Privacy Policy

Last updated: 21 October 2026

This page says what we collect, why, and who sees it. Without the runaround.

Whose data it is

Your call and message data belongs to your company, not to us. We host and process it on your behalf so the service can work — and that is all.

What we collect

• Your company information — what you enter in your panel: departments, staff, prices, products, questions and answers.
• Calls — the caller's number, the time and length of the call, and the transcript.
• Contacts — names and numbers you add, or that a call picks up.
• Secretary messages — your WhatsApp commands to her, the files you send, and the conversations she opens with people at your request.
• Captain and advisor orders — the order itself, and the name, phone number and delivery address when the customer gives them.
• Your email and calendar — only if you connect them yourself. Details below.
• Your account — your email, your name, and your sign-in history.

⚠ We do not collect payment data. Payment is by bank transfer, so no card number ever passes through us.

Where it is stored

On our own server in Germany. The voice infrastructure is ours too — not on a third party's cloud. Traffic to the site and the panel is encrypted with HTTPS, and the access tokens for your email and calendar are stored encrypted.

Who sees it

• You and the staff you grant access to. A staff member's private mailbox stays theirs alone.
• Us — as little as possible, and when you ask for support or we are chasing a fault.
• The AI model provider — the call audio and the message text pass through it at that moment so it can understand and answer. Details below.

We do not sell your data, rent it, or use it for advertising. And we do not use your calls or messages to train a model.

Artificial intelligence

What understands and answers in calls, the secretary, the Captain and the advisor is Google Gemini — and for a company that turns on the "smart secretary" option, her text commands go through Anthropic Claude.

• It receives only what the task you asked for needs, at the moment you ask.
• We use their paid APIs, which under their terms do not use your data to train their models.
• And we do not use your data to train any AI model.

Your Google account data (Gmail and Google Calendar)

If you connect Google Calendar or Gmail from your panel, you consent yourself on Google's screen, and we never see your password. Here is exactly what we do:

• Google Calendar — we read your events and busy times so we never book over one of your appointments, and we add, change or cancel the appointments we booked in your calendar. We do not store your events — only the ID of the event we added, so we can change or cancel it.
• Gmail — the secretary reads the sender, subject and first lines of new mail to alert you on WhatsApp; reads a full message, searches or summarises when you ask; replies or sends on your instruction; and marks a message read, archives it or moves it to a label. She does not delete your messages. We store the headers and first lines of incoming mail, and the text of what she sent.
• We do not share Google data with anyone or sell it, do not use it for advertising, and do not use it to develop, improve or train generalised AI or ML models. It passes through the AI model only to carry out what you asked.
• Disconnecting: disconnect your mail or calendar from your panel and the access token is deleted from our side — for mail, the stored messages are deleted with it. You can revoke the permission for good from the permissions page of your Google account.

TwasalAI'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.

How long it stays

You set the retention period from your panel. When it expires, the transcript and recording are deleted automatically — and this actually runs as a daily job, not a promise on paper.

When you close your account, your data is deleted within thirty days — the delay is there so you can come back if you change your mind.

Your rights

• Ask for a copy of your data.
• Correct anything that is wrong.
• Ask for your data to be deleted.
• Withdraw your consent and stop the service.

Call recording

If you turn recording on, telling the caller is your legal responsibility — in most countries they must know they are being recorded. The system can speak the notice at the start of the call automatically.

Changes to this policy

If we change something significant, we will email you before it takes effect.

Contact

Any question about your data: info@twasalai.com