, including encryption in transit and at rest. No system is perfectly secure, and we cannot guarantee absolute security.
8. Children
The Service is not directed to children under 16, and we do not knowingly collect their personal information. If you believe a child has provided us information, please contact us.
9. Changes to this policy
We may update this Privacy Policy from time to time. If we make material changes we will notify you by email or through the dashboard.
10. Contact
Questions about this Privacy Policy can be sent to Pivot Assist LLC through the contact form.