Callhaven — Privacy Policy
Last Updated: September 25, 2026
This Privacy Policy explains how Callhaven ("Callhaven," "we," "us," or "our") collects, uses, stores, and discloses personal information in connection with our website, software, and AI-powered voice receptionist services (collectively, the "Service").
This Privacy Policy should be read together with our Terms of Service and, where applicable, our Data Processing Agreement.
1. Scope
This Privacy Policy applies to information processed by Callhaven in connection with:
- Callhaven account registration;
- use of the Callhaven dashboard;
- configuration and operation of AI voice receptionists;
- telephone calls handled through the Service;
- appointment and call-management features;
- customer support; and
- our website and related services.
Where Callhaven processes information on behalf of a business Customer, that Customer may determine the purposes and means of processing. In those circumstances, the Customer may be the applicable controller or business, while Callhaven acts as a processor or service provider to the extent provided by applicable law and agreement.
2. Information We Collect
2.1 Business Account Information
When a business creates an account, we may collect: name; email address; business name; business address; business telephone number; business hours; service-area information; account credentials; AI receptionist configuration; emergency instructions; appointment settings; and other information provided by the Customer.
2.2 Billing Information
Payments may be processed by Paddle.com or another payment processor. Callhaven does not intentionally store complete payment-card numbers. We may receive information such as transaction identifiers, subscription status, billing status, payment method type, and limited billing information necessary to administer the Customer's subscription. Paddle may process payment information under its own applicable privacy notice and terms.
2.3 Caller Information
When a caller interacts with a Callhaven-powered AI receptionist, the Service may collect information provided during the call, including: name; telephone number; service address; property type; description of the requested service; appointment information; information concerning potential emergencies; preferences or instructions provided by the caller; and other information voluntarily provided during the conversation.
The business using Callhaven is generally responsible for determining what caller information it needs to collect and how that information is used for its business purposes.
2.4 Call and Voice Data
Depending on the Customer's configuration and applicable Service features, we may process: audio recordings; call transcripts; call summaries; call duration; call time and date; caller and destination telephone numbers; call status and outcome; appointment information; emergency flags; AI-generated outputs; and other technical metadata associated with a call.
Call recordings and transcripts may be processed by third-party voice AI or telecommunications providers used to operate the Service.
3. How We Use Information
We may use personal information to: provide and operate the Service; answer and route calls; generate transcripts and summaries; carry out Customer-configured functions; create and manage appointments; identify and flag potential emergency situations; maintain Customer accounts; process billing and subscriptions; provide customer support; monitor and maintain system performance; detect and prevent fraud, abuse, and security incidents; troubleshoot and debug technical problems; comply with legal obligations; enforce our agreements; and improve the security, reliability, and functionality of the Service.
We do not sell personal information.
Where we process Customer Data on behalf of a Customer, we process that information in accordance with the Customer's instructions and applicable contractual and legal requirements.
4. AI Processing
Callhaven uses artificial intelligence and machine-learning technologies to provide conversational voice services, including processing voice communications, generating transcripts, identifying information from conversations, producing summaries, and performing Customer-configured functions.
AI-generated outputs may contain errors. Callhaven does not guarantee that AI-generated transcripts, summaries, classifications, emergency flags, appointment information, or other outputs are complete or accurate.
Callhaven does not itself use Customer call content to train or fine-tune AI models. Our voice AI subprocessor (Retell AI) may, under its own applicable terms, use aggregated and de-identified data derived from Service usage to operate, improve, and develop its own platform. Retell AI's current terms and policies govern the precise scope of this use; we encourage Customers with specific concerns to review Retell AI's published privacy policy and terms directly. Retell AI also offers data retention and PII-handling controls; whether and how Callhaven has configured these for your account is confirmed in your service documentation or upon request, rather than guaranteed uniformly by this Policy.
Callhaven may process Customer Data as reasonably necessary to provide, secure, maintain, support, and improve the Service, as described in this Privacy Policy and the applicable Terms. Such operational processing — including debugging, security monitoring, analytics, and service support — does not mean that Callhaven uses Customer call content to train or fine-tune AI models.
5. Service Providers and Subprocessors
We use third-party service providers to operate Callhaven. These may include: Retell AI — voice AI and call-processing infrastructure; Twilio (via Retell) — underlying telephony/carrier infrastructure; Supabase — database and backend infrastructure; Vercel — application hosting, deployment infrastructure, and basic analytics; Paddle — payment processing and Merchant of Record services; and other telecommunications or infrastructure providers necessary to provide the Service.
Third-party providers may process personal information only as reasonably necessary to provide their services to Callhaven, subject to their applicable contractual and legal obligations.
Retell states that it may act as a service provider processing communications data on behalf of customers and may process voice recordings, transcripts, summaries, and call metadata.
We may add or replace subprocessors as the Service evolves. Where required by applicable law or contract, we will provide appropriate notice of material changes. A current subprocessor list is available at Subprocessor List.
6. Legal Bases for Processing
Where applicable data-protection law requires a legal basis for processing, the applicable basis may include: performance of a contract; compliance with a legal obligation; legitimate interests, where those interests are not overridden by applicable rights; consent, where consent is required and obtained; or another lawful basis permitted by applicable law.
7. Customer Responsibilities
Customers using Callhaven are responsible for: providing legally required notices to their callers; obtaining any required consent for call recording or transcription; ensuring that caller information is collected and used lawfully; configuring the AI receptionist appropriately; determining appropriate retention periods for their business; responding to applicable privacy requests from their customers; and complying with applicable federal, state, local, and international privacy and telecommunications laws.
Callhaven does not provide legal advice regarding Customer compliance.
8. Call Recording and Transcription
Call recording and transcription may be enabled as part of the Service. Where applicable, callers may receive an automated disclosure that a call may be recorded or processed. The Customer is responsible for determining whether additional notice or consent is required and for configuring its use of the Service accordingly.
Call recording laws differ by jurisdiction. Customers should obtain appropriate legal advice regarding their obligations where necessary.
9. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, applicable agreements, and legal obligations.
For active Customers, account and call data may be retained while necessary to provide the Service. Following cancellation or termination, Callhaven may retain Customer Data for up to 30 days to allow account recovery or reactivation.
After the applicable retention period, information will generally be deleted or anonymized, except where retention is required or reasonably necessary for: legal obligations; accounting; tax purposes; dispute resolution; security; fraud prevention; enforcement of agreements; or establishment, exercise, or defense of legal claims.
We may retain aggregated or de-identified information that no longer reasonably identifies an individual.
10. Data Security
We use reasonable technical and organizational measures designed to protect personal information, including: authentication and access controls; logical separation of Customer data; least-privilege access; encrypted transmission where appropriate; monitoring and logging; secure infrastructure provided by our service providers; and procedures designed to identify and respond to security incidents.
No method of transmission, processing, or storage is completely secure. We therefore cannot guarantee absolute security.
In the event of a security incident that we determine has resulted in unauthorized access to Customer Data, we will notify affected Customers without undue delay and in accordance with applicable law, providing information reasonably available to us about the nature of the incident and any steps we recommend Customers take.
11. Data Rights and Requests
Depending on applicable law, individuals may have rights concerning their personal information, including rights to: access information; request correction; request deletion; request restriction of processing; object to certain processing; request portability; or withdraw consent where processing is based on consent.
If your information was collected by a business using Callhaven, you should generally contact that business first because that business may determine the purposes for which your information was collected and used.
You may also contact Callhaven regarding privacy requests at: mg4973663@gmail.com (temporary — will move to support@callhaven.net once domain is set up)
We may need to verify your identity before processing certain requests. We will respond to valid requests in accordance with applicable law.
12. California Privacy Rights
If California privacy law applies to our processing of your personal information, you may have additional rights provided by applicable law, potentially including rights to know/access, correct, delete, opt out of certain uses or disclosures, and receive equal treatment for exercising applicable privacy rights.
Where Callhaven acts as a service provider or contractor on behalf of a business Customer, the Customer may be responsible for responding to applicable consumer requests, and Callhaven will provide assistance as required by applicable law and contract.
We do not sell personal information. We do not knowingly use or disclose personal information for purposes inconsistent with our contractual obligations as a service provider.
For California privacy requests, contact: mg4973663@gmail.com (temporary — will move to support@callhaven.net once domain is set up)
13. International Data Transfers
Callhaven and its service providers may process and store personal information in the United States and other jurisdictions where our service providers operate. Those jurisdictions may have data-protection laws that differ from the laws of your country. Where applicable law requires a specific transfer mechanism or additional safeguards, we will use legally recognized mechanisms appropriate to the relevant transfer.
14. Children's Privacy
Callhaven is a business-to-business service and is not directed to children. We do not knowingly collect personal information directly from children for the purpose of providing the Service. If you believe that a child has provided personal information to Callhaven inappropriately, please contact us at mg4973663@gmail.com (temporary — will move to support@callhaven.net once domain is set up).
15. Cookies and Similar Technologies
Our website and dashboard may use cookies, local storage, analytics technologies, and similar technologies necessary to provide, secure, analyze, and improve the Service. Where required by law, we will request consent before using non-essential cookies or similar technologies.
16. Business Transfers
If Callhaven is involved in a merger, acquisition, financing, restructuring, sale of assets, or similar transaction, personal information may be transferred as part of that transaction, subject to applicable confidentiality and data-protection requirements.
17. Legal Disclosures
We may disclose information where reasonably necessary to: comply with applicable law or legal process; respond to lawful requests from government authorities; enforce our agreements; investigate fraud or abuse; protect the security of the Service; or protect the rights, property, or safety of Callhaven, our Customers, callers, or other persons.
18. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make material changes, we will provide notice through reasonable means where required by applicable law. The updated Privacy Policy will become effective on the date stated at the beginning of the updated policy.
19. Contact
Questions, privacy requests, or concerns regarding this Privacy Policy may be sent to: mg4973663@gmail.com (temporary — will move to support@callhaven.net once domain is set up)
Callhaven
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