Privacy Policy

1. What We Collect

Depending on how you interact with us, we may collect:

• Business Account Details – dealership name, contact person, role, phone, and email.
• Operational Data – call audio, transcripts, voicemail, SMS/chat history, appointments, and routing decisions.
• Configuration Data – business hours, calendars, promotions, and integrations you connect (CRM, DMS, or other systems).
• Technical Data – IP address, device type, browser, and logs to keep the platform running smoothly.
• Demo Data – if you try a public demo, we may capture your email and sample inputs for short-term evaluation.

2. How We Use Information

We use this information to:

• Run the platform: connect calls, generate transcripts, and schedule appointments.
• Improve performance: troubleshoot, refine routing, and analyze usage patterns.
• Generate insights: reporting dashboards and call summaries for dealership staff.
• Secure the system: detect abuse, enforce permissions, and protect users.
• Communicate with you: product updates, feature announcements, and support.
• Meet obligations: legal compliance, contracts, and dispute resolution.

3. Sharing Information

We keep information tightly controlled. Sharing happens only in these cases:

• Vendors that help us host, process calls, send emails, or analyze traffic (under strict contracts).
• Dealer Systems you choose to connect, such as CRM, scheduling, or DMS integrations.
• Legal / Safety situations where disclosure is required by law or to prevent harm.
• Corporate Events such as a merger, acquisition, or financing where data is transferred under this same policy.
• Aggregate Reports created from anonymized data that cannot identify an individual dealership or customer.

We do not sell user or customer data.

4. Cookies & Analytics

Our site and app use cookies and similar tools to:

• Remember login sessions and preferences.
• Track performance of features and pages.
• Measure marketing effectiveness.

You can control cookies through your browser. Disabling some cookies may reduce functionality.

5. Data Retention

We retain data as follows:

• Dealership Accounts & Configurations – kept while the account is active and for a limited period afterward (typically 12 months).
• Calls, Audio & Transcripts – stored until the dealership requests deletion or until retention settings configured in-app are reached.
• System Logs & Metrics – generally kept for 90 days.

If you need records deleted faster, email us at support@getdialect.ai.

6. Your Choices

• Access & Updates – request corrections or exports of your dealership’s data.
• Deletion – request removal of call recordings, transcripts, or account info.
• Marketing Preferences – opt out of promotional emails anytime.
• California Residents (CCPA/CPRA) – may request access, correction, or deletion of personal information without discrimination.

7. Security

We safeguard data using encryption, role-based access, monitoring, and industry-standard cloud practices. No system is perfect, but we continually test and harden our defenses.

8. International Use

Our services are based in the United States. If you access Dialect.AI from outside the U.S., your data will be transferred and processed here.

9. Policy Updates

We may revise this Privacy Policy from time to time. Major changes will be announced on our website or emailed to registered users. The “last updated” date will always show the current version.

10. Contact Us

Dialect.AI, Inc. https://getdialect.ai 📧 support@getdialect.ai