Privacy Policy
AwakeDesk is an AI phone receptionist operated by CodeAlpha, LLC ("we", "us"), a Texas limited liability company. This policy explains what we collect, why, who we share it with, and how to make us delete it.
Two kinds of people appear in this policy and the difference matters throughout. A customer is a business that subscribes to AwakeDesk. A caller is a member of the public who telephones that business. We handle a caller's information on behalf of the business they called.
1. What we collect
| From customers | Name, business name, email, phone, billing details, and the configuration you enter: services, prices, staff, hours, holidays, and answers to common questions. |
|---|---|
| From callers | The calling phone number, the audio recording of the call where recording is enabled, a written transcript, a summary, and any details given in order to book — typically a name, a phone number, and the service wanted. |
| From your calendar | Busy and free times, and the appointments AwakeDesk creates, moves, or cancels on your behalf. See section 3. |
| Automatically | Call metadata such as time, duration, and outcome; log and diagnostic data; and usage counts we bill against. |
2. How we use it
- To answer calls, quote your real hours and prices, and book, reschedule, or cancel appointments.
- To send transactional text messages about a caller's own appointment, and only after they have consented (section 5).
- To show you a record of every call — recording, transcript, summary, and any message taken.
- To measure usage for billing, and to keep the service working, secure, and diagnosable.
We do not sell personal information, and we do not use call recordings, transcripts, or calendar contents to train machine learning models.
3. Google user data
If you connect Google Calendar, you grant AwakeDesk two permissions, and we ask for the narrowest pair that does the job:
calendar.readonly | To read busy and free times so the receptionist only offers slots you actually have, and to confirm the connection is still healthy. |
|---|---|
calendar.events | To create, move, and cancel the appointments a caller asks for. |
We deliberately do not request the full calendar scope, which
would additionally permit deleting entire calendars. We never do that.
AwakeDesk's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Google calendar data is used only to provide the scheduling features described above. It is not sold, not used for advertising, not used to train models, and not read by our staff except where you ask us to help with a specific problem or where the law requires it. Disconnecting Google Calendar in your dashboard revokes our access and deletes the stored credential; you can also revoke it at myaccount.google.com/permissions.
No calendar data reaches any AI provider
This is a property of how AwakeDesk is built, not only a promise. When we read
your calendar we call Google's freeBusy endpoint, which returns
nothing but the start and end times of your busy periods — no event
titles, no descriptions, no attendees, no guest email addresses, no locations.
Your calendar's contents never enter our system, so they cannot be
sent anywhere.
Those busy times are then used entirely on our own servers, where we subtract them from your opening hours and your existing bookings to work out which appointment times are genuinely open. The AI models that speak to your callers receive only that result — the handful of times we are offering. The single way your calendar influences the conversation is by causing a time to be left out of the list.
When we write to your calendar, the appointment details come from the phone call — the caller's name, number, and the service they asked for — and we only ever create, move, or cancel events that AwakeDesk itself made.
4. Call recording
Recording is a per-business setting and it is off until you turn it on. When it is on, the receptionist can be configured to say so at the start of the call. Recording laws differ by state, and some require every party to consent. You are responsible for choosing a setting that is lawful where you and your callers are; we give you the controls and the disclosure, but we cannot make that judgement for you.
5. Text messages and consent
A caller receives a text only after agreeing to one, either by ticking an unchecked box on a web form or by saying yes on the call after being told what they would receive, roughly how often, and how to stop. We store that consent with a timestamp, the exact wording used, and its source. Messages are transactional — a confirmation, a reminder, a change, a cancellation. We send no marketing texts and never use purchased or rented lists. Replying STOP ends messages immediately; HELP returns contact information. Message and data rates may apply.
6. Who we share it with
We use a small number of service providers, each for one job:
| Vapi | Runs the live voice conversation, and provides the receptionist's synthetic voice |
|---|---|
| Anthropic | The language model that understands the caller and decides what to say |
| Deepgram | Turns the caller's speech into text, through Vapi |
| DeepInfra | Post-call summarisation of transcripts |
| Twilio | Phone numbers, call delivery, and text messages |
| Calendar access, only where you connect it | |
| Backblaze B2 | Encrypted storage of recordings |
| Stripe | Subscription billing; we never see full card numbers |
The first four are AI providers. None of them receives any part of your calendar, for the structural reason given in section 3 — what they handle is the conversation, never your calendar.
We choose AI providers partly on their data terms, and we hold our own accounts with them so that those terms run to us directly. Anthropic's commercial terms state that customer content sent through their API is not used to train their models, and DeepInfra operates a zero-retention policy and does not train on what it is sent. Where a provider is reached through Vapi's platform rather than an account of ours, Vapi's terms govern, and those terms state that customer content is not shared with third-party services for their independent model training. We keep this list, and these statements, current.
We also disclose information where the law requires it, and to a successor if the business is sold — in which case this policy travels with the data.
7. Security
Traffic is encrypted in transit. Recordings are encrypted at rest. Credentials you connect, such as Google tokens, are encrypted with a key held per business, so they are never readable in plain form in our database, our logs, or our admin tools. Each business's records are isolated at the database level rather than only in application code.
8. How long we keep it
Recordings and transcripts are kept for the retention window configured on your account and then deleted; deletion is real, not a hidden flag. Booking and billing records are kept while your account is open and for as long afterwards as tax and accounting rules require. Close your account and we delete or anonymise the rest within 90 days.
9. Your choices
- Callers: reply STOP to any message to stop texts. To ask for a copy of, or deletion of, what we hold about you, email us — and tell us which business you called, since we hold your information for them.
- Customers: export or delete your data from the dashboard, or ask us and we will do it.
Depending on where you live you may have rights to access, correct, delete, or port your information, and to object to certain processing. We honour these regardless of where you live; we do not charge for it and we do not treat you differently for asking.
10. Children
AwakeDesk is a tool for businesses and is not directed at children under 13. We do not knowingly collect their information.
11. Changes
If we change this policy materially we will post the new version here and update the date above. Continuing to use AwakeDesk after that means the new version applies.
12. Contact
CodeAlpha, LLC — Texas, United States
mike@codealpha.io · (903) 617-7758