Legal
Privacy policy
Last updated: August 18, 2026
Tactflow (“we”, “us”) provides an AI phone answering and scheduling service to service businesses. This policy explains what personal information we handle, why, how long we keep it, and who else touches it.
This policy covers two groups of people:
- Visitors to tactflow.io, including anyone who fills in a form or uses the assistant on our website.
- Callers to a business that uses our Service. If you called a local business and an automated assistant answered, that assistant may have been ours. We handled your call on that business’s behalf and under its instructions.
If you called a business, that business decides what happens to your information. We process it for them. Section 7 explains how to make a request either way.
1. Information we handle
1.1 If you call a business that uses our Service:
- Audio of the call. Calls are recorded, and the assistant tells you so at the start of every call.
- A transcript of the call.
- What you told the assistant in order to be helped: your name, the phone number to call you back on, the service address, and a description of the problem.
- Call metadata: the phone numbers involved, the time, and how long the call lasted.
- The appointment, if one was booked.
1.2 If you visit tactflow.io:
- What you type into a form or say to the assistant on the page.
- Contact details you choose to give us, such as name, email and phone number.
- Basic technical information needed to serve and protect the page.
1.3 We do not ask for and do not want payment card numbers, social security numbers, health information, or government identification. Do not give these to the assistant.
2. Why we handle it
We use this information to answer the call, understand the request, check the business’s calendar, book or change the appointment, tell the business what happened, and keep the Service working and secure.
If you fill in a form on tactflow.io, we use the details you give us to respond and to schedule the call you asked for. Giving us your phone number does not opt you into marketing calls or texts: if we call or text you, it is about your request. We do not send automated marketing calls or texts.
3. What we do not do
- We do not sell personal information.
- We do not share it for cross-context behavioral advertising.
- We do not use call recordings or transcripts to train our own machine learning models, and our AI vendors do not use them to train theirs.
4. How long we keep it
| What | How long |
|---|---|
| Call audio | Up to 14 days, held by our voice infrastructure vendor. We do not keep a copy. |
| Call transcript | Life of the business’s account, plus 30 days |
| Appointment records | Life of the business’s account, plus 30 days |
| Website form and chat data | 24 months, or until you ask us to delete it |
| Operational and error logs | 90 days |
After these periods the information is deleted or irreversibly anonymized.
5. Who else handles it
We use the following service providers. Each one only receives what it needs to do its part, and each is bound by contract to protect it.
| Provider | What it handles |
|---|---|
| Vapi | Runs the phone call: audio, transcript, call logs |
| Deepgram | Converts call audio into text |
| ElevenLabs | Converts the assistant’s replies into speech |
| OpenAI | Generates the assistant’s replies from the transcript |
| Twilio | Phone numbers, call metadata, SMS |
| Google Calendar | Appointment times and details, on the business’s own calendar and with its authorization |
| Neon | Database: contacts, conversations, appointments |
| Cloudflare | Hosting, network security and file storage |
| Resend | Email notifications to the business owner |
We will update this list before adding a provider that receives call data.
6. Call recording
Calls handled by our Service are recorded, and the assistant says so at the start of every call. Recording consent rules differ from state to state, and we cannot know where you are calling from, so we announce it on every call regardless of where you are.
If you do not want to be recorded, hang up and contact the business directly by another means.
7. Your choices and requests
Depending on where you live, you may have the right to know what personal information we hold about you, to get a copy, to correct it, or to have it deleted.
If you called a business that uses our Service, that business decides. Contact the business, or write to us at [email protected] and we will pass the request on and act on it within 30 days for anything under our control.
If you interacted with tactflow.io, write to [email protected] and we will respond within 30 days.
We will not discriminate against you for making a request.
8. Children
The Service is for business use. We do not knowingly collect information from children under 13.
9. Changes
If we change this policy we will update the date at the top. If the change is material, we will tell the businesses that use the Service before it takes effect.
10. Contact
Tactflow LLC
[email protected]