Privacy Policy

Effective Date: April 2, 2026

Phone Genie LLC ("MyPhoneGenie," "we," "us," or "our") operates the MyPhoneGenie platform at https://myphonegenie.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI receptionist services.

This policy applies to both Account Holders (businesses that subscribe to MyPhoneGenie) and End Users (people who interact with the AI via phone, chat, or SMS).

1. Information We Collect

From Account Holders (Business Subscribers)

  • Account information: Name, email address, phone number, business name, and business address provided during signup.
  • Website content: Business information obtained through our automated website scanning to build your AI knowledge base, including services, hours, pricing, and policies.
  • Payment information: Credit card details processed securely through Stripe. We do not store full credit card numbers on our servers.
  • Account settings: AI voice preferences, greeting messages, workflow configurations, and knowledge base customizations.
  • Usage data: Login history, dashboard activity, and feature usage.

From End Users (Callers, Chat Visitors, SMS Contacts)

  • Call data: Phone number, call duration, call recordings, transcripts, and timestamps.
  • Chat data: Chat transcripts, messages, and visitor interaction data from the AI chat widget.
  • SMS messages: Content of text message exchanges.
  • Voluntarily provided information: Name, appointment details, callback requests, or other information shared during a conversation.

Automatically Collected

  • Technical data: IP address, browser type, device type, and operating system.
  • Usage analytics: Pages visited, session duration, and feature interactions.

2. How We Use Your Information

Purpose Data Used
Deliver the Service (answer calls, chat, SMS) Knowledge base, call audio, chat messages
Generate AI responses Conversation context, knowledge base content
Process payments and manage subscriptions Payment info, account details
Provide call logs and analytics Call metadata, transcripts, chat logs
Improve AI quality and service Anonymized conversation patterns
Send service-related communications Email, account info
Prevent abuse and enforce policies Usage patterns, content analysis

3. Call Recording Disclosure

Calls handled by MyPhoneGenie AI voice agents may be recorded for quality assurance, service improvement, and AI training purposes. Callers are informed of recording at the start of each call via an automated disclosure. Call recordings are stored securely and retained for 90 days, after which they are automatically deleted.

4. Mobile Information — SMS/Messaging

Your mobile information will not be sold or shared with third parties for promotional or marketing purposes.

If you opt in to receive SMS messages from us (such as account notifications or service alerts), your phone number and messaging data will be used solely for delivering those communications. We do not sell, rent, or share your mobile information with third parties for their marketing or promotional purposes.

5. Third-Party Service Providers

We work with trusted third-party providers to deliver our services. These providers process data on our behalf under strict contractual obligations:

Provider Purpose Data Shared
Twilio / Telnyx Phone calls, SMS, telephony Call audio, phone numbers, SMS content
Google (Gemini) AI language processing Conversation text, call audio, KB context
Stripe Payment processing Payment method, billing address
Microsoft Azure Cloud hosting All data hosted on Azure infrastructure

We do not sell your personal information to third parties. We do not share data with advertisers.

6. Data Retention

Data Type Retention Period
Call recordings 90 days from the date of the call
Chat transcripts While account is active + 30 days after closure
SMS messages 90 days from the date of the message
Account data and knowledge base While account is active + 30 days after cancellation
Billing records As required by law (typically 7 years)
Server logs 30 days

7. HIPAA — Healthcare Clients

MyPhoneGenie offers HIPAA-conscious design for healthcare providers. A Business Associate Agreement (BAA) is available for clients on the Enterprise plan. If you are a healthcare provider handling protected health information (PHI), contact us at support@myphonegenie.com to discuss compliance requirements before activating your account.

Without a signed BAA, the Service should not be used to process, store, or transmit PHI.

8. Your Rights

You have the right to:

  • Access: Request a copy of the personal data we hold about you, or view it in your dashboard.
  • Delete: Request deletion of your personal data, subject to legal retention requirements.
  • Export: Request your data in a portable, machine-readable format.
  • Correct: Update or correct inaccurate personal information through your dashboard or by contacting us.
  • Opt Out: Unsubscribe from non-essential communications at any time.
  • Opt Out of AI Training: Request that your conversation data not be used to improve our AI models by emailing us with the subject "Opt Out of AI Training."

To exercise any of these rights, email support@myphonegenie.com. We will respond within 30 days.

9. Cookies & Local Storage

We use minimal cookies and local storage:

  • Authentication token (JWT): Required to keep you logged in to your dashboard. Session-based.
  • Preferences: Stores your dashboard settings (theme, notification preferences). Persistent.
  • Session cookies: Maintain chat sessions and demo state.

We do not use third-party advertising or tracking cookies. We do not participate in ad networks or cross-site tracking.

10. Data Security

We implement industry-standard security measures including:

  • Encryption in transit: All connections use HTTPS (TLS 1.2+) and WSS (WebSocket Secure) for real-time voice and chat.
  • Secure hosting: Data is hosted on Microsoft Azure with enterprise-grade security.
  • Payment security: Credit card information is handled entirely by Stripe (PCI DSS Level 1 certified).
  • Access controls: Password authentication and JWT-based session tokens.

While no system is 100% secure, we take reasonable precautions to protect your data. If we discover a data breach that affects your personal information, we will notify you as required by applicable law.

11. California Residents (CCPA)

If you are a California resident, you have additional rights under the CCPA:

  • Right to Know: Request details about the categories and specific pieces of personal information we have collected.
  • Right to Delete: Request deletion of your personal information, subject to certain exceptions.
  • Right to Opt Out of Sale: We do not sell personal information. No opt-out is necessary.
  • Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

To exercise these rights, email support@myphonegenie.com with the subject "CCPA Request."

12. Children's Privacy

MyPhoneGenie is a business-to-business service not directed at children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us immediately and we will delete it.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. For material changes, we will notify active account holders by email at least 30 days in advance.

14. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us: