Privacy Policy
Robots Helper – Protecting Your Privacy
Effective Date: July 17, 2025
Last Updated: December 10, 2025
Welcome to RobotsHelper (“we,” “our,” or “us”). Your privacy and the privacy of your customers (homeowners/tenants) is critical to our business. This Privacy Policy explains how we collect, process, and protect data when you use our AI Dispatching services, CRM integrations, and voice automation tools.
1. Introduction
RobotsHelper (“we,” “us,” “our”) provides AI-powered phone receptionist and dispatch services for contractors and service businesses. This Privacy Policy explains how we collect, use, and protect Personal Data when you:
- Visit our website
- Create an account
- Use our AI phone receptionist services
- Connect your CRM or third-party systems
- Allow callers to be routed through our telephony systems
We are a California-based company and comply with U.S. state privacy laws, including CCPA/CPRA, and, where applicable, GDPR for EU visitors. By using our services, you agree to this Privacy Policy.
2. Definitions
- Personal Data: Any information relating to an identified or identifiable individual, including callers.
- Caller Data: Audio recordings, transcripts, caller ID, and any information verbally provided by the caller.
- Processing: Any operation performed on Personal Data (collection, storage, analysis, etc.).
- Service: RobotsHelper AI receptionist and related systems.
- Controller (GDPR): Party that determines the purpose of processing.
- Processor: Party that processes data on behalf of a Controller.
When RobotsHelper processes Personal Data on behalf of your business (e.g., caller data), your business is the Data Controller, and RobotsHelper is the Data Processor.
3. Categories of Personal Data We Collect
a. Account Information (Business User Data)
When you create an account or use our services, we collect:
- Name
- Business name
- Email address
- Phone number
- Login credentials
- Billing information (processed via Stripe; we do not store full card numbers)
b. Caller Data (End-Customer Data)
When someone calls your business through our AI receptionist, we process:
- Caller name (if provided)
- Caller phone number
- Audio recordings
- Text transcripts
- Call metadata (duration, timestamp, routing)
- Appointment requests, job details, and other information provided by the caller
c. CRM & Integration Data
When you connect your CRM (e.g., ServiceTitan, Housecall Pro, Google Calendar), we may collect:
- Customer lists
- Work order details
- Booking history
- Addresses and service locations
- API tokens, keys, or credentials needed for integration
CRM credentials are encrypted in transit and at rest.
d. Automatically Collected Technical Data
- IP address
- Browser type
- Device type
- Cookies and analytics identifiers
- Usage logs
4. Purpose and Legal Basis for Processing
a. Purpose of Processing
- Provide and operate the AI receptionist service
- Route and record phone calls
- Transcribe and analyze caller requests
- Sync appointments and job details to your CRM
- Authenticate users and maintain accounts
- Process payments
- Improve AI accuracy and performance
- Detect fraud or misuse
- Comply with legal obligations
b. Legal Basis (GDPR)
- Contract performance — providing the AI receptionist service
- Legitimate interests — improving service quality, preventing fraud
- Consent — where required for call recording or AI training
- Legal obligation — record-keeping and compliance
5. Call Recording, Transcription & AI Training
We process audio recordings and transcripts to understand caller intent, book jobs or appointments, execute your business rules, and provide call analytics.
a. AI Training & Improvement
We may use de-identified and anonymized transcripts to train and improve our AI models. Identifiable caller data is never used for training. De-identification includes:
- Removing names
- Removing phone numbers
- Removing addresses
- Removing job-specific identifiers
- Scrubbing metadata
b. Opt-Out
Businesses can opt out of contributing anonymized data for AI training by contacting: support@robotshelper.com
c. No Sale of Personal Data
We do not sell Personal Data or caller lists.
6. Data Retention
- Call recordings: as configured in account settings
- Transcripts: same as recordings
- CRM-synced data: retained while integration is active
- Account data: retained until account closure or deletion
- Billing records: retained up to 7 years for tax purposes
7. Sharing Personal Data With Third Parties
We share data only with trusted service providers required to operate the service.
a. Telephony Providers
- Twilio
- Vapi
- Other similar providers
b. AI & Speech Providers
- OpenAI
- Anthropic
- Deepgram
c. Payment Processors
- Stripe
d. Hosting & Security
- Cloud hosting providers
- Database encryption services
e. International Transfers
Data may be transferred to the U.S. or other jurisdictions. For EU/UK individuals, transfers rely on standard contractual clauses (SCCs) or adequacy decisions where applicable.
8. Your Rights
a. California (CCPA/CPRA)
- Know what data we collect
- Request deletion
- Correct inaccurate data
- Opt out of data sharing for advertising
- Access a copy of your data
- Not be discriminated against for exercising rights
b. GDPR (EEA/UK)
- Access your data
- Request corrections
- Request deletion
- Restrict or object to processing
- Data portability
- Withdraw consent
- Lodge complaints with supervisory authorities
Requests can be sent to: support@robotshelper.com
9. Caller Notification
Your business must notify callers that calls may be recorded and handled by AI. RobotsHelper acts as the Data Processor for caller data.
10. Cookies & Tracking
We use cookies and analytics to maintain sessions, monitor usage, and improve the service. Visitors may control cookies through their browser settings.
11. Data Security
- Encryption in transit and at rest
- Secure API key storage
- Access controls and audits
- Multi-factor authentication (MFA) for admin systems
No system is 100% secure, but we use commercially reasonable measures to protect your information.
12. Children’s Privacy
Our services are not intended for individuals under 13. We do not knowingly collect data from children. If discovered, it will be deleted promptly.
13. Data Breach Notification
We will notify affected users as required by California law, other U.S. state laws, and GDPR where applicable.
14. Changes to This Policy
We may update this Privacy Policy occasionally. Significant changes will be communicated by email or via the dashboard.
15. Contact Us
For privacy concerns or data requests, contact: support@robotshelper.com