Privacy Policy
Effective Date: September 26, 2025
Company: CallerWave, Inc. ("CallerWave," "we," "us," "our")
Website: https://www.callerwave.ai
🛡️ Privacy at a Glance
Your privacy matters to CallerWave, Inc. This policy explains what we collect, how we use it, and the choices you have when using our website and AI voice calling services (the "Services"). We are committed to transparency and protecting your personal information.
1. Who we are
🏢 About CallerWave
CallerWave provides AI voice calling tools that may record calls and generate transcripts for our business customers ("Customers").
Customer Access: Customers access these records securely via their accounts with full control over their data.
2. Information we collect
| 📋 Data Category | 🔍 What We Collect | ⏰ Retention Period |
|---|---|---|
| Account & Contact | Name, email, company, role, authentication data | Account lifetime |
| 💳 Billing | Processed by Stripe. We do not store full card numbers. Stripe Privacy Policy ↗ | Per Stripe policy |
| 🎙️ Call Data | Phone numbers, call metadata, voice recordings, transcripts | Recordings: 30 days Transcripts: 180 days |
| 📊 Analytics/Usage | IP address, device/browser, pages viewed, events via Google Analytics & PostHog | Per analytics provider |
| 🍪 Cookies & Tech | Authentication, preferences, performance, analytics Cookie Policy ↗ | Session or 1-2 years |
3. How we use information
🛠️ Service Operations
- Provide, operate, and secure the Services
- Store recordings/transcripts during retention periods
- Process payments via Stripe
- Maintain system security and performance
📈 Analytics & Communication
- Measure and improve product performance
- Analytics via Google Analytics & PostHog
- Customer communication (support, updates, billing)
- Comply with legal obligations and enforce terms
4. Customer control & called parties
📞 Important: Data Control Structure
Customers have full control over their call data in CallerWave. Our customers can access, export, and delete their recordings and transcripts directly from their dashboard after logging in.
For Called Parties (Individuals Contacted):
If you were contacted by one of our customers and want to access or delete your call data, please contact the business or organization that called you directly. CallerWave provides tools to help our customers handle these requests, but we do not mediate between customers and called parties.
5. Do Not Call (DNC) & telemarketing compliance
⚠️ Important Legal Notice
CallerWave provides technology tools for consent-based customer service communications. CallerWave is NOT intended for cold calling, telemarketing, lead generation, or any unsolicited communications.
Customer Compliance Responsibility:
Full compliance with all applicable laws including national, state, and local Do Not Call (DNC) registries, TCPA, GDPR, and all telemarketing regulations is entirely and exclusively the Customer's responsibility. Customers must ensure all contacts have provided explicit consent to receive communications.
Note: CallerWave does not automatically scrub phone numbers against DNC lists, verify consent, or validate contact authorization. CallerWave is not responsible for any compliance violations, unauthorized use, or legal consequences resulting from customer misuse of the platform.
6. Legal bases for processing (GDPR)
For users in the European Union, we process your personal data based on the following legal grounds:
- 📋 Contractual Necessity:
To deliver our Services to customers and fulfill our contractual obligations. - ⚖️ Legitimate Interests:
For security measures, fraud prevention, product improvement, and analytics that benefit both us and our users. - 📜 Legal Compliance:
To comply with applicable laws, regulations, and legal processes. - ✅ Consent:
Where specifically required by law (such as for non-essential cookies or direct marketing communications).
7. Sharing of information
- Service providers/subprocessors: hosting, telephony, AI/voice processing, analytics, support — bound by contract to use data only to provide services and to apply safeguards.
- Stripe: for billing and payments.
- Analytics: Google Analytics and PostHog for product insights.
- Business transfers: in connection with mergers, acquisitions, or asset sales.
- Legal compliance: to comply with law or enforce agreements, or to protect safety, rights, or property.
We do not sell personal data.
8. Retention
🗂️ Data Retention Periods
🎙️ Voice Recordings
30 Days
Automatically deleted after this period
📝 Call Transcripts
180 Days
Text versions of conversations
🎛️ Customer Control:
Customers can delete their data earlier through their dashboard at any time. Once deleted, data is removed from active systems immediately and from backups within a reasonable period.
9. Your choices & rights
- Access/Correction/Deletion: Customers can self-service within their account or contact us.
- End Users (called parties): contact the Customer who initiated the call; the Customer can delete data in CallerWave.
- Marketing: opt out of non-essential communications anytime.
- Cookies: manage via our banner/preferences and your browser; see Cookie Policy.
- GDPR/CCPA/CPRA: where applicable, you may have additional rights (portability, restriction/objection, complaint to authority).
10. Analytics details & opt-out
- Google Analytics: collects aggregated usage (e.g., IP (truncated where applicable), device, pages). See Google Privacy Policy and GA Opt-Out Add-on.
- PostHog: product analytics for event-level insights. See PostHog Privacy Policy.
11. International transfers
We may process data in the United States and other countries. Where required, we implement appropriate safeguards for cross-border transfers.
12. Security
We implement reasonable administrative, technical, and organizational measures to protect personal data. However, no method of transmission or storage is 100% secure.
13. Children's privacy
Our Services are not directed to children under 13 (or 16 where applicable). We do not knowingly collect data from such individuals.
14. Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version with a new Effective Date.
15. Contact
Have questions about our privacy practices or want to exercise your rights?
Email: contact@callerwave.ai
Response Time: We respond to privacy inquiries within 48-72 hours