Privacy Policy — CallSync

Last updated: October 2026

1. Introduction

Welcome to CallSync ("we", "our", "us"). We are committed to protecting your privacy and ensuring your personal information is handled responsibly. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and web dashboard.

2. Information we collect

2.1 Information you provide

Account information: Name, email address and password when you register.
Organization details: Business name and employee details when setting up teams.
Payment information: Billing details processed securely through our payment partners.

2.2 Information collected automatically

Call metadata: Phone numbers, call timestamps, duration and call type (incoming, outgoing, missed).
Call recordings: Audio files of phone calls, only when recording is enabled and permitted by law.
Device information: Device model, OS version, app version and unique device identifiers.
Usage data: Features used, pages visited and interaction patterns.

3. How we use your information

To provide, maintain and improve our services.
To sync call data and recordings between devices and the cloud.
To generate reports and analytics for your organization.
To send important notifications about your account or service updates.
To process payments and manage subscriptions.
To provide customer support.

4. AI processing with Google Cloud Vertex AI

CallSync uses Google Cloud Vertex AI, including Google’s Gemini models, to provide AI transcription, summaries, and analysis of call recordings.

When processing happens and what is shared

When you or an authorized workspace administrator enable or request AI analysis, the recording being analyzed and the inputs needed for that analysis are sent to Google Cloud Vertex AI. These inputs may include audio, transcript text, analysis instructions, and relevant context supplied for the feature. Recordings and transcripts may contain names, phone numbers, voices, and other personal information mentioned during a call.

Google processes these inputs to generate the requested AI output. The resulting transcripts, summaries, and analysis are stored in your CallSync workspace and are subject to our access, retention, and deletion practices.

Your choices and responsibilities

AI analysis is an optional feature. You can avoid further AI analysis by leaving it disabled or stopping its use in your workspace. Disabling AI analysis does not itself delete recordings or results already stored. You must have the authority and any consent required to submit call content for recording and AI processing.

Google’s data handling

Google Cloud processes customer data under the applicable Google Cloud agreement and data-processing terms. Google states that it does not use customer data to train or fine-tune its managed AI models without the customer’s prior permission or instruction.

Provider retention can depend on the model, feature, and service configuration, including applicable security and abuse-monitoring practices. We do not promise that all AI inputs are immediately deleted by Google or that every request has zero retention.

For details about Google’s processing obligations, service data practices, and AI data handling, refer to:

These references explain Google’s role as a service provider; this Privacy Policy continues to explain how CallSync handles your information. To request removal of stored AI results or other account data, follow our account and data deletion instructions.

5. Data storage and security

Your data is stored on secure cloud servers with industry-standard encryption:

Encryption in transit: All data transmitted uses TLS/SSL encryption.
Encryption at rest: Stored data is encrypted using AES-256.
Access controls: Only authorized personnel can access your data.
Regular backups: Data is backed up regularly to prevent loss.

6. Data sharing

We do not sell your personal information. We may share data with:

Service providers: Cloud hosting, payment processors, analytics tools, and AI processing providers such as Google Cloud Vertex AI, as described above.
Legal requirements: When required by law or to protect our rights.
Business transfers: In case of a merger, acquisition or sale of assets.

7. Your rights

You have the right to:

Access and download your personal data.
Correct inaccurate information.
Delete your account and associated data.
Opt out of marketing communications.
Export your data in a portable format.

8. Call recording compliance

Important

Call recording laws vary by jurisdiction. Some regions require one-party consent, while others require all-party consent. It is your responsibility to ensure compliance with applicable laws in your region. CallSync provides the technology; you are responsible for legal compliance.

9. Data retention

We retain your data for as long as your account is active or as needed to provide services. You can delete your data at any time through the dashboard. Upon account deletion, we remove your data within 30 days, except where retention is required by law.

10. Children's privacy

Our services are not intended for children under 18. We do not knowingly collect personal information from minors.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or in-app notification. Continued use of our services after changes constitutes acceptance of the updated policy.

12. Contact us

If you have questions about this Privacy Policy, please contact us:

Email: privacy@callsyncapp.com

For more information, visit Contact us.