Privacy Policy

Last updated: March 26, 2026

1. Information We Collect

When you sign up for the CrewCall HQ waitlist or use our service, we may collect:

  • Name and email address (provided voluntarily on the waitlist form)
  • Phone number (optional, provided voluntarily)
  • Inbound call metadata (caller phone number, call duration, timestamp)
  • Voice transcriptions of calls made to your CrewCall HQ number
  • Documents you upload to train your AI assistant
  • Usage analytics (call volume, response times, feature usage)

2. How We Use Your Information

  • To provide and improve the CrewCall HQ service
  • To send you product updates and early access notifications (waitlist only)
  • To process and answer voice queries from your field crew
  • To generate usage analytics for your admin dashboard
  • To contact you about your account or support requests

We do not sell your data to third parties.

3. Data Storage & Security

Your data is stored on secure cloud infrastructure (Railway/Fly.io) and vector databases (Pinecone). Call transcriptions and document content are encrypted at rest and in transit. We retain call logs for 90 days by default; this is configurable on Enterprise plans.

4. Third-Party Services

CrewCall HQ uses the following third-party services to operate:

  • Twilio — voice call routing and phone number provisioning
  • OpenAI — speech-to-text transcription and answer generation
  • Pinecone — vector storage for document search
  • Cohere — document reranking
  • SendGrid — email delivery
  • Google Sheets — waitlist data storage (pre-launch)

Each provider has their own privacy policy governing data they process on our behalf.

5. Your Rights

You may request access to, correction of, or deletion of your personal data at any time by emailing us. We will respond within 30 days. If you are located in Canada, you have rights under PIPEDA. If you are in the EU/EEA, you have rights under GDPR.

6. Cookies

CrewCall HQ uses localStorage for waitlist form state. We do not use tracking cookies or third-party advertising cookies.

7. Changes to This Policy

We may update this policy as our service evolves. Material changes will be communicated via email to registered users. Continued use of the service after changes constitutes acceptance.

8. Contact

Questions about this policy? Email us at privacy@crewcallhq.com