CallScribe

Privacy Policy

Effective Date: April 2, 2026

Last Updated: April 2, 2026

This Privacy Policy explains how App Empire LLC d/b/a CallScribe ("CallScribe," "we," "us," or "our") collects, uses, discloses, and retains personal information when you visit our websites, create an account, use our applications or APIs, communicate with us, or interact with calls, messages, and other workflows processed through the Service.

This Privacy Policy is intended for U.S. users. It is drafted to align with California-style privacy principles, but some rights and obligations apply only where required by applicable law.

1. Notice at Collection

At or before the point of collection, we may collect the following categories of personal information:

  • Identifiers and contact information — such as name, email address, phone number, company name, account username, and similar contact details.
  • Account and authentication information — such as login credentials, one-time passcode or verification data, account settings, and preferences.
  • Customer configuration and business information — such as phone numbers you provision or connect, routing rules, prompts, scripts, workflows, contact lists, and related configuration data.
  • Call and communication data — such as caller/callee phone numbers, timestamps, call duration, call status, recordings, voicemail, transcripts, summaries, dispositions, notes, and follow-up messages.
  • Payment and transaction information — such as subscription plan, billing status, invoices, and limited payment metadata. Payment card information is typically processed by our payment processor and not stored in full by us.
  • Device, usage, and log data — such as IP address, browser type, device identifiers, app events, error logs, security events, and similar technical data.
  • Support and correspondence — such as messages you send us, support tickets, survey responses, and feedback.
  • Inferences and derived data — such as summaries, classifications, call outcomes, sentiment indicators, or other derived metadata generated by the Service.

We collect this information to provide the Service, authenticate users, process and route calls, generate transcripts and summaries, maintain account and billing records, secure and improve the Service, provide support, and comply with law.

We do not sell or share personal information for cross-context behavioral advertising.

2. Sources of Personal Information

We collect personal information:

  • directly from you;
  • from users you authorize on your account;
  • from callers and others who interact with calls or messages processed through the Service;
  • automatically from devices, browsers, applications, and logs;
  • from service providers and integration partners acting at your direction;
  • from payment providers, telecom providers, identity providers, and similar vendors.

3. Call Content and Sensitive Information

Because CallScribe processes phone calls and related communications, call recordings, transcripts, and summaries may contain sensitive or confidential information depending on what you or your callers choose to say.

We do not ask users to submit sensitive information unless it is reasonably necessary for the Service or they choose to do so in connection with their use of the Service. Users are responsible for providing any notices and obtaining any consents required before recording, transcribing, analyzing, or otherwise processing call content through the Service.

4. How We Use Personal Information

We may use personal information to:

  • provide, operate, maintain, and improve the Service;
  • create and manage accounts;
  • authenticate users and prevent fraud or abuse;
  • provision and manage phone numbers, calling workflows, and related configurations;
  • process, store, and display calls, recordings, transcripts, summaries, and related outputs;
  • send transactional messages, service notices, support communications, and security alerts;
  • process payments, invoices, credits, refunds, and collections;
  • monitor performance, debug issues, maintain logs, and secure the Service;
  • comply with legal obligations and enforce our Terms;
  • develop analytics, reports, and service improvements using aggregated or de-identified data.

We do not use Customer Content such as call recordings and transcripts to train generalized AI models for other customers or unrelated third-party products, except as you expressly direct or separately agree.

5. How We Disclose Personal Information

We may disclose personal information to:

  • service providers and contractors that help us operate the Service, such as hosting, storage, observability, authentication, analytics, customer support, billing, and communications vendors;
  • telecom and messaging providers to route calls, provision phone numbers, or send messages;
  • AI and automation vendors to generate transcripts, summaries, classifications, or other outputs;
  • payment processors to process payments and related financial transactions;
  • professional advisors such as auditors, insurers, and legal counsel;
  • government authorities or other third parties when required by law, subpoena, court order, or to protect rights, safety, and security;
  • successors in a business transaction such as a merger, acquisition, financing, reorganization, or sale of assets;
  • others at your direction or with your consent.

We may also disclose aggregated or de-identified information that does not reasonably identify you.

6. Cookies, Analytics, and Similar Technologies

We and our service providers may use cookies, local storage, pixels, SDKs, and similar technologies to:

  • keep you signed in;
  • remember preferences;
  • understand site and product usage;
  • troubleshoot errors;
  • measure performance and security.

We do not use cookies or similar technologies for cross-context behavioral advertising.

7. Retention of Personal Information

We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide the Service, comply with legal obligations, resolve disputes, enforce agreements, and maintain security and audit records.

  • Account and profile information: for the life of the account and up to 2 years after closure.
  • Authentication and security records: up to 12 months or longer where needed for fraud prevention and security investigations.
  • Call metadata: up to 24 months.
  • Call recordings, transcripts, and summaries: until deleted by the customer, according to account settings, or up to 90 days after account termination, plus limited backup retention for up to 30 days.
  • Billing, invoices, and tax records: up to 7 years.
  • Support communications and feedback: up to 3 years.
  • De-identified or aggregated information: as long as it remains de-identified or aggregated.

8. Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information. No system is perfectly secure, and we cannot guarantee absolute security.

You are responsible for protecting your credentials, using strong authentication practices, and notifying us promptly if you suspect unauthorized access.

9. Your Choices and Rights

Depending on your location and applicable law, you may have rights to:

  • request access to personal information;
  • request correction of inaccurate personal information;
  • request deletion of personal information;
  • opt out of certain sales or sharing of personal information, if applicable;
  • limit certain uses of sensitive personal information, if applicable;
  • appeal or complain where permitted by law;
  • not receive discriminatory treatment for exercising privacy rights.

Even where a specific statute does not require it, we may choose to honor certain privacy requests in our discretion using a California-style workflow.

To submit a privacy request, contact us at:

We may need to verify your identity before responding. In some cases, we may deny a request where permitted by law, including where we cannot verify identity, must retain information for legal or security reasons, or the request is otherwise exempt.

10. California Privacy Disclosures

For California residents, and to the extent the California Consumer Privacy Act as amended applies, the following additional disclosures apply:

  • We may collect the categories of personal information listed in Section 1 of this Privacy Policy.
  • We collect personal information from the sources listed in Section 2.
  • We use personal information for the business and commercial purposes listed in Section 4.
  • We disclose personal information to the categories of recipients listed in Section 5.
  • We do not sell or share personal information as those terms are defined by California law.
  • We do not knowingly sell or share the personal information of consumers under 16 years of age.
  • To the extent we use or disclose sensitive personal information, we do so for purposes described in this Privacy Policy and as permitted by applicable law.

11. Automated Processing and AI Features

CallScribe uses automated processing and AI features to transcribe, summarize, classify, route, and generate outputs from communications and related inputs.

These features assist with the Service, but they may be inaccurate or incomplete. You are responsible for reviewing outputs before relying on them for important decisions.

If applicable law gives you additional rights regarding automated decision-making technology, we will provide the notices, disclosures, and choices required by law for the relevant use case.

12. Children's Privacy

The Service is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 through the public Service. If you believe a child has provided us personal information inappropriately, contact us at privacy@appirellc.com.

13. Business Customers Acting on Behalf of Others

If you use CallScribe for a business, team, or client, you are responsible for your own notices, permissions, instructions, and legal basis for submitting or processing personal information through the Service.

Where appropriate, we may act as a service provider, processor, or contractor on behalf of a business customer with respect to certain customer-submitted data, subject to our contracts with that customer.

14. U.S. Storage

The Service is intended for U.S.-based use. Personal information may be stored and processed in the United States and other locations where our service providers operate, subject to appropriate safeguards and contractual protections.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated version, revise the "Last Updated" date, and provide additional notice where required by law.

16. Contact Us

CallScribe
App Empire LLC
App Empire LLC, San Francisco, CA
privacy@appirellc.com
support@callscribe.co