Privacy Policy

1. Introduction

TheRareKeep ("we," "our," or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, process, and safeguard your information when you use our AI receptionist services, website, and related platforms. This policy complies with applicable global privacy laws including the European General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and India's Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011.

2. Information We Collect

2.1 Personal Information

• • Name, email address, phone number, and business information
• • Voice recordings and call transcripts when using our AI services
• • Payment information (processed securely through third-party providers)
• • Communication preferences and customer service interactions
• • Professional details including company name, role, and industry

2.2 Technical Information

• • IP addresses, device identifiers, and browser information
• • Usage data, analytics, and website interaction patterns
• • Call logs, duration, and performance metrics
• • Cookies and similar tracking technologies

2.3 Third-Party Service Data

We integrate with various service providers including N8N for workflow automation, Zadarma for telephony services, Resend for email communications, and WhatsApp Business API. Data processing through these services is governed by their respective privacy policies and our data processing agreements.

3. How We Use Your Information

• • Provide and improve our AI receptionist services
• • Process calls, schedule appointments, and manage customer interactions
• • Send service updates, support communications, and marketing materials (with consent)
• • Analyze usage patterns to enhance service quality and user experience
• • Comply with legal obligations and protect against fraud or security threats
• • Train and improve our AI models (with anonymized or pseudonymized data)

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• • Contract Performance: To provide our services as outlined in our Terms of Service
• • Legitimate Interests: To improve our services, prevent fraud, and ensure system security
• • Consent: For marketing communications and non-essential cookies
• • Legal Obligations: To comply with applicable laws and regulations

5. Data Sharing and Disclosure

5.1 Service Providers

We share data with trusted third-party providers who help us deliver our services:

• • N8N: Workflow automation and data processing
• • Zadarma: Telecommunications and phone number services
• • Resend: Email delivery and communication services
• • WhatsApp Business API: Messaging services
• • Cloud hosting providers and analytics services

5.2 Legal Requirements

We may disclose your information when required by law, court order, or government request, or to protect our rights, property, or safety, or that of others.

6. Data Security

We implement industry-standard security measures including:

• • End-to-end encryption for voice communications
• • Secure data transmission using TLS/SSL protocols
• • Regular security audits and vulnerability assessments
• • Access controls and employee training programs
• • Automated backup and disaster recovery procedures

7. Data Retention

We retain personal data for as long as necessary to provide our services and comply with legal obligations. Call recordings are typically retained for 90 days unless extended retention is required for business purposes or legal compliance. Account information is retained until account closure plus applicable legal retention periods.

8. Your Rights

8.1 Global Rights

• • Access: Request copies of your personal data
• • Correction: Request correction of inaccurate data
• • Deletion: Request deletion of your data (subject to legal obligations)
• • Portability: Request transfer of your data to another service
• • Objection: Object to processing based on legitimate interests

8.2 Indian Consumer Rights

Under Indian law, you have additional rights including the right to review and correct personal information, and the right to withdraw consent for non-contractual processing.

8.3 California Residents

California residents have additional rights under CCPA including the right to know what personal information is collected, the right to delete personal information, and the right to opt-out of the sale of personal information (we do not sell personal information).

9. International Data Transfers

We may transfer your data internationally to provide our services. All transfers are protected by appropriate safeguards including Standard Contractual Clauses, adequacy decisions, or other approved mechanisms under applicable data protection laws.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience, analyze website usage, and deliver personalized content. You can manage cookie preferences through your browser settings or our cookie consent manager.

Types of Cookies:

• • Essential: Required for basic website functionality
• • Analytics: Help us understand how you use our website
• • Marketing: Used to deliver relevant advertisements
• • Preferences: Remember your settings and choices

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete such information.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of material changes via email or through our website. Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

14. Governing Law

This Privacy Policy is governed by the laws of the jurisdiction where you reside, with specific provisions for compliance with GDPR (EU residents), CCPA (California residents), and Indian IT Rules (Indian residents). Any disputes will be resolved according to the dispute resolution procedures outlined in our Terms of Service.