Effective date: April 18, 2025
Wholecall (“Wholecall”, “us”, “we”, or “our”) provides a specialized voice assistant service using advanced AI technology to small and medium-sized businesses to handle inbound calls for their customers. The service includes call handling, customer interaction management, appointment scheduling, CRM integrations, multilanguage support, detailed analytics, and reporting tools, all aimed at improving customer experience and operational efficiency.
At Wholecall, we recognize the importance of data privacy. This Privacy Policy outlines how we process your personal information. It applies to the personal information you provide when you (i) visit or use any website or mobile application we own, license, or operate that links to this Privacy Policy (each, a “Site”), (ii) purchase or receive products or services through a Site, or (iii) otherwise contact or engage with us. For the purposes of this Privacy Policy, the Site and all information, products, and services provided by Wholecall through a Site are collectively referred to as the “Service.”
By accessing or using the Service, or by providing us with personal information, you agree to the terms of this Privacy Policy and our Terms of Service. Unless otherwise defined in this Privacy Policy, terms used here have the same meanings as in our Terms of Service.
1.
Definitions
1.1.
Personal Information
For this Privacy Policy, “personal information” or “personal data” means any information that, alone or combined with other data, identifies or is linked to a specific individual or household and is protected under applicable data protection laws, statutes, or regulations. This definition does not include anonymized or de-identified data that cannot be traced to an individual or household and is not subject to data protection laws. Wholecall may anonymize or de-identify personal information, and such data is not governed by this Privacy Policy and may be used by Wholecall for any purpose.
2.
Information Collection and Use
Wholecall collects various types of information for different purposes, including providing and improving our Service, complying with legal obligations, supporting our business interests, and other purposes described in this Privacy Policy. If you choose not to provide personal information, we may be unable to deliver the Service or complete the transactions you request.
3.
Types of Data Collected
3.1.
Personal Identifiers
When you register to use our Service, we may request certain personal identifiers, which may include, but are not limited to:
Email address
First name and last name
Phone number
Address, State, Province, ZIP/Postal code, Cit
3.2.
Communications Content and Recordings
Our Service include voice recording features that allows registered business clients to review interactions, ensure service quality, and improve customer support with their customers (“User”). When our business clients enable the phone call recording feature, we collect, record and store voice conversations between Users and our automated assistant. However, we do not record voice conversations when our business client has not enabled or disabled this recording feature. Please know that registered business users have full control over their stored voice recordings, and can review, edit, or request deletion voice recordings and related data at any time directly from their portal account.
When you communicate, or otherwise interact with our Service as a User, we may collect and maintain records of your contact information (e.g. phone number), the content of your communications and interactions, any posts, or submissions you make, and our responses to you. For the avoidance of doubt, Wholecall and our third-party service providers and partners may collect, record, and transcribe any information you submit through our websites and online services, including through web-conferencing platforms, chat functions, or virtual assistants. We may also keep records of communications related to customer support requests.
3.3.
Usage Data
When you access and use the Site, we automatically collect details of your access to and use of the Site, including traffic data, usage logs and other communication data, and the resources that you access and use on or through the Site (e.g., browsing history, search history). This usage data may also include information such as your computer’s Internet Protocol (IP) address, browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers, and other diagnostic data.
When you access the Service by or through a mobile device, we may collect information about your device such as the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use, unique device identifiers. The Site may collect diagnostic data related to your use of the Site, such as crash data and logs, performance data (e.g., launch time, hang rate, or energy use), and any other data collected for the purposes of measuring technical diagnostics.
3.4.
Location Data
We may use and store information about your location if you give us permission to do so (“Location Data”). We use this data to provide features of our Service, to improve and customize our Service. You can enable or disable location services when you use our Service at any time through your device settings. However, if you disable location services, you may not be able to use some portions of our Service.
3.5.
Contacts Usage
Wholecall collects and uses the contact information you provide by granting contacts access permission in the Wholecall Android and iOS application. It also describes the choices available to you regarding our use of your information and how you can access and update this information. We access the following personal information from your address book:
Contacts’ names
Contacts’ email addresses
Contacts’ phone numbers
Contacts’ organization
Contacts’ postal addresses
Contacts’ birthdays
Contacts’ gender
We use this information to populate your Contacts data in the app. You can erase the collected contact data by uninstalling the Wholecall application at any time. For any questions regarding contact information usage in the Wholecall application, please contact Support by sending an email to support@wholecall.com.
4.
Tracking & Cookies Data
We use cookies and similar tracking technologies to analyze and improve user experience within our web portal, and such tracking does not involve third-party advertising or marketing pixels. Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies are also used such as beacons, tags, and scripts to collect and track information and to improve and analyze our Service. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
5.
Sources of Information
We collect personal information from the following sources:
5.1.
First Party / Direct Collection
We collect personal information directly from you when you use our Service (e.g., registering accounts, completing purchases, signing up for subscriptions), when you provide a product review or whenever you directly engage with us.
5.2.
Automated Collection
As described above, we may collect information and data, such as usage data and cookies, through automated means when you use the Site.
6.
Use of Personal Data
Wholecall uses the collected data for various purposes:
To perform functions outlined in our Service Agreement
To enable you to access and use our Service
To process and complete transactions, and send you related information, including purchase confirmations and invoices
To provide and maintain our Service
To notify you about changes to our Service
To allow you to participate in interactive features (e.g. automated assistant) of our Service when you choose to do so
To provide customer support
To gather analysis or valuable information so that we can improve our Service
To monitor the usage of our Service
To detect, prevent, and address technical issues
Wholecall may collect and use your personal information for any other purpose for which we obtain your consent.
For the avoidance of doubt, you hereby agree that Wholecall may contact you via any means, including via SMS/text message and email (including through the use of autodialing systems and services), to furnish you information regarding a product order, similar data and information pertaining to a commercial transaction or customer support request or your access and use of our Service. However, we do not send SMS/text message unless you opt-in to such communications. Please see our Mobile Messaging and Conditions.
7.
Transfer of Data
Your personal information may be transferred to—and maintained on—computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction. When processing personal information in these circumstances, Wholecall does so, in accordance with data protection contractual and technical measures. Wholecall uses service providers that store personal information on our behalf in the United States and in other countries where you may not be a resident. Please be aware that the United States, and these other countries, may not provide the same level of protection of personal information as in your country, state, or other jurisdiction of residence or nationality, and when transferred to the United States or elsewhere, your personal information may be accessible by, or otherwise made available to, local government authorities and officials pursuant to judicial and/or administrative orders, decrees, and demands, and/or other domestic laws, statutes, and regulations. If you are located outside United States and choose to provide information to us, you hereby acknowledge and agree that your personal information will be transferred to, and stored in, the United States and in the countries where our service providers are located.
8.
Data Retention
Wholecall is based in the United States, and the personal information that we collect and process is retained and stored in the United States. The period during which we retain your personal information varies depending on the purpose for the data processing. We retain personal information for as long as needed to provide you with our Service, to facilitate transactions you have requested, to comply with our legal obligations (e.g., tax filings, export control laws), to engage in marketing activities, and for as long as is necessary to defend our legal or business interests. Generally, voice recordings of phone calls are retained for approximately six (6) months, from the date they were recorded, after which they are automatically deleted. In all other cases, we retain your personal information for as long as is needed to fulfill the purposes outlined in this Privacy Policy.
9.
Disclosure of Data
We may share your personal information with certain organizations and third parties in accordance with applicable law, including as set out below. However, we do not share personal information including voice recordings with third parties that we have reason to believe use such information for their own direct marketing purposes. In addition, we may disclose voice recordings to our service providers only for purposes of providing our Service (e.g., secure data storage) or in response to valid legal requests or obligations as described below.
9.1.
Disclosure for Law Enforcement
Under certain circumstances, Wholecall may be required to disclose your personal data if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
9.2.
Legal Requirements
Wholecall may disclose your personal data in the good faith belief that such action is necessary to:
To comply with a legal obligation
To protect and defend the rights or property of Wholecall
To prevent or investigate possible wrongdoing in connection with the Service
To protect the personal safety of users of the Service or the public
To protect against legal liability
9.3.
Service Providers
We may share your personal information with companies that provide services on our behalf, such as hosting and analyzing the Site, conducting surveys and marketing on our behalf, processing transactions, tracking and responding to consumer questions or complaints, and performing analyses to improve the quality of our Service.
9.4.
Payment Card Transactions
All payments for purchases made through the Site are completed using a third-party vendor’s online payment system. Wholecall does not have access to your credit card information and does not store or disclose your full credit card information. Any personal or financial information you provide to our online payment system is subject to the third party’s privacy policy and terms of use, and we recommend you review these policies before providing any personal or financial information.
9.5.
Business Restructuring
Circumstances may arise where, for strategic or other business reasons, Wholecall decides to sell, buy, divest, merge or otherwise reorganize our businesses. We may disclose your personal information to the extent reasonably necessary to proceed with the negotiation or with the completion of a merger, acquisition, divestiture or sale of all or a portion of our assets.
9.6.
Consent
In addition to the reasons for disclosure set forth in this Privacy Policy, we may also disclose your personal information upon your consent. In the event that you facilitate a transaction with us, or request information from or otherwise engage with us, and such activities require Wholecall to share your personal information with a service provider or other third party, you hereby consent to such disclosure and/or direct Wholecall to intentionally disclose your personal information to the service provider or third party.
10.
Security of Data
The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage, is 100% secure. Wholecall stores personal information, including voice recordings and related information, using cloud infrastructure provided by Amazon Web Services (AWS), and our data handling practices comply with ISO 27001 strict certification standards and HIPAA security requirements. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.
11.
U.S. State Privacy Rights Pursuant to California’s “Shine the Light” law, California residents who provide personal information (as defined in the statute) to obtain products or services for personal, family, or household use are entitled to request and obtain from us, once a calendar year, information about the personal information we shared, if any, with other businesses for marketing uses. Wholecall does not, at any time, share your personal information with a third party with whom we know or have reason to believe uses the personal information to undertake independent direct marketing. Wholecall is not subject to U.S. state consumer privacy laws such as the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act of 2020. However, if you have any questions or concerns about our data processing activities, then please contact us in accordance with the “Contact Information” section below.
12.
Marketing Preferences
You may, at any time, opt-out from receiving marketing emails from us. To opt-out from such marketing, please use the “unsubscribe” or “preference” features within our email communications or contact us in accordance with the “Contact Information” section below.
13.
Opt-Out/Targeted Advertising
13.1.
The Sale of Personal Information
Wholecall does not sell your personal information to third parties for monetary consideration or other valuable consideration, and therefore we do not provide opt-out request processes for the sale of personal information (because we do not undertake such activities). Notwithstanding the foregoing, Nevada residents may submit a request directing us to not sell personal information we maintain about them to third parties who will sell or license their personal information to others in accordance with the “Contact Information” section listed below.
13.2.
Targeted Advertising
Wholecall uses third-party analytical and targeted advertising features on our Site, as well as similar web tools provided by our marketing partners. To opt out of this sharing of your personal information, please use the cookie management tool—sometimes labeled “Your Privacy Choices” or “Do Not Sell/Share My Personal Information”—located in the footer of the Site to set your cookie preferences.
14.
“Do Not Track” Signals
Some web browsers may transmit “do-not-track” signals to the websites users visit. Due to differences in how browsers implement this feature, it is not always clear whether users intend for these signals to be sent or are even aware of them. Unless required by law, we currently do not act on these signals. You can enable or disable Do Not Track by visiting the Preferences or Settings page of your web browser.
15.
Links to Other Sites
Our Service may contain links to websites that are not operated by us. If you click on a third-party link, you will be directed to that site. This Privacy Policy does not apply to third-party websites or organizations. You assume all privacy, security, and other risks associated with providing any information, including personal data, to third parties via the Service. We strongly recommend reviewing the content, privacy policies, and practices of any third-party sites or services you visit.
16.
No Data Collected from Children
We do not knowingly collect personal information from anyone under the age of 13. If you are a parent or guardian and believe your child has provided us with personal data, please contact us using the information in the “Contact Information” section below.
17.
Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by updating the “Effective Date” section above.We may, at our sole discretion, notify you via email or text message about changes to our Privacy Policy. However, such communications do not remove or limit your responsibility to periodically review the Privacy Policy to check for amendments. You are advised to review this Privacy Policy regularly to stay informed of any changes.
18.
Contact Information
If you have questions about this Privacy Policy, our handling of your personal information, or wish to request more information or exercise a data privacy right, please contact us at: legal@wholecall.ai.
Effective Date: April 18, 2025
Stay Informed with Important Updates
By providing your phone number, you consent to receive important updates from Wholecall, including appointment reminders, test result notifications, confirmations, rescheduling options, and cancellations.
1.
How You Opt-In
You can opt-in to receive SMS communications through the following methods:
In Person – During your visit, our staff will ask for your consent and record your approval.
Over the Phone – When scheduling an appointment, you can provide verbal consent to receive text messages.
Via Online Form – If applicable, you may also consent by checking the opt-in box on our appointment scheduling form.
2.
How to Opt-Out
If you no longer wish to receive messages, you can opt out at any time:
Reply HELP to any message to get list of available commands.
Reply STOP to any message to unsubscribe.
3.
Privacy & Security
Your information is kept confidential and is only used for communication related to our Services. Standardmessage and data rates may apply.
For more details, contact us at legal@wholecall.com.