Privacy
Privacy Policy for TeleRespons
This Privacy Policy explains how TeleRespons processes personal data when we provide AI-assisted call handling, demo access, customer portals, employee portals, partner portals, mobile employee apps, SMS functionality, support and related services.
TeleRespons is operated by TeleRespons, Company Registration No. (CVR): DK26447399. Privacy questions can be sent to mail260515@telerespons.com.
1. What TeleRespons does
TeleRespons helps businesses answer incoming calls, collect caller messages, transcribe or summarize call content, match inquiries to relevant employees or departments and send structured notifications to the business.
2. Roles and responsibility
For company accounts, the customer is normally the data controller for personal data about its employees, callers and business contacts. TeleRespons processes this data to provide the service and acts as a processor or service provider where applicable.
3. Data we may process
We may process company details, contact names, e-mail addresses, telephone numbers, call metadata, call recordings, transcriptions, AI summaries, employee routing information, support messages, payment references, portal activity and technical or security logs. For the mobile employee apps, this can also include the employee account and company association, messages, notes, availability details, push tokens, installation identifiers, platform, app identifier and version, build number, environment and locale. Push tokens and installation identifiers are stored encrypted in the service, with a separate fingerprint used to manage registrations.
4. Purposes
Data is processed to create and manage accounts, operate demos and subscriptions, answer and route calls, provide the web and mobile employee portals, authenticate users and control authorised access, deliver push notifications to the correct device, provide support, maintain security, handle billing and improve the service.
5. AI and third-party providers
TeleRespons may use trusted third-party providers for hosting, telephony, SMS, payment processing, e-mail delivery, transcription and AI-assisted interpretation. Providers are used only where necessary for the service. The applicable provider, data flow, retention and data protection arrangements can depend on the service and configuration. Customers may contact TeleRespons for information about the provider categories relevant to their service.
6. Retention
We retain data only for as long as necessary for operation, support, billing, security, legal obligations and legitimate business purposes. Call audio recordings stored in the TeleRespons service are retained for a maximum of 30 days. A scheduled cleanup removes local recordings and marks them unavailable after that period, unless a documented preservation hold is active or another applicable retention obligation requires otherwise. Transcriptions, AI interpretations, call metadata and SMS logs may be retained for longer where necessary for operation, documentation, support, billing and security. Active mobile device registrations are kept while needed to deliver notifications and can be deactivated or revoked when a registration is deactivated, a token is reassigned or a provider reports that it is no longer valid. No fixed deletion interval is promised for these technical registration records. Customers may request deletion of data where applicable.
7. Employee mobile apps
This policy also applies to the TeleRespons employee apps for iPhone, iPad and Android. Employees use their company account to access call records, messages and contact information, manage call follow-up and update their profile and availability. Information submitted through these functions, including messages, notes and availability details, is transmitted to the TeleRespons service and associated with the employee account and company. We process it to provide the requested functions and control authorised access.
The employee app plays recordings of telephone calls handled by the TeleRespons service. It does not itself record microphone audio or upload audio recordings. The policy’s provisions concerning telephone recordings, transcription and AI interpretation continue to apply to the underlying call-handling service.
If push notifications are enabled, the app registers for notifications through the relevant platform service. On Apple devices, notifications are delivered through Apple Push Notification service (APNs). On Android devices, notifications are delivered through Firebase Cloud Messaging (FCM). TeleRespons processes the push token and the installation identifier used by the implementation, linked to the employee account and company, to deliver notifications to the correct device. Notification payloads contain the title and body needed for the notification and event or routing data needed to open the relevant view, such as an event ID, route, call ID, conversation ID or message ID. They do not contain call audio.
8. Privacy requests, rights and consent
Individuals may have rights to access, correct, delete, restrict or object to processing of their personal data, and to complain to a data protection authority. To request access, correction or deletion, contact mail260515@telerespons.com. If your employer or another TeleRespons customer controls the data, you may also contact that organisation. TeleRespons will assist with requests within its role and coordinate with the data controller where necessary. Some information may need to be retained to comply with legal obligations or other applicable retention requirements described in this policy.
Where processing is based on your consent, you may withdraw that consent by contacting us. Withdrawal does not affect processing that was lawful before withdrawal. You can disable push notifications in your device settings. Disabling push notifications does not itself delete your account or existing data.
9. Security and technical logs
TeleRespons uses technical and organisational measures to protect data, including access control, separation of environments, secure configuration and monitoring where relevant. We may create technical and usage records, including authentication and access events, application errors, notification delivery events, portal activity and security events. These records are used to operate and troubleshoot the service, protect accounts and systems, prevent misuse and document relevant security or service events. They may be retained for as long as necessary for these purposes, legal obligations and legitimate security needs. No service can guarantee absolute security.
10. International transfers
Where data is processed outside the EU/EEA or the United Kingdom, TeleRespons relies on appropriate transfer mechanisms such as contractual safeguards, adequacy decisions or other lawful bases.
11. Contact
Privacy questions can be sent to mail260515@telerespons.com.
