Privacy Policy
Effective Date: October 8, 2025
This Privacy Policy describes how we collect, use, and protect your personal information when you use our services, including our AI-powered customer support and sales chatbots.
1. About Us
We are a global company headquartered in the United States, developing intelligent AI solutions for enterprise needs. Our offerings include:
- Unified indexing of corporate knowledge bases
- Natural Language Search and Question Answering
- Document triaging and categorization
- Automatic customer support responses
- AI-powered sales and support chatbots
- Voice-enabled AI phone agents with call recording and transcription
- Third-party CRM integrations (including HubSpot OAuth integration)
- Developer API access (RagBot API) for custom integrations
2. Your Privacy Rights
Depending on your location, you may have the following rights:
- • Right to Know: Request disclosure of personal information we collect
- • Right to Access: Request a copy of your personal information
- • Right to Delete: Request deletion of your personal information
- • Right to Correct: Request correction of inaccurate information
- • Right to Opt-Out: Opt out of sale/sharing of personal information
- • Right to Data Portability: Receive your data in a machine-readable format
- • Right to Object: Object to processing of your personal information
- • Right to Withdraw Consent: Withdraw consent at any time
To exercise these rights, please visit our Privacy Choices Portal.
3. Information We Collect
Information You Provide
- Contact information (name, email, phone number)
- Professional information (company, job title, department)
- Account credentials and authentication information
- Chat messages and conversation data
- Voice recordings and call transcripts (when using AI Phone Agent)
- Third-party integration authorization data (OAuth tokens for HubSpot, etc.)
- Support tickets and communications
- Payment information (processed by third-party processors)
- Marketing preferences and communication data
Information We Collect Automatically
- Device information (IP address, browser type, operating system)
- Usage data (pages visited, time spent, features used)
- Call metadata (phone numbers, call duration, timestamps, caller ID)
- API usage logs and request data (for RagBot API users)
- Cookie identifiers and tracking technologies
- Location information (IP-based general location)
- Performance and analytics data
4. How We Use Your Information
5. Data Sharing and Disclosure
We do not sell your personal information.
We may share your information only in the following circumstances:
- Service Providers: With trusted third parties who help us operate our platform, including voice processing and telecommunications providers
- Integrated Platforms: With third-party services you connect via OAuth (such as HubSpot CRM), limited to the permissions you authorize
- API Partners: If you use our RagBot API, data may be processed according to your API implementation
- Legal Requirements: When required by law or to protect our rights
- Business Transfers: In connection with mergers, acquisitions, or asset sales
- Your Organization: If you're using our services through your employer
- With Your Consent: When you explicitly consent to sharing
5A. Voice and Call Data Privacy
When you use our AI Phone Agent services, we collect and process voice data as described below:
⚠️ Voice Data Collection and Recording
Call Recording: All phone calls made through our AI Phone Agent service are automatically recorded. Recordings are stored for quality assurance, training, compliance, and service improvement purposes.
Voice Biometric Data: Voice recordings may constitute biometric data under certain privacy laws (including Illinois BIPA, GDPR, CCPA). We process voice characteristics for transcription and AI response purposes, but do not use voice data for biometric identification or authentication of individuals.
Call Transcription: Voice calls are transcribed using automated speech recognition technology. Transcripts are stored alongside call recordings and may be used to improve AI accuracy and service quality.
Call Metadata: We collect call metadata including phone numbers, call duration, timestamps, call direction (inbound/outbound), and caller ID information for operational and billing purposes.
Voice Data Retention and Deletion
- Retention Period: Call recordings and transcripts are retained according to your account retention settings, typically 90 days to 7 years, or as required by applicable law.
- Deletion Requests: You may request deletion of call recordings by contacting us at support@yardee.ai. Some recordings may need to be retained for legal or compliance purposes.
- Account Termination: Upon account termination, voice data is deleted within 90 days unless retention is required by law or for dispute resolution.
Third-Party Voice Processing
We use third-party service providers for telecommunications infrastructure and voice transcription services. These providers process voice data on our behalf and are bound by contractual obligations to protect your data.
Your Consent Obligations: You are responsible for obtaining necessary consent from call participants for recording, as required by applicable laws in your jurisdiction (including two-party consent states).
5B. Third-Party Integration Privacy
When you connect third-party services like HubSpot CRM to our platform, data sharing occurs as follows:
HubSpot and CRM Integrations
OAuth Authorization: You authorize us to access your HubSpot account with specific permissions. We store encrypted OAuth tokens to maintain the connection.
Data Synced to HubSpot: Based on your configuration, we may sync contact information, conversation data, tickets, and other business data to your HubSpot CRM. This data becomes subject to HubSpot's privacy policy.
Data Retrieved from HubSpot: We may retrieve contacts, deals, companies, and other CRM data from HubSpot to power AI intelligence features. This data is processed in real-time and cached temporarily for performance.
Revocation: You can revoke our access to HubSpot at any time through your HubSpot account settings. Revocation stops data syncing but does not delete data already synced to HubSpot.
Third-Party Privacy Policies: Data shared with integrated platforms is subject to their respective privacy policies. We recommend reviewing the privacy policies of any third-party services you connect.
5C. API Usage and Developer Data
For users of our RagBot API and developer services:
API Data Processing
- API Request Data: We log API requests including endpoint accessed, request parameters, response codes, and execution time for operational and security purposes.
- API Keys: API authentication keys are stored encrypted and are not shared with third parties.
- Usage Analytics: We collect API usage metrics (request volume, latency, error rates) to monitor performance and enforce usage limits.
- Developer Account Data: Developer contact information and account details are used for API access management, billing, and technical support.
- Data You Process: Data you send through the API is processed according to this Privacy Policy. You are responsible as a data controller for any end-user data processed through your API integration.
6. Data Security
We implement comprehensive security measures to protect your personal information:
Technical Safeguards
- • Encryption in transit and at rest
- • Regular security assessments
- • Access controls and authentication
Organizational Measures
- • Employee training on data protection
- • Data processing agreements
- • Regular security audits
7. International Data Transfers
We maintain primary data centers in the United States. If you're located outside the U.S., we use appropriate safeguards including standard contractual clauses approved by the European Commission.
8. Data Retention
We retain personal information only as long as necessary for the purposes it was collected or as required by law. Retention periods vary based on the type of data and applicable legal requirements:
- Account Data: Retained while your account is active and for up to 90 days after closure
- Chat and Conversation Data: Retained according to your account settings, typically 30 days to 7 years
- Voice Recordings and Transcripts: Retained for 90 days to 7 years based on account settings and compliance requirements
- API Logs: Retained for 90 days for operational purposes
- Integration Data: OAuth tokens retained until revoked; synced data follows third-party retention policies
- Billing Records: Retained for 7 years as required by tax and accounting laws
9. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience. You can manage your preferences through our cookie consent banner or your browser settings. For more details, see our Cookie Policy.
10. Children's Privacy
Our services are not intended for children under 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
11. Updates to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes and the updated policy will be effective upon posting.
12. Additional Privacy Resources
Privacy Tools & Information
Manage Your Data
Exercise your privacy rights including data access, correction, and deletion.
Your Privacy Choices →13. Contact Us
If you have questions about this Privacy Policy or want to exercise your privacy rights, please contact us at support@yardee.ai