Privacy Policy

Who we are

Kalvo is a product of Islands AI Ltd (company number 74458), 2 Market Street, St Peter Port, Guernsey GY1 1HB. You can contact us about anything in this policy at [email protected].

When a business uses Kalvo to answer its calls, that business decides why and how its callers’ data is used: it is the controller, and Kalvo processes the data on its instructions. For the data we hold about our own customers and visitors to this website, Kalvo is the controller.

What we collect

Account details: the name, email address, business name, phone numbers and settings of the people who sign up for Kalvo, and the knowledge base they give it (services, prices, opening hours, staff).

Call recordings and transcripts: the calls Kalvo answers on a business’s behalf are recorded and transcribed so the receptionist service can be delivered, reviewed by the business and improved for that business. A caller hears a recording notice where the law requires one.

Booking details: the caller’s name, phone number, the service requested, the staff member and the date and time, so the appointment can be placed in the diary and confirmed by text message.

Payment status: whether a deposit or subscription payment was requested, paid or refunded. Card details are entered directly with our payment provider and never reach Kalvo’s systems.

Website data: basic, cookieless analytics about visits to this site, used only to understand which pages are useful.

Google user data

Kalvo’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

The policy is published at https://developers.google.com/terms/api-services-user-data-policy.

With your permission, Kalvo connects to your Google Calendar. We access only the calendars you explicitly select. We read the events on those calendars to work out when you are busy, so the receptionist never offers a time you cannot take, and we create events on them for the bookings you confirm. We may also update or remove an event Kalvo itself created if that booking is moved or cancelled.

We never sell Google user data. We never use it for advertising, and we never use it to build profiles or train models. It is used for one purpose only: keeping your Kalvo diary and your Google Calendar in step.

Calendar data Kalvo has stored is deleted when you disconnect a Google account in Settings, or when your Kalvo account is deleted. You can disconnect at any time, and you can also withdraw Kalvo’s access from your Google Account permissions page.

How we use personal data

To provide the receptionist service: answering calls, quoting services, booking and changing appointments, sending confirmations and reminders, and collecting deposits where a business asks for them.

To run and support customer accounts, to bill for the service, to keep the service secure and to meet our legal obligations.

We do not sell personal data, and we do not use one business’s conversation data to train models for other customers.

How long we keep it

Account details are kept while an account is active and for a limited period afterwards to meet legal and accounting obligations.

Call recordings, transcripts and booking records are kept for the period each business chooses in its settings, and are deleted when that period ends or the account is deleted.

Google Calendar data is kept only while the connection is active, as described above.

Who we share it with

The business you called, which sees the recording, transcript, summary and booking for its own calls.

Subprocessors that help us run the service, each bound by contract to use the data only on our instructions: hosting and infrastructure providers, telephony and messaging carriers that connect calls and send text messages, the AI speech and language providers that power the conversation, and payment providers that take deposits and subscriptions.

Authorities, where the law requires it. We do not share personal data with anyone for their own marketing.

Your rights

Under the Data Protection (Bailiwick of Guernsey) Law, 2017 you have the right to access the personal data we hold about you, to have it corrected or deleted, to object to or restrict its processing, and to data portability. You also have the right to complain to the Office of the Data Protection Authority in Guernsey.

If your data was processed by Kalvo on behalf of a business you contacted, we will pass your request to that business, which is the controller, and help it respond.

Security

Data is protected with encryption in transit and at rest, access controls and audit logging. Google access tokens are stored encrypted. No system is perfectly secure, but we take reasonable and appropriate measures to keep personal data safe.

Contact and requests

To make a data-protection request or ask a question about this policy, email [email protected] or write to Islands AI Ltd (company number 74458), 2 Market Street, St Peter Port, Guernsey GY1 1HB. We answer requests within one month.

We will update this policy when the service changes. The date at the top shows when it was last revised.