Privacy Policy

1. Introduction

Trotline HQ ("we," "our," or "us") provides AI-powered voice call handling and messaging services (the "Service"). This Privacy Policy explains how we collect, use, store, and protect your information when you use our Service.

By using our Service, you agree to the collection and use of information as described in this policy.

2. Information We Collect

We collect the following types of information:

Account Information

• Business name and contact information
• Email address
• Phone numbers associated with your account

Call Data

• Voice recordings of calls processed through the Service
• Transcripts generated from voice recordings
• Caller phone numbers
• Call metadata (duration, timestamps, etc.)

SMS/Communication Data

• SMS messages sent and received through the Service
• Email notifications and summaries

Technical Data

• IP addresses and device information
• Browser type and version
• Usage logs and analytics

3. How We Use Your Information

We use your information to:

• Provide, operate, and maintain our Service
• Process and transcribe voice calls
• Send SMS summaries and notifications
• Improve and personalize your experience
• Communicate with you about service updates
• Comply with legal obligations
• Detect and prevent fraud or abuse

4. Information Sharing

We do not sell your personal information. We may share information:

• With service providers who assist in operating our Service (e.g., cloud hosting, AI processing, SMS delivery)
• With your consent when you authorize specific sharing
• For legal compliance when required by law, subpoena, or legal process
• To protect rights to enforce our terms or protect safety
• In business transfers in connection with mergers, acquisitions, or asset sales

We only share information as necessary to deliver the Service or as required by law.

5. Data Storage & Security

We use industry-standard technical and organizational security measures including:

• Encryption in transit (TLS 1.2/1.3)
• Encrypted data at rest (AES-256)
• Secure credential hashing
• Access controls and audit logs
• Regular penetration testing and monitoring

Despite these measures, no system can be guaranteed 100% secure. You use the Service at your own risk, but we maintain rigorous security protocols.

6. Data Retention

We retain data only as long as required to provide the Service and meet legal obligations.

• Voicemail audio: Retained for 90 days unless otherwise configured
• Transcript text & SMS summaries: Retained for 90 days
• Account & consent records: Retained for the duration of your account plus any legally required period (typically 4-6 years for TCPA/CTIA compliance)
• Log data: Retained for 12 months

You may request deletion of your data at any time (see Section 9).

7. Children's Privacy

Our Service is not intended for individuals under 18. We do not knowingly collect or store information from children.

8. International Users

If accessing the Service from outside the United States, you consent to the processing and storage of your data in the USA, where privacy laws may differ from your jurisdiction.

9. Your Rights & Choices

You have the right to:

• Access the data we store about you
• Request correction of inaccurate information
• Request deletion of your personal data
• Opt out of SMS communications using standard CTIA keywords
• Request a copy of your data

To exercise these rights, contact us at: contact@trotlinehq.com

10. Changes to This Policy

We may update this Privacy Policy periodically. When we do, we will revise the "Effective Date" above and notify you via email or SMS as required by law.

Your continued use of the Service constitutes acceptance of the updated Policy.