Privacy

Privacy Policy.

Version 1.8 · 4 November 2026 · Diaz Industries Incorporated, Coquitlam, British Columbia
For users in Quebec, the French version is the reference text. Version française
For users in Mexico, the Spanish version is the reference text. Versión en español

Cleartrill is operated by Diaz Industries Incorporated. This policy covers the businesses that use Cleartrill ("you") and the people who call or message your business ("callers"). Cleartrill is a business tool and is not directed to anyone under 18. If Cleartrill answered your call, the short version for callers is at If Cleartrill called you.

What we collect from you

• Your email address, business name, profession, country and region, business hours, website address and the answers you approve.
• Your mobile number, if you give it, so Cleartrill can ring you for test calls and urgent messages.
• Your coverage settings, including the private list of numbers that must always reach you directly. That list is used only to route calls and messages and is never shared.
• If you turn on Greet people by name in the Cleartrill app on your phone: the names and phone numbers saved in your phone's contacts, sent when you turn it on, then again when the app opens if they changed or a day has passed. From them Cleartrill keeps only a first name the assistant may say, the name you saved family and others close to you under (such as "Mom"), and each number as a code scrambled with a secret key, never the number itself. Cleartrill uses them only so your assistant greets those people by name on calls and texts to your business, and so your app can tell you who called; they are never sold and never used for anything else. Turning it off deletes them.
• If you connect Google Calendar, Cleartrill asks Google for permission to see when you are busy, to make a calendar named Cleartrill in your Google Calendar and add the appointments the assistant books to it, and to show the email of the Google account you connected. That is all it does with your calendar. It checks whether a time is free before it books, it creates the appointment in the Cleartrill calendar, and it shows you that the connection is on. It never reads the details of your events, never changes your other calendars, never shares your calendar data with anyone, never uses it for advertising, and never uses it to train AI models. The access token Google gives us is encrypted at rest and deleted when you disconnect the calendar or delete your account (after a disconnection we keep only the Cleartrill calendar's identifier, so that connecting again uses the same calendar). The Cleartrill calendar and its appointments stay in your Google Calendar, where you can delete them. Cleartrill's use of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements.
• If you choose Your Voice, your signed consent and the recordings you make for it.
• If you subscribe, your billing details are held by our payment processor, Stripe. We never see your full card number.
• If you register your business for US texts: what US mobile carriers require to register it, that is the business's legal name and the name its customers know, its EIN (or, for a sole proprietor, your name and US mobile number), its industry, address, phone number, website and business email. We share these details only with our messaging carrier, which submits them to The Campaign Registry, the registry US mobile carriers use, and through it to the carriers that review the registration. A sole proprietor's mobile receives a text with a code to confirm it. The EIN is encrypted in our database and the app shows only its last 3 digits. When you delete your account, we delete these details; our messaging carrier and the registry keep their own record of the registration under their rules.
• Technical records: the time and IP address of sign-ins and of acceptances of the terms, and logs needed to run the service.

What we collect from callers

The name, number, address and request a caller gives, and a recording and transcript of the call. Texts and WhatsApp messages sent to your business, and the replies, when you turn those channels on. The assistant says that the call is recorded at the start of every call.

Why we use it

To answer your calls, texts and WhatsApp messages the way you approved; to take messages and book appointments; to send you reports and urgent notices; to keep spam and scams away from you (your Block list, and calls and texts that look like spam); and to run your free trial and, if you subscribe, your plan. We do not sell information. We do not use recordings, transcripts or messages, yours or your callers', to train AI models. Cleartrill makes no automated decision about a person with legal or similar effects; booking a time is not one.

Website visits

Our website counts its visits with Vercel Web Analytics. It uses no cookies, stores nothing on your device and keeps no personal information; it tells us which pages are opened and which site a visitor came from, in totals. Nothing from the app, your calls or your texts is part of it.

Who helps us run the service

Our hosting and database providers; telephony and messaging carriers for numbers, calls and texts; a voice provider that runs the calls; AI model providers for the call assistant, texts and the Help assistant; speech-to-text providers; providers of the assistant's voices and of Your Voice; our payment processor; our email provider; your calendar provider, if you connect one; and our app notification service. Each receives only what it needs to do its part, under contract. Most of these providers process data in the United States. So your information and your callers' information are stored and processed outside Quebec, in British Columbia and the United States, under contracts that require adequate protection.

Our team gets a copy of each email Cleartrill sends you, or only a notice when the email carries your callers' information or a sign-in code. We use it to keep the service running.

Who owns the recordings

You do. Recordings and transcripts of your callers belong to your business. Cleartrill processes them for you, keeps them for the period below, and deletes them on your request.

How long we keep it

• Calls (recordings, transcripts and summaries) and texts and WhatsApp messages: 90 days, then deleted, including the copy at our voice provider. You can delete a call sooner with Delete this call.
• Spam: 30 days, then deleted. The record of recent calls used to spot repeated calls: 7 days.
• Your account data: for as long as you have an account. When you delete your account, everything is deleted within 30 days, including the copies of your calls at our voice provider. We keep only the record of your acceptance of the terms (version, language, date), the billing records tax law requires, and our team's copies of the account emails Cleartrill sent you (never your callers' information).
• Your Voice copy: deleted within seven days of revoking your consent.
• Greet people by name: until you turn it off or delete your account. Each time the app sends your contacts, what Cleartrill kept is replaced, so a contact you delete from your phone is forgotten.

Your rights

You can see, correct, export or delete your information at any time from Settings in the app, or by writing to us. Callers can exercise their rights through you or through us. We answer within 30 days. You can also withdraw a consent you gave. For a complaint, write to our person in charge of the protection of personal information; we answer within 30 days. You can also complain to the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia. In Quebec, if our answer does not satisfy you or we do not answer in time, you can take the disagreement to the Commission d'accès à l'information within 30 days.

Confidentiality incidents

If a confidentiality incident creates a real risk of significant harm (in Quebec, a risk of serious injury), we promptly tell the people affected, the Commission d'accès à l'information in Quebec and any other regulator the law names. We record every incident in a register.

Where we are governed

The British Columbia Personal Information Protection Act and Canada's PIPEDA govern this policy. For personal information about people in Quebec, Quebec's Act respecting the protection of personal information in the private sector also applies. A Spanish aviso de privacidad will accompany Cleartrill in Mexico.

Changes

When this policy changes, the version and date at the top change, and we tell you in the app before the new version applies to you.

Contact

Our person in charge of the protection of personal information can be reached at support@cleartrill.ai with "Privacy" in the subject line.

Diaz Industries Incorporated, Coquitlam, British Columbia. support@cleartrill.ai