1. Who is responsible
Call Sync ("we") provides CallSync to companies ("customers"). For call data and recordings we act as a processor: the customer decides which phones and calls are recorded and is responsible for that decision. For the account details of customers' admins and for our website we act as controller.
2. What we collect
- Call details: phone number, contact name saved on the phone, direction, time, duration, the agent who handled the call and the phone it was made on.
- Recordings of calls, when the company switches recording on, and recordings an agent shares to CallSync.
- Notes and labels your team adds to calls.
- AI transcripts and summaries, only when the company uses AI summaries.
- Phone status: model, Android and app version, battery, network type, free storage and whether setup is complete – so admins can see that the phone works. We do not collect location, SMS, photos, contacts lists, other apps' data or hardware identifiers such as the IMEI.
- Accounts: names, work e-mails, hashed passwords, sign-in times, IP address and browser for the activity log.
- Billing: handled by Stripe – we never see full card numbers.
- Website: pages visited and how visitors found us, counted without cookies; Google Analytics only if you accept analytics cookies; details you send in a demo request form.
3. Why we use it
- To show calls, recordings and reports in your dashboard and send them to your CRM.
- To create AI summaries when switched on.
- To send service e-mails: setup links, password resets, invoices, trial and payment notices.
- To keep the service secure, prevent abuse and fix problems.
- To answer demo requests and support questions.
We do not sell personal data and do not use your call content for advertising.
4. AI processing
When the company uses AI summaries, the recording is sent to our AI provider (OpenAI, or a provider with equivalent terms) to produce a transcript and summary. Under the provider's API terms the data is not used to train its models. Calls shorter than the company's minimum length are skipped, and admins can switch AI off at any time in Settings.
5. Who else receives data
- The CRM your company connects (for example Zoho, Bitrix24, Odoo, HubSpot, Salesforce, Pixxi).
- Our hosting provider, Stripe (payments), our e-mail provider and our AI provider – only as needed to run CallSync.
- Authorities, only when the law requires it.
6. Security
Data travels over HTTPS. CRM credentials are encrypted, passwords are hashed, each company can only see its own data, and admins can see every sign-in and change in the activity log. Recordings are only reachable after signing in, or through a signed, expiring link when they are too large to attach to the CRM.
7. How long we keep it
- Recordings: for the retention period the company sets (by default 90 days on Essential, 1 year on Business), then deleted.
- Call details, notes and labels: while the account is active.
- After an account closes: deleted within 30 days, except invoices and records we must keep by law.
8. Your rights and choices
- People whose calls were recorded should contact the company they spoke with; we help that company answer.
- Customers and admins can access, correct, export or delete their data – see Delete your data.
- Employees can ask their admin to exclude personal numbers so those calls are never uploaded.
- You can refuse analytics cookies on our website.
9. Recording laws
Rules on call recording differ by country. Customers must inform callers and employees and get any consent required before recording. See our Terms.
10. Children
CallSync is a business service and is not intended for anyone under 18.
11. Changes
We will post updates here and tell admins about important changes by e-mail or in the dashboard.
12. Contact
Privacy questions: [email protected] · Call Sync, Dubai, United Arab Emirates