Dialfyne is an AI automation agency headquartered in Vancouver, Washington. This Privacy Policy explains how we collect, use, disclose, and protect personal information about Visitors to dialfyne.com, Clients who purchase or use our services, and End Users — prospects, customers, and contacts of our Clients who interact with AI systems we deploy on our Clients' behalf.
1Introduction
Dialfyne ("Dialfyne," "we," "us," or "our") is an AI automation agency headquartered in Vancouver, Washington. We provide AI Voice Agent services, AI Role Play for Sales training, and AI Automation systems for small and mid-sized businesses ("Clients") across the United States.
This Privacy Policy explains how we collect, use, disclose, and protect personal information about:
- Visitors to dialfyne.com
- Clients who purchase or use our services
- End Users — prospects, customers, and contacts of our Clients who interact with AI systems we deploy on our Clients' behalf
Please read this policy carefully. By using our website or services, you agree to the practices described here.
2Information We Collect
2.1 Information You Provide Directly
When you visit our website, request a consultation, or become a Client, we may collect:
- Name, business name, email address, phone number, and mailing address
- Job title and role
- Information submitted through contact forms, audit request forms, or booking tools
- Communications you send us via email, phone, or chat
2.2 Information Collected Through Our Services
When we deploy AI systems on behalf of our Clients, we may collect information about End Users, including:
- Voice data and call recordings: Our AI Voice Agent answers inbound calls on behalf of Clients. Calls are recorded, transcribed, and logged. Callers are notified of recording at the start of each call in compliance with applicable state law.
- Contact information: Name, phone number, email address, and inquiry details captured during AI Voice Agent interactions.
- Appointment and scheduling data: Dates, times, and service type information submitted during AI-assisted booking flows.
- Email and SMS interaction data: Content and metadata from outbound and inbound emails and text messages sent through automated follow-up systems we operate on behalf of Clients.
- CRM data: Lead status, interaction history, and notes logged into Client CRM systems through automation workflows.
- Form submission data: Information submitted through web forms integrated with Client automation systems.
2.3 Information Collected Automatically
When you visit dialfyne.com, we automatically collect:
- IP address and approximate geographic location
- Browser type, device type, and operating system
- Pages visited, time on site, and referring URLs
- Interaction data (clicks, scrolls, form engagement)
- Cookie identifiers and tracking pixels (see our Cookies Policy)
2.4 Information From Third Parties
We may receive information about you from:
- Website intelligence tools: Our website uses visitor identification technology to recognize business visitors and enrich contact data for sales outreach purposes.
- Google Ads: Conversion tracking data from Google Ads campaigns.
- Stripe: Payment processing records. We do not store full payment card numbers. Stripe's privacy policy governs payment data.
- Client-connected integrations: When Clients connect their calendar, CRM, or other business systems to our automation workflows, we process data from those platforms as directed by the Client.
3How We Use Your Information
We use personal information for the following purposes:
To provide and operate our services
- Deploying, maintaining, and improving AI Voice Agents, Role Play platforms, and automation systems
- Booking appointments, sending follow-up communications, and logging leads on behalf of Clients
- Processing payments through Stripe
To communicate with you
- Responding to inquiries and consultation requests
- Sending onboarding, support, and account communications
- Sending service updates, invoices, and policy notices
To market our services
- Identifying prospective Clients through website visitor tracking (Apollo.io)
- Running and measuring paid advertising campaigns (Google Ads)
- Sending outbound sales emails or messages to business contacts identified as potential Clients
To improve our services
- Analyzing call recordings and interaction data to improve AI performance
- Monitoring system performance and diagnosing technical issues
- Conducting internal research and product development
To comply with legal obligations
- Complying with applicable federal and state law, including call recording disclosure requirements
- Responding to lawful requests from government authorities
4Call Recording and Voice Data
Our AI Voice Agent records all calls it handles on behalf of Clients. We comply with applicable state call recording laws as follows:
- In one-party consent states, calls are recorded with the consent of the AI agent acting on behalf of the Client.
- In two-party (all-party) consent states, including California, callers are notified of recording at the start of each call before any substantive conversation begins.
Call recordings and transcripts are:
- Stored securely and accessible to the Client and Dialfyne
- Used to generate call summaries, train AI performance, and support Client operations
- Retained for a period of 12 months unless a Client requests earlier deletion or a longer retention period is contractually agreed
5Outbound Communications to End Users
When operating automation systems on behalf of Clients, Dialfyne may send emails, SMS messages, and voicemail drops to End Users (prospects and customers of our Clients). These communications are sent on behalf of and under the authority of the Client. The Client is responsible for ensuring they have appropriate consent to contact their prospects and customers under applicable law, including the Telephone Consumer Protection Act (TCPA) and CAN-SPAM Act.
If you have received a communication from a Dialfyne-powered system and wish to opt out, you may:
- Reply STOP to any SMS message
- Click the unsubscribe link in any email
- Contact the business that originally collected your information
7California Privacy Rights (CCPA)
If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA):
- Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you, the sources of that information, the purposes for collection, and the categories of third parties with whom we share it.
- Right to Delete: You may request deletion of personal information we have collected about you, subject to certain exceptions.
- Right to Correct: You may request correction of inaccurate personal information we maintain about you.
- Right to Opt Out of Sale or Sharing: We do not sell personal information. We do share certain data (such as website identifiers) with advertising platforms including Google Ads. California residents may opt out of this sharing by adjusting their cookie preferences or contacting us.
- Right to Limit Use of Sensitive Personal Information: We collect voice recordings, which may constitute sensitive personal information under California law. You may request that we limit the use of this data to purposes necessary to provide our services.
- Right to Non-Discrimination: We will not discriminate against you for exercising any of these rights.
To submit a California privacy request, contact us at: dennis.kaczmarowski@dialfyne.com
We will respond within 45 days of receiving a verifiable consumer request. We may need to verify your identity before processing your request.
8Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this policy, including:
- Client account data: Duration of the Client relationship plus 3 years
- Call recordings and transcripts: 12 months from date of recording
- End User contact data: 24 months from last interaction, unless a Client requests deletion or extended retention
- Website analytics data: 26 months (Google Analytics default)
- Payment records: 7 years (for tax and accounting compliance)
9Data Security
We implement administrative, technical, and physical safeguards designed to protect personal information, including:
- Encrypted data transmission (TLS/HTTPS)
- Encrypted data storage via Supabase
- Access controls limiting data access to authorized personnel
- Regular security reviews and vendor assessments
No security measure is perfect. In the event of a data breach that creates a material risk to your rights, we will notify affected parties as required by applicable law.
10Children's Privacy
Our services are intended for business use and are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us and we will delete it promptly.
11Links to Third-Party Sites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies independently.
12Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify Clients directly. Continued use of our services after changes take effect constitutes acceptance of the updated policy.
13Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, contact us at: