Privacy Policy

1. Introduction

Hire Kayla (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI phone automation platform and related services.

2. Information We Collect

We collect information in the following ways:

• Account Information: Name, email address, phone number, business name, and business type when you create an account.
• Google Account Information: If you choose to sign in or sign up with Google, we receive basic profile information from Google including your name, email address, profile picture, and OAuth identifiers.
• Google Calendar Data: If you connect a Google Calendar to your AI agent, we access the list of calendars on your account, event times and titles (to check your availability), and we create new events on the calendar you select when your AI agent books appointments.
• OAuth Tokens: When you connect a third-party integration (e.g., Google Calendar), we store the access and refresh tokens needed to maintain that connection. These tokens are encrypted at rest.
• Billing Information: Payment card details processed securely through Stripe. We do not store your full card number on our servers.
• Call Data: Phone call recordings, transcripts, caller phone numbers, call duration, and AI-generated call analysis including sentiment scores.
• Knowledge Base Content: Business information, FAQs, and documents you upload to train your AI agent.
• Usage Data: Log data, device information, IP addresses, and how you interact with our platform.

3. How We Use Your Information

• Provide and operate our AI phone agent services
• Process calls and generate transcripts and analytics for your dashboard
• Train and customize your AI agent using your knowledge base
• Authenticate you when you choose to sign in with a third-party identity provider (e.g., Google)
• Read availability from a connected Google Calendar and create calendar events when your AI agent books appointments
• Process payments and manage your subscription
• Send transactional emails (account verification, password resets, billing receipts)
• Improve our services and develop new features
• Ensure platform security and prevent fraud

4. AI Processing & Call Recording

Our service uses artificial intelligence (powered by Retell AI) to handle phone calls on your behalf. By using our service, you acknowledge that:

• Inbound and outbound calls handled by your AI agent may be recorded and transcribed
• Call recordings and transcripts are stored securely and accessible through your dashboard
• AI analysis (sentiment, summaries) is generated automatically from call data
• You are responsible for informing your callers about call recording in accordance with applicable laws

5. Google API Services User Data Policy

Hire Kayla'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.

Specifically, when you connect a Google Calendar to your AI agent:

• We request the calendar.events and calendar.readonly scopes to check your availability and create appointments on your behalf.
• We do not use Google user data for serving advertisements.
• We do not use Google user data for AI or machine-learning model training.
• We do not sell or transfer Google user data, except as necessary to provide the Service or as required by law.
• Access tokens are encrypted at rest. You can revoke our access at any time from your dashboard, or directly from your Google account at https://myaccount.google.com/permissions.

6. Third-Party Services

We use the following third-party services to operate our platform:

• Retell AI: Voice AI infrastructure for phone call handling
• Stripe: Payment processing and subscription management
• SendGrid: Transactional email delivery
• Google Sign-In (OAuth): Optional authentication provider. See Google's privacy policy.
• Google Calendar API: Optional integration for availability checks and appointment booking. Use of Calendar data is governed by Section 5 above.

Each third-party service has its own privacy policy governing the use of your data.

7. Data Security

We implement industry-standard security measures including encrypted data transmission (TLS/SSL), secure password hashing, field-level encryption for sensitive credentials (such as OAuth tokens), and access controls. However, no method of electronic storage is 100% secure, and we cannot guarantee absolute security.

8. Data Retention

We retain your data for as long as your account is active or as needed to provide services. Call recordings and transcripts are retained according to your subscription plan. OAuth tokens for connected integrations (e.g., Google Calendar) are retained until you disconnect the integration or delete your account. You may request deletion of your data by contacting us.

9. Cookies

We use essential cookies for authentication and session management. We do not use third-party advertising cookies.

10. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict processing of your data
• Data portability

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the “Last updated” date.