Privacy Policy

Account Information

When you create an account, we may collect:

• Full name
• Email address
• Phone number
• Company name (if applicable)
• Account credentials
• Billing information

Communication Data

When using our Services, we may collect and process:

• Call recordings
• Call transcripts
• AI-generated call summaries
• Call metadata
• Appointment details
• CRM records
• Lead information
• Notes and tags created by users

Technical Information

We may automatically collect:

• IP address
• Browser type
• Device information
• Operating system
• Usage statistics
• Log data
• Error reports
• Session information

Website Information

When visiting our website, we may collect:

• Pages viewed
• Referring websites
• Time spent on pages
• Interaction data
• Cookie-related information

We use collected information to:

• Provide and operate the Services
• Process and manage calls
• Generate call transcripts and summaries
• Schedule appointments
• Manage CRM records
• Improve AI performance
• Personalize AI interactions
• Monitor service quality
• Detect fraud and abuse
• Maintain security
• Provide customer support
• Comply with legal obligations
• Develop new features and functionality

The Services may record, transcribe, summarize, analyze, and process communications.

Customers are responsible for obtaining any legally required consent from participants before recording or processing communications.

Recordings, transcripts, summaries, and related interaction records may be retained by GainWise AI for operational, auditing, compliance, security, recordkeeping, personalization, and service improvement purposes.

GainWise AI may retain data for as long as reasonably necessary to:

• Provide the Services
• Maintain account records
• Support auditing requirements
• Improve system performance
• Personalize AI behavior
• Maintain security and compliance records
• Resolve disputes
• Enforce agreements

Certain data, including call recordings, transcripts, summaries, and CRM records, may be retained indefinitely unless required otherwise by law.

We do not sell customer data.

We may share information with trusted service providers who assist in operating the Services.

Examples may include:

• Cloud hosting providers
• Database providers
• Telephony providers
• AI service providers
• Analytics providers
• Payment processors
• Customer support providers

Information may be shared only as necessary to provide, maintain, secure, or improve the Services.

The Services may utilize third-party technologies and providers.

Such providers may process information on our behalf in accordance with their own policies and agreements.

Examples may include:

• AI processing providers
• Telephony infrastructure providers
• Cloud hosting providers
• Database providers
• Payment providers
• Communication providers

We are not responsible for the privacy practices of independent third-party services.

We implement reasonable technical, administrative, and organizational measures designed to protect information from:

• Unauthorized access
• Unauthorized disclosure
• Misuse
• Loss
• Alteration
• Destruction

However, no method of transmission or storage is completely secure, and absolute security cannot be guaranteed.

Customers are responsible for:

• Maintaining account security
• Protecting credentials
• Obtaining legally required consents
• Ensuring lawful use of the Services
• Compliance with applicable privacy and communication laws

Information may be processed, stored, transferred, or accessed in jurisdictions where our infrastructure providers, service providers, or business operations are located.

By using the Services, you consent to such processing and transfers where permitted by applicable law.

The Services are not intended for children.

We do not knowingly collect information from individuals who are not legally permitted to use the Services under applicable laws.

Depending on applicable laws, users may have rights regarding their personal information, including:

• Access requests
• Correction requests
• Objection requests
• Restriction requests
• Data portability requests

Certain requests may be limited where retention is required for security, compliance, auditing, contractual, or operational purposes.

Due to auditing, compliance, security, recordkeeping, operational, and system integrity requirements, GainWise AI may retain certain information even after account closure or deletion requests.

Call recordings, transcripts, summaries, logs, and related records may continue to be retained where necessary for legitimate business purposes.

If GainWise AI undergoes a merger, acquisition, restructuring, financing transaction, asset sale, or similar business event, information may be transferred as part of that transaction.

We may update this Privacy Policy from time to time.

Updated versions become effective when posted on our website or Services.

Continued use of the Services after updates constitutes acceptance of the revised Privacy Policy.