1. Information We Collect

1.1. Information You Provide

When you register for an account or communicate with us, we may collect personal information such as your name, email address, phone number, and any other information you choose to provide.

1.2. Automatically Collected Information

We may automatically collect certain information about your use of LeadTruffle, such as your IP address, device information, browser type, and usage data through cookies and similar technologies.

1.3. CRM Integration Data

When you choose to integrate our Service with your CRM system, we may access and process data from your connected CRM platform. This may include:

• Client contact information
• Service history and records
• Quote and invoice data
• Job and appointment details
• Other business data available through your CRM's API

This integration is opt-in, and you maintain control over what data is shared. You are responsible for ensuring you have the necessary rights and permissions to share this CRM data with our Service.

1.4. Customer Data

As a provider of email marketing and text message communication services, we may collect and process customer data on behalf of our clients. This may include email addresses, phone numbers, and other contact information of our clients' customers.

1.5. Inbound Call Recording Data

When a Business User enables the AI Voice Inbound Call Handler we collect:

• Caller phone number and call metadata (start/stop time, duration)
• Full audio recording of the call
• AI-generated transcript of the audio

This information is required for the Service to function as a live answering service.

1.6. Google Calendar Integration Data

When you connect your Google Calendar to LeadTruffle, we request access only to your calendar's free/busy information (scopes such as https://www.googleapis.com/auth/calendar.freebusy). We synchronize and securely store the time ranges marked as busy on your calendar. We do not access, store, or transmit any other event details - including event titles, descriptions, attendee lists, or locations. Busy‑time blocks are used exclusively to power our scheduling features and prevent double‑booking. This information is treated as "Google user data" and is never sold or shared with third parties.

Google Workspace APIs (including the calendar data shared with Leadtruffle) are not used to develop, improve, or train generalized AI and/or ML models.

2. How We Use Your Information

2.1. Usage Purposes

We may use the information we collect for the following purposes:

• To provide, operate, and maintain LeadTruffle
• To communicate with you about your account and provide customer support
• To personalize and improve LeadTruffle and our services
• To analyze usage trends and enhance the security of LeadTruffle
• To comply with legal obligations and enforce our agreements
• To send email marketing and text message communications on behalf of our clients

3. Sharing of Your Information

3.1. Sharing Conditions

We may share your personal information in the following circumstances:

• With service providers who assist us in providing LeadTruffle and related services
• With affiliates and subsidiaries for the purposes described in this Policy
• In response to legal requests or to protect our rights or property
• With our clients, in the context of providing our email marketing and text message communication services
• With the Business User that enabled the AI Voice Inbound Call Handler, we share the associated call recordings and transcripts.

4. Data Retention

4.1. Retention Period

We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Policy unless a longer retention period is required or permitted by law.

5. Your Rights

5.1. Access, Correction, or Deletion

You have the right to access, correct, or delete your personal information. You may also have the right to object to or restrict certain processing activities.

5.2. Opt-out for Email and Text Messages

For users receiving email marketing or text message communications through our services, you can opt-out by following the instructions provided in those communications.

5.3. SMS Opt-in and Opt-out Rights

By replying YES to our missed call text message, you provide explicit consent to receive further text messages related to your inquiry.

If you no longer wish to receive text messages from us, you may opt out at any time by replying STOP.

Opting out of SMS communications does not affect other forms of communication such as email, unless explicitly requested.

6. Security

6.1. Protection Measures

We take reasonable measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction.

7. Third-Party Services

7.1. Third-Party Links

LeadTruffle may contain links to third-party websites or services that are not owned or controlled by ToolDesk Inc. We are not responsible for the privacy practices of such third parties.

8. Children's Privacy

8.1. Intended Audience

LeadTruffle is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under the age of 13.

9. Changes to This Policy

9.1. Policy Updates

We reserve the right to update or modify this Policy at any time. We will notify you of any material changes by posting the new Policy on this page.

10. Contact Us

10.1. Inquiry

If you have any questions or concerns about this Policy, please contact us at [email protected]

11. Cookies and Similar Technologies

11.1. Online Tracking

When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email or home address. We (or service providers on our behalf) may then send communications and marketing to these email or home addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout.

11.2. Email Tracking

Our email campaigns may use tracking technologies such as web beacons, pixels, and other similar technologies to automatically collect certain information such as your IP address, browser type and version, and email engagement statistics.

11.3. RB2B Visitor Identification

We use RB2B cookies and IP-address look-ups to deanonymize website traffic and identify the companies visiting our site for B2B sales outreach. RB2B sets first-party cookies that persist for up to 12 months. You can opt-out of RB2B tracking by visiting the opt-out page linked in Section 11.1.

12. SMS and Email Communications

12.1. SMS Services

We use third-party service providers, including Twilio, for our SMS services. When using our SMS services, standard message and data rates may apply.

12.2. Compliance with Laws

For both SMS and email communications, we comply with all applicable laws and regulations, including the Telephone Consumer Protection Act (TCPA) and the CAN-SPAM Act.

12.3. Opt-out Options

You can opt-out of receiving SMS messages by replying STOP, QUIT, CANCEL, OPT-OUT, or UNSUBSCRIBE to any text message sent from us. To opt-out of email communications, click the "Unsubscribe" link at the bottom of any marketing email we send.

12.4. Missed Call SMS Notifications and Lead Qualification

• If you call our business and we are unable to answer, we may send an automated text message to notify you of the missed call and offer further assistance.
• If you wish to continue the conversation via text, you may reply YES to opt-in. Once opted in, we may ask a series of questions to help qualify your inquiry.
• You can opt out at any time by replying STOP, QUIT, CANCEL, OPT-OUT, or UNSUBSCRIBE to any text message you receive from us.
• Standard message and data rates may apply.

13. Customer Data Notice

13.1. Data Processing

We process and store customer data on behalf of our clients who use LeadTruffle for their email marketing and text message communications. This data is processed in accordance with our agreements with our clients and this Policy.

13.2. Client Inquiry

If you are a customer of one of our clients and have questions about how your data is being used, please contact the client directly. ToolDesk Inc. acts as a data processor for our clients, who are the data controllers of their customers' information.

13.3. Data Usage

We do not use the customer data we process on behalf of our clients for our own purposes or sell this data to third parties.

14. Business User Information and Marketing

14.1. Additional Information

For Business Users of our Service, we collect and process additional business-related information including:

• Company name, logo, and trademarks
• Business contact information
• Success stories and testimonials
• Performance metrics and case studies
• Other business-related information you provide to us

14.2. Marketing Rights

As detailed in our Terms of Service, Business Users grant us certain marketing rights to use this information. We may use this information for:

• Marketing and promotional materials
• Website content and presentations
• Case studies and testimonials
• Social media content
• Sales and marketing communications

14.3. Marketing Discretion

While we have the right to use this information for marketing purposes, we will:

• Exercise reasonable discretion in how we present your information
• Maintain the accuracy of any claims or statistics we publish
• Remove or modify content upon reasonable request
• Not intentionally present your business in a negative light

14.4. Marketing Inquiry

If you have concerns about how your business information is being used in our marketing materials, please contact us at [email protected].

15. AI Voicemail Processing and Storage

15.1. Voicemail Collection and Processing

Our Service processes voicemails through the following workflow:

• Recording of incoming voicemail messages
• Automated transcription of voicemail content
• Secure transmission of transcriptions to our AI system
• AI analysis of transcribed content for informed follow-up
• Generation of appropriate AI responses based on voicemail content

15.2. Purpose and Legal Basis

We process voicemails to:

• Enable our AI agents to provide informed follow-up communications
• Maintain context of lead interactions
• Ensure appropriate response to lead inquiries
• Improve service quality and response accuracy
• Enhance lead qualification process

15.3. Security and Protection

All voicemail data is protected by:

• Industry-standard encryption during transmission and storage
• Secure transcription processes
• Limited access controls
• Regular security audits
• Compliance with data protection regulations

15.4. Data Retention and Rights

Our voicemail handling policies include:

• Standard retention period of 24 months for recordings and transcripts
• Access controls limiting data to authorized personnel and systems
• Secure deletion when no longer needed
• Right to request copies of stored voicemail data
• Right to request deletion of stored voicemail data
• Regular review of retention needs and security measures

15.5. Inbound Call Recording Retention

Audio recordings and transcripts generated by the AI Voice Inbound Call Handler are retained for 24 months (unless a longer period is required by law) and then securely deleted.

15.6. De-Identified Transcript Re-Use

After 24 months we auto-delete the original audio and any transcript that still contains direct identifiers (phone numbers, names, addresses). We may retain and use de-identified or aggregated versions of the transcripts indefinitely to improve our AI models and analytics. Business Users can opt out of this secondary use in the account settings; opting out does not affect core call-handling functionality. End-Users' rights under Section 5 remain applicable.

16. Agency Data Processing and Privacy

16.1. Agency Data Responsibilities

As an Agency using LeadTruffle, you are considered a data controller for your end clients' data. This means:

• You are responsible for obtaining and maintaining all necessary data processing consents from your end clients
• You must ensure your privacy policies adequately cover the use of LeadTruffle's features
• You must inform your end clients about the AI and automation features used in LeadTruffle
• You are responsible for handling data subject access requests from your end clients

16.2. Sub-Account Data Processing

When managing sub-accounts, Agencies must:

• Maintain separate data processing records for each end client
• Ensure proper data segregation between different end clients
• Implement appropriate access controls within their organization
• Handle data deletion requests from end clients promptly

16.3. White Label Privacy Requirements

If using white label features, Agencies must:

• Maintain their own privacy policy covering LeadTruffle's functionality
• Clearly disclose the use of AI and automation features
• Provide appropriate contact information for privacy inquiries
• Include information about data sharing with third-party services

16.4. Data Sharing and Transfer

In the Agency relationship:

• ToolDesk Inc. processes data as instructed by the Agency
• Agencies are responsible for the lawful basis of any data transfers
• End client data may be shared between the Agency's master account and sub-accounts
• Data sharing between different Agencies' accounts is prohibited unless explicitly authorized

16.5. Agency Privacy Compliance

Agencies must:

• Comply with all applicable privacy laws and regulations
• Maintain records of processing activities
• Report any data breaches affecting their end clients
• Cooperate with privacy audits when requested
• Ensure their staff are trained in proper data handling

16.6. End Client Privacy Rights

When an end client exercises their privacy rights:

• Agencies must forward relevant requests to ToolDesk Inc. when necessary
• Agencies remain responsible for responding to their end clients
• ToolDesk Inc. will assist Agencies in fulfilling these requests
• Response times must comply with applicable privacy laws

16.7. Data Retention in Agency Relationships

For Agency relationships:

• Data retention periods apply to both master accounts and sub-accounts
• Agencies must inform end clients of applicable retention periods
• Data may be retained after sub-account termination for legal purposes
• Agencies can request early deletion of end client data

Email: [email protected]
Privacy Policy
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