Privacy

Who operates CallWhenReady

CallWhenReady is operated by Amaseno LLC, which is responsible for the personal information described on this page. For privacy questions or requests about your information, email hello@callwhenready.com. You can contact us even if you do not have an account, for example if you participated in a call arranged by someone else.

Information we use

• Your account: name, email address, verified callback number, sign-in identifier, language, currency and recording preferences.
• Your requests: the company or number to call, your short prompt, and any routing goal or reference number you provide.
• Call information: participants’ voices, live transcript, call status, timing, duration, connection outcome and, when saving is on, recordings and stored transcripts.
• Billing: plan, credits, payment status, transaction identifiers and limited saved-card details such as brand, last four digits and expiry. Stripe collects the payment card details.
• Security and support: sign-in and verification activity, technical errors, network information used to protect the service, and messages you send us.

Information comes from you, your chosen sign-in and payment services, our calling providers, and people on the call. Provide only the reference information needed to reach the right person. Do not put passwords, full card numbers or security answers in the call prompt.

Why we use it

We use this information to create your account, verify that you control your callback number, arrange the requested call, provide listening and transcripts, manage payments, respond to support requests, and prevent misuse.

Where data-protection law requires a legal basis, we rely on providing the service you request, our legitimate interests in operating and protecting the service, consent where required for optional processing, and applicable legal obligations. You can object to processing based on legitimate interests and withdraw consent for future processing where consent is the basis. Withdrawing consent does not affect earlier lawful processing. Without the account and callback details needed to make a call, we cannot provide that feature.

Calls, listening and recording

For new calls, recording, transcription and browser listening end when you and the company are connected. Saved audio covers the wait and handoff only. Earlier calls may retain their existing recordings until they expire or you delete them.

An automated voice agent navigates the company’s menu and waits for a representative. When the representative is ready, we call your verified number, ask whether you are ready, and connect you. The routing agent stops participating once you are connected; audio may continue to be processed for live transcripts and saved content according to your settings.

You can listen and follow the transcript from your signed-in dashboard. Live audio and transcription require our providers to process the conversation, including when saving is off.

Saving recordings and transcripts is on by default. Change Account management → Save call recordings and transcripts before starting a call. Each call keeps the setting it started with; changing your preference does not change a call already underway. When saving is off, we do not keep a replay recording or durable transcript in your CallWhenReady account. Your prompt, call status and billing records can still be retained.

When saving is on, the service tells the representative that the call is being recorded. A recording notice does not replace any consent required by applicable law. Only use recording where you are permitted to do so. The company you call may independently record or retain the conversation under its own policy.

What the company and other people receive

The company hears the routing information needed for your request, your chosen name when the service introduces the call, and anything you say after joining. Anyone participating in the phone call can hear the shared conversation. Call content is available in the account that arranged the call; it is not published in the company directory or shared with other CallWhenReady customers.

Information you choose to give the company, and any copy you download or share yourself, is outside CallWhenReady’s deletion controls.

Google sign-in

If you choose Google, we receive your Google account identifier, name and verified email address to sign you in. CallWhenReady requests identity permissions, not access to Gmail, calendars or contacts. You can review or revoke the connection in your Google Account connections. Revoking Google access does not itself delete your CallWhenReady account or past call records.

Service providers

We use providers to run the features you request. They receive the information needed for those functions:

• Amazon Web Services: hosting and storage for account, call and operational data in the United States.
• Twilio and telephone carriers: phone verification, call routing, phone numbers, call audio, connection records and recordings when enabled. See Twilio’s data privacy information.
• OpenAI: call audio, live text and the routing context needed for the automated agent and transcription. OpenAI states that API inputs and outputs are not used to train its models by default; provider processing and retention still apply. See OpenAI’s business data information.
• Stripe: payment and subscription processing, saved payment methods, billing identifiers and relevant account details. Full payment card numbers are entered on Stripe’s payment pages rather than stored in the CallWhenReady application. See Stripe’s privacy policy.
• Google: identity verification if you choose Google sign-in.
• Our email providers: IONOS for service email delivery and support correspondence, receive message addresses and contents needed to deliver or respond to that message.

Authorized operators may access information needed to provide support, resolve a failure, investigate abuse or meet a legal obligation. Routine administrator views omit call transcripts and full phone numbers, but the service is not end-to-end encrypted against its operator or providers. We may disclose necessary information to authorities where required by law or to protect people and the service.

Where information is processed

Our hosting is in the United States. Calling, AI, payment and email providers may process information in other countries. Privacy laws and protections may differ from those where you live. Where international-transfer rules apply, transfers require an appropriate legal mechanism and safeguards. Contact us for information about the arrangements applicable to your data.

Cookies and browser storage

We use essential cookies for sign-in, authentication security and administrator access, and browser storage to remember your display language and a requested return to the pricing page. We do not use advertising cookies, third-party advertising pixels or behavioral advertising on this site. Google and Stripe operate their own sign-in and payment pages under their policies. Blocking essential cookies can prevent sign-in from working.

How long we keep information

Recordings and transcripts

Available for seven days after a call ends, unless you delete them sooner. Access stops at expiry or deletion. Cleanup of provider and storage copies runs separately and may take longer if a provider is unavailable.

Account and call history

Account details and preferences remain while your account is active. Call requests, supplied references, outcomes and timing remain until you delete the call or account. The seven-day audio/transcript period does not automatically erase this history.

Payments, security and cleanup records

We retain limited transaction, usage, security and deletion records where needed to reconcile charges, prevent duplicate actions, finish cleanup, investigate misuse or meet legal obligations. These records are separate from your deleted conversation content.

Provider records, support and backups

Providers may retain their own communications, security or financial records under their policies and legal duties. Messages already delivered remain with their recipients. Restricted backups and support correspondence may remain after active-account deletion; we do not currently promise a fixed deletion period for these copies. Contact us for help with retained information.

Archiving changes where a call appears in the dashboard. It does not delete data or extend the recording/transcript retention period.

Your choices and rights

• Change your details: open Account management to update your name, preferences or callback number. A new callback number must be verified. Google-managed email addresses follow your Google identity.
• Delete a call: end it first, then choose Delete. Its content becomes unavailable and cleanup is scheduled.
• Delete your account: end active calls, then open Account management → Delete account. Sign-in access is revoked, account details are removed from active use, and related content and provider-resource cleanup is scheduled. Limited records described above may remain.
• Request help: email the privacy contact for access, correction, a copy of your information, deletion, restriction, an objection or withdrawal of consent, as applicable in your jurisdiction. We may need to verify your identity and protect other people’s information before responding.

You can raise a concern with the data-protection authority where you live or work where applicable law provides that right. You do not need an account to contact us about a call in which you participated.

Security

We use HTTPS, account access checks, protected sign-in sessions, separate administrator authentication, and limits on sensitive actions. These reduce risk; no system can guarantee that information will never be accessed or lost. Keep sign-in links and verification codes private, and contact us if you suspect unauthorized use.

Changes to this page

We update this page when our practices change. The date above identifies this version. Material changes will be explained through the service or an appropriate account notice, with additional consent requested where required.