Privacy Policy

HiloVoice is a product of AwesomeAI Inc ("AwesomeAI", "we", "us"). We provide a platform that lets businesses build AI voice agents that place and answer phone calls to carry out defined workflows such as intake, verification, confirmations, surveys, follow-up, collections, and support.

This Privacy Policy applies to the HiloVoice website, the HiloVoice application and APIs, and related services (together, the "Service"). It does not apply to third-party websites or services that we link to.

We act in two capacities. When you visit our website or create an account, we decide how your information is used and are the "controller" of that information. When a customer uses HiloVoice to call or receive calls from its own contacts, the customer decides what is collected and why, and we process that information on the customer's behalf as its "processor" or "service provider".

Account and profile information. When you sign up we collect your name, work email address, password (stored hashed), and, if you use single sign-on, the identifier your identity provider shares with us. During onboarding you may tell us your role, organization name, and the use case you are interested in.

Agent configurations. The instructions, fields, rules, scripts, and completion actions you define when building an agent, and the integration credentials you connect. Credentials are held in an encrypted credential store and are never included in transcripts or logs.

Contact and call data processed for customers. Contact lists you upload or sync, the phone numbers you call or make available for inbound calls, call recordings (where you have enabled them), transcripts, structured outcomes extracted from calls, and call metadata such as time, duration, and disposition.

Usage and device information. Log data such as IP address, browser type, pages viewed, actions taken in the application, and timestamps. We use cookies and similar technologies described in the Cookies section below.

Marketing intent signals. If you arrive from a campaign link, we may record the campaign parameters (for example, the industry or use case a page was about) so that the signup and onboarding flow can pick up where you left off.

Communications. Messages you send us through the contact form, support channels, or email.

Text messages. If you agree during a call to exchange details by text, we collect your mobile phone number, your opt-in, and the content of the messages you send to the agent's number.

Email and attachments. If you choose during a call to send details or documents by email, we collect your email address, the messages you send to the agent's address, and any attachments such as photos of a document. They are kept with the call under the same retention settings as its transcript.

We use information to:

• Provide, operate, and secure the Service, including authenticating users, running agents, and delivering call outcomes to you.
• Compile your agent configurations into a running voice agent with our voice and telephony providers.
• Meter usage and bill your organization.
• Respond to support requests and communicate with you about the Service, including security and service notices.
• Understand how the Service is used so we can improve it, fix problems, and prioritize features.
• Send product and marketing communications to account holders where permitted; you can opt out at any time.
• Measure how well our advertising works, including which ads lead to new accounts.
• Detect, investigate, and prevent fraud, abuse, and violations of our Terms of Service.
• Comply with legal obligations and enforce our agreements.

We do not use the content of customer calls (recordings, transcripts, or extracted outcomes) to train general-purpose machine learning models. We may use aggregated, de-identified information about how agents perform to improve the Service.

HiloVoice agents disclose that the caller is speaking with an automated assistant. Recording and transcript retention are configurable per organization, and customers can disable audio retention entirely.

Customers are responsible for determining whether recording, transcription, and outbound calling are permitted for their contacts and jurisdictions, for obtaining any consents that apply, and for honoring do-not-call requests. HiloVoice provides configurable calling windows, opt-out tracking, and do-not-call handling to support this, but a number that can technically be called is not necessarily one that may lawfully be called.

If you have received a call from a HiloVoice-powered agent and have a question about it, the organization that placed the call is the party that decided to contact you. You can also reach us at [email protected] and we will help route your request.

We do not sell personal information. We share information only in the following circumstances:

• Service providers and subprocessors. Providers that host our infrastructure, run real-time voice and speech models, connect calls to the telephone network, send email, and process payments. They may only use the information to provide services to us.
• Integrations you connect. When you connect a CRM, calendar, or other system, we send it the data your agent configuration specifies.
• Advertising partners. If you accept cookies, Google Ads and OpenAI receive information about your visits and signup through their cookies and pixels, as described in the Cookies section. Separately, if you arrive from one of our Google or OpenAI (ChatGPT) ads and then create an account, we tell that ad platform that the ad led to a sign-up, sending the click identifier from the ad's link, the time you signed up, and, where we use it, a one-way hashed copy of your email address that the platform uses only to match the sign-up to the ad. Some privacy laws treat this as "sharing" personal information for advertising; you can opt out of the cookies and pixels by declining cookies, and of sign-up reporting by emailing [email protected].
• Within your organization. Members of your HiloVoice organization can see agents, contacts, calls, and outcomes according to the roles you assign.
• Legal and safety. Where required by law, subpoena, or legal process, or where we believe disclosure is necessary to protect the rights, property, or safety of AwesomeAI, our customers, or others.
• Business transfers. In connection with a merger, acquisition, financing, or sale of all or part of our business, subject to this policy.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the categories above exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Our voice runtime and telephony are provided by third-party infrastructure. A current list of subprocessors is available on request at [email protected], and we will update this policy as that list changes.

If you connect Google Calendar in Settings → Integrations, you sign in with Google and grant HiloVoice access to the Google account you choose. We use that access only so your voice agents can book, move, and cancel appointments on your calendar during calls. We ask Google for three things:

• Your list of calendars (calendar.calendarlist.readonly), so you can choose which calendar takes bookings and which others to keep clear.
• Free and busy times (calendar.events.freebusy) on the calendars you choose, so the agent offers callers only times that are open. This shows when you are busy, not what the events are.
• Events on the calendar that takes bookings (calendar.events). The agent creates the appointment with the caller as a guest, and Google emails them the invitation. When a caller asks to move or cancel, the agent looks up that caller's upcoming events by their email address. Right after booking, it reads the events in the booked time to check nothing clashes.

What we keep. We store the access and refresh tokens Google issues in our encrypted credential store, along with the Google account's email address and the calendars you selected. We keep the details of each appointment an agent books or changes (time, length, the caller's name and email, and the event's identifier) with the call record, under your organization's retention settings. We do not copy or store your other events.

Who sees it. Open times are spoken to the caller and handled by the voice and speech providers that run the call, only to complete that booking. Appointment details are shown to members of your HiloVoice organization. We do not share Google user data with anyone else except as needed to comply with law, and we never sell it.

What we don't do. We do not use Google user data for advertising, to build user profiles, or to train or improve general-purpose AI or machine learning models, and our staff do not read it except with your permission, for security, or as required by law.

HiloVoice'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.

Disconnecting. You can disconnect Google Calendar at any time in Settings → Integrations, or remove HiloVoice's access from your Google Account at myaccount.google.com/permissions. When you disconnect in HiloVoice, we delete the stored tokens and hand the access back to Google, which removes HiloVoice from your account's list of connected apps. To have the appointment details deleted too, email [email protected].

During a call, a HiloVoice agent may offer to let you send details such as your name, email address, or mailing address by text message instead of saying them aloud. We send a text only after you say yes to the agent on the call. Message and data rates may apply, you will receive up to five messages per call, and you can reply STOP at any time to opt out or HELP for assistance.

We use your phone number and the messages you send solely to complete the workflow you are on the call about, and we keep them under the same retention settings as the call itself. Your phone number and opt-in are shared only with the telecommunications provider that delivers the messages and, where the agent is operating for a business, with that business as part of the information you chose to provide. They are never sold, and never shared with third parties or affiliates for marketing or promotional purposes. We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes.

Full program details are in our SMS Terms & Conditions.

We use strictly necessary cookies to keep you signed in and to protect the Service, and first-party storage to remember choices you make on the site (for example, a use case you selected before signing up). These run for every visitor.

With your permission, we also use:

• Analytics cookies, to measure how our website and product are used.
• Advertising cookies and pixels from Google Ads and OpenAI, which tell those platforms when someone who clicked or saw one of our ads visits our website or creates an account, so we can measure which ads work. These providers receive information such as the pages you visit, your browser and device details, your IP address, and cookie identifiers, and they handle it under their own privacy policies.

Analytics and advertising technologies load only after you select Accept on our cookie notice, on the website and in the application. If you decline, or don't answer, they are not loaded. To change your choice, clear this site's cookies and stored data in your browser and the notice will ask again.

If you arrive through an affiliate's referral link, we set a first-party referral cookie so we can credit that affiliate if you sign up. It holds only a random identifier, lasts for the affiliate program's attribution window, and is not used for advertising. When you create an account, we record the referral with your account. Affiliates see only limited information about the businesses they refer, as described in our Affiliate Program Terms.

If you arrive from one of our Google or OpenAI (ChatGPT) ads, the ad's link includes a click identifier set by that platform. We keep it in first-party storage for up to 30 days, with the campaign the link names, so that if you create an account we can report that sign-up to the platform as described in How we share information. It identifies the ad click, not you, and nothing is sent to Google unless you create an account.

Most browsers let you block or delete cookies. Blocking strictly necessary cookies will prevent parts of the Service from working.

We keep account information for as long as your account is active and for a reasonable period afterwards to comply with legal obligations, resolve disputes, and enforce agreements.

Call recordings and transcripts are retained according to the retention settings your organization chooses. Structured outcomes and call metadata are retained for the life of your account unless you delete them or ask us to.

When you close your account we delete or de-identify your organization's data within a reasonable period, except where we are required to keep it or it has been aggregated so that it no longer identifies anyone.

Data is encrypted in transit using TLS and at rest. Every request to the Service is scoped to an organization so that one customer cannot reach another's data. Role-based access controls, audit logging of key actions, and an encrypted credential store are described further on our Security page.

No method of transmission or storage is completely secure. If you believe your account or data has been compromised, contact [email protected] immediately.

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal information, to object to or restrict certain processing, and to withdraw consent where processing is based on consent. You will not be discriminated against for exercising these rights.

To exercise a right, email [email protected] from the address associated with your account or use the contact form. We may need to verify your identity before acting on a request. If your request concerns data that one of our customers holds about you, we will refer the request to that customer and help them respond.

Account holders can update profile details and marketing preferences in the application, and can unsubscribe from marketing email using the link in any message.

AwesomeAI Inc is based in the United States and processes information there and in other countries where we or our providers operate. Where we transfer personal information from a jurisdiction that restricts such transfers, we rely on appropriate safeguards such as standard contractual clauses.

The Service is intended for businesses and is not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact [email protected] and we will delete it.

We may update this policy from time to time. If we make material changes we will notify account holders by email or through the Service before the changes take effect, and we will update the effective date above.

AwesomeAI Inc operates HiloVoice. For privacy questions or requests, email [email protected]. For anything else, see our contact page.