Privacy Policy
Your privacy is fundamental to how OnCallClerk operates. This policy explains how we process, secure, and protect personal data on behalf of our customers.
Last updated: September 12, 2025
OnCallClerk as Data Processor
OnCallClerk provides AI-powered phone answering and call management services. In relation to customer call data, we act as a Data Processor under the General Data Protection Regulation (GDPR). We process personal data only on documented instructions from our customers, who act as the Data Controllers.
Customer Responsibilities
As a Data Controller, you are responsible for determining the lawful basis for processing call data (such as consent or legitimate interests) and for providing any required notices to callers under applicable data protection laws.
Account Information
When you sign up, we collect basic account details such as your name, company name, email address, phone number, billing information, and login credentials.
Call Data
We process call recordings, transcripts, caller ID, call duration, time of call, and related metadata. This data is processed solely to provide our AI phone agent service on your behalf.
Service Usage Information
We log how you interact with the dashboard, features, and APIs to ensure reliability, maintain performance, and improve the service.
Technical Data
We automatically collect IP addresses, device/browser information, and diagnostic logs for security and troubleshooting.
Service Provision
We process account and call data to deliver, maintain, and improve the OnCallClerk service.
AI Processing
Calls and transcripts are processed by AI models to generate responses. We do not sell or share identifiable call data with third parties. Any use for model evaluation or improvement is performed only with anonymized and aggregated data.
Customer Support
We use your account information and service data to provide support and resolve issues.
Legal Obligations
We may process or disclose data as required to comply with applicable laws or enforce our Terms of Service.
Subprocessors
We use trusted third-party providers to operate our service, including cloud infrastructure providers (for hosting and storage) and payment processors (for billing). A full list of subprocessors is available upon request.
International Transfers
Where data is transferred outside the UK/EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or other lawful mechanisms under GDPR.
Business Transactions
If OnCallClerk undergoes a merger, acquisition, or asset sale, customer data may transfer as part of the transaction, subject to safeguards.
No Sale of Data
We never sell, rent, or trade customer or end-user personal data.
Encryption
All personal data, including call recordings and transcripts, is encrypted in transit (TLS 1.3) and at rest (AES-256).
Access Controls
Access to data is restricted by role-based controls, authentication mechanisms, and logging of administrative access.
Monitoring & Testing
We conduct regular audits, monitoring, and penetration testing to identify and mitigate vulnerabilities.
Compliance
Our practices are aligned with GDPR, CCPA, and industry best standards for cloud security.
Call Recordings & Transcripts
By default, call recordings and transcripts are retained for 90 days. Customers can configure custom retention periods or request deletion earlier.
Account Information
Account data is retained while your account remains active, and for a limited period thereafter as required by law (e.g., financial recordkeeping).
Analytics
Aggregated and anonymized analytics may be stored indefinitely to improve our service.
Deletion Requests
Customers may request deletion of data at any time. We will comply within 30 days unless longer retention is required by law.
GDPR Rights
As a data subject, you may request access to your data, correction of inaccuracies, deletion, restriction of processing, data portability, or object to processing. Requests should be submitted via the contact details below.
CCPA Rights
For California residents, you have the right to know what personal information we process, request deletion, opt out of data sales (we do not sell data), and exercise your rights without discrimination.
Exercising Rights
To exercise these rights, please contact us using the details provided below. We will respond within 30 days as required by law.
If you have any questions or would like to exercise your rights, please contact us:
123 AI Street, Suite 100
London, UK
This Privacy Policy may be updated from time to time. We will notify customers of material changes by email or via the dashboard.