1. Scope

This Privacy Policy explains how we collect, use, disclose, and protect Personal Information when businesses ("Customers") use WOWCall and when end users/callers ("Callers") interact with WOWCall-handled calls, SMS/MMS, emails, web widgets, and APIs. If you are a Caller engaging with a business that uses WOWCall, we process your data on that business's behalf.

2. Key Definitions

• Personal Information: Information about an identifiable individual or that could reasonably identify one.
• Customer Data: Content a Customer provides or generates in the Service (e.g., call audio, recordings, transcripts, message logs, contact lists, CRM data).
• Caller Data: Personal Information from Callers (e.g., phone number, voice audio, DTMF, transcripts).
• Usage Data: Diagnostics and analytics (e.g., device/browser metadata, IP address, timestamps, performance metrics).
• Sensitive Data: Includes financial details, precise location, government IDs, health data, biometric identifiers (e.g., voiceprints).

3. What We Collect

• Account & Billing (Customers): Name, business info, email, phone, password hashes, plan, invoices, and payment tokens via our PCI-compliant processor.
• Communications & Content: Call metadata (to/from, duration), audio recordings, transcripts, voicemail, SMS/MMS/email content, attachments, notes, and summaries.
• Integrations: Data exchanged with telephony, calendars, CRMs, help desks, storage, analytics, or email providers you connect. If you connect Google Calendar, see §4A for exactly what we access and how we use it.
• Cookies/Tracking: Necessary cookies, auth/session tokens, and optional analytics/marketing cookies (see Cookie Notice).
• Support & Feedback: Tickets, chats, and support call recordings.
• Usage Data & Logs: IP, device, app version, timestamps, headers, and error logs.
• Optional training/quality data: Only if you opt in (see §9).

4. How We Use Information

• Provide and secure the Service; route and answer calls; generate transcripts/summaries; send messages; integrate with systems.
• Authentication, account management, billing, fraud prevention, and abuse/threat detection.
• Analytics to improve accuracy, latency, reliability, and user experience.
• Legal compliance (e.g., consent, do-not-call rules where applicable).
• With your consent or as otherwise permitted by law.
• Google user data is handled only as described in §4A and is not used for the analytics or improvement purposes above.

4A. Google User Data & Google Calendar

If you choose to connect a Google Calendar to WOWCall, we access it only with your explicit consent through Google's OAuth consent screen. This section describes that data in detail.

• What we access: Your Google account email address (shown in the Service so you can see which account is connected), your calendar's free/busy information, and your calendar events. We request the following Google API scopes: openid, email, https://www.googleapis.com/auth/calendar.events, and https://www.googleapis.com/auth/calendar.freebusy.
• Free/busy information: Used to hide time slots on which you are already busy, so that callers and online booking pages are only offered times you are available.
• Calendar events we read: For events within a window of about 180 days before and after today, we copy the event title, start and end time, status, and the first attendee's email address into your WOWCall calendar, so that these events block your schedule and appear in your dashboard. Imported events are read-only in WOWCall. They are not offered to callers and are not used in customer lookups by our AI voice agents.
• Events we create or change: When a booking is made, rescheduled, or cancelled in WOWCall, we create, update, or delete the matching event in your Google Calendar. The event includes the customer's name, the service, and, where provided, the customer's email address and phone number.
• Your controls: You can disconnect Google Calendar at any time from your WOWCall settings.
• How we use it: We use Google user data only to provide and improve the calendar features you request in WOWCall: checking your availability, showing your calendar, and creating, updating, and cancelling bookings. We do not use it for any other purpose.
• What we do not do: We do not sell Google user data. We do not use it for advertising, marketing, or profiling. We do not use it to develop, improve, or train generative AI or machine learning models. We do not allow humans to read it unless you give us consent, it is necessary for security purposes or to investigate abuse, or it is required by law. We do not transfer it to others except as necessary to provide the features above (for example, our cloud hosting and infrastructure providers, who process it on our behalf under contract), to comply with law, or as part of a merger, acquisition, or sale of assets with notice to you.
• Security and storage: Google access and refresh tokens are encrypted at rest (AES-256-GCM) and are used only to access your calendar on your behalf.
• Disconnecting and deletion: When you disconnect Google Calendar, we revoke our access token with Google, stop calendar change notifications, stop all syncing, and delete the events we imported from your calendar. Events we created in your Google Calendar remain in your calendar, which you control. You can also revoke WOWCall's access at any time at myaccount.google.com/permissions. To ask us to delete other data we hold, email hello@wowcall.ai.
• Limited Use: WOWCall's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

5. Legal Bases (GDPR/UK GDPR)

• Contract
• Legitimate Interests (security, improvement, anti-abuse)
• Consent (e.g., marketing cookies, certain call recordings where required)
• Legal Obligation

6. Consent & Caller Notifications

• Customers are responsible for obtaining and honoring required consents from Callers (e.g., one-party vs. two-party recording).
• WOWCall provides tools to play consent messages and capture opt-outs. Where required by law, WOWCall will play a recording disclosure if enabled by the Customer.
• Sample prompt: "This call is answered by WOWCall on behalf of [Your Business]. Your call may be recorded and transcribed to assist you."

7. Sharing & Disclosures

• Subprocessors/Service Providers: Telephony, cloud hosting, AI/NLP, storage, analytics, email/SMS gateways, payment processors, support tools—under contract and confidentiality (see Appendix A on our site, kept current).
• Customer-authorized integrations: CRMs, calendars, help desks, etc.
• Compliance and safety: To comply with law, legal process, or prevent harm, fraud, spam, or abuse.
• Business transfers: Merger, acquisition, financing, or sale of assets (with safeguards/notice as required).

We do not sell Personal Information.

8. International Transfers

Data may be processed in Canada, the U.S., EU, UK, or other regions where subprocessors operate. We use appropriate safeguards (e.g., SCCs, UK Addendum).

9. AI/Model Training

• By default, Customer/Caller content is not used to train foundation models.
• Google user data is never used to train, develop, or improve generative AI or machine learning models (see §4A).
• We may use de-identified, aggregated telemetry to improve system performance.
• If we ever offer an opt-in for de-identified content for quality/training, we'll present clear controls. You can opt out any time.

10. Data Retention

• Default retention: We retain Customer/Caller content for 6 months to enable clients to resubscribe easily.
• Deletion: Content can be deleted on request—email hello@wowcall.ai.
• Account/billing records: Retained as required by law (e.g., 7 years).
• Backups/logs: Roll off on fixed schedules.

11. Security

We employ administrative, technical, and physical safeguards (encryption in transit and at rest where supported, access controls, least privilege, audit logging, MFA for staff, secure SDLC, vendor reviews). No method is 100% secure; report issues to hello@wowcall.ai.

12. Your Rights

Depending on your location, you may request access, correction, deletion, portability, restriction, objection, or opt out of certain processing/"sales"/"sharing" (California). Email hello@wowcall.ai. We will authenticate requests and respond within applicable timeframes.

13. Marketing Communications

We comply with anti-spam laws (e.g., CASL). Unsubscribe via links in emails or by contacting us.

14. SMS / Text Messaging

• By providing your mobile number and opting in, you consent to receive SMS text messages from WOWCall — including appointment and call reminders, account and service status updates, service-related notifications, and occasional promotional offers.
• Message frequency varies. Message and data rates may apply.
• Reply STOP at any time to unsubscribe, or HELP for assistance.
• Mobile information and SMS opt-in consent will not be shared with or sold to any third parties or affiliates for their marketing or promotional purposes. Message content may be shared only with our subprocessors (e.g., our SMS/telephony gateway) strictly to deliver the messages you have requested.

15. Children

Not directed to children under 16. We do not knowingly collect children's data.

16. Do Not Track / Global Privacy Control

We honor legally recognized signals where required.

17. Changes

We may update this Policy and will post the "Effective date" above. Material changes will be notified via the Service or email.

18. Contact & Complaints

WOW Call INC. — 169 Enterprise Blvd, Suite 300, Markham, ON L6G 0E7 — hello@wowcall.ai. You may also lodge a complaint with your local data protection authority.