Privacy Policy

Last updated: April 27, 2026

This Privacy Policy explains how NolaCalls ("Nola," "we," "us," or "our") collects, uses, shares, and protects information when you use our AI receptionist service ("Service") or visit our website at nolacalls.com.

This policy covers two types of individuals: Subscribers (plumbing businesses that use the Service) and Callers (people who call a phone number answered by the Service).

1. Introduction & Scope

Nola provides an AI-powered phone receptionist service for plumbing businesses. When a caller reaches a subscriber's phone number, the call may be forwarded to our AI receptionist, which answers, qualifies, and schedules appointments on behalf of the subscriber.

We process caller data on behalf of our subscribers. Subscribers are the data controllers of their caller data. Nola acts as a data processor.

2. Information We Collect

From Subscribers

Category	Examples
Identity & contact	Name, email, phone number
Business information	Business name, hours, services, service area, dispatch fee
Emergency contacts	Primary and backup emergency phone numbers
Payment information	Processed by Stripe. We do not store credit card numbers.
Account data	Login credentials, preferences, settings

From Callers

Category	Examples
Voice & call data	Call recordings, voice audio, call duration, call timestamps
Transcriptions	AI-generated text transcripts of phone conversations
Personal information shared during call	Name, phone number, address, description of plumbing issue, appointment details
Phone metadata	Caller ID, phone number, carrier information

Automatically Collected

Category	Examples
Website analytics	IP address, browser type, pages visited, referral source
Device information	Operating system, screen resolution, device type

3. How We Collect Information

• Directly from subscribers: When you create an account, fill out our onboarding form, or contact us.
• From callers during AI interactions: When a caller speaks with the AI receptionist, the call is recorded and transcribed.
• Automatically: Through cookies and analytics tools when you visit our website.
• From third parties: Payment information from Stripe, phone carrier data from Twilio.

4. How We Use Information

• Service provision: To answer calls, generate transcripts, send notifications, and provide the core receptionist functionality.
• Service improvement: To improve AI accuracy, response quality, and reliability using deidentified and aggregated data.
• Communications: To send call summaries, account updates, and support responses.
• Billing: To process payments and manage subscriptions.
• Legal compliance: To comply with applicable laws, regulations, and legal requests.
• Security: To detect and prevent fraud, abuse, and security incidents.

We do not sell personal information. We do not use caller data for advertising or marketing purposes unrelated to the Service.

5. Call Recording & AI Processing

All calls handled by the AI receptionist are recorded and transcribed. The AI discloses this to callers at the beginning of each call.

• Recordings are used to generate transcripts, provide call summaries to subscribers, and improve the Service.
• Transcripts are generated automatically by AI and may contain errors.
• AI training: We may use deidentified call data (with all personally identifiable information removed) to train and improve our AI models. This data cannot be traced back to any individual caller or subscriber.
• Human review: In rare cases, authorized personnel may review call recordings for quality assurance or to investigate reported issues. This access is logged and subject to confidentiality obligations.

6. Information Sharing & Disclosure

We share information only in the following circumstances:

• With subscribers: Caller data (recordings, transcripts, contact details) is shared with the subscriber whose phone number was called. This is the core function of the Service.
• Service providers: We use third-party services to operate the Service, including:
  • Retell AI (voice AI processing)
  • Twilio (telephony and SMS)
  • Stripe (payment processing)
  • Netlify (website hosting)
  • Tally (form collection)
  These providers process data on our behalf and are bound by their own privacy policies and data processing agreements.
• Legal requirements: When required by law, court order, subpoena, or governmental request.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred to the successor entity.
• With consent: When you have given explicit consent to share information.

We do not sell personal information to third parties.

7. Data Retention

Data type	Retention period
Subscriber account data	Duration of subscription + 30 days
Call recordings	90 days from date of call
Call transcripts	Duration of subscription + 30 days
Payment records	As required by tax and financial regulations
Deidentified/aggregated data	Indefinitely (cannot identify individuals)

Upon cancellation of a subscription, subscribers have 30 days to download their data. After 30 days, all associated data is permanently deleted.

8. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption in transit (TLS 1.2+) and at rest (AES-256)
• Access controls and authentication for all systems
• Regular security monitoring and audit logging
• Confidentiality obligations for all personnel with data access

No system is perfectly secure. While we strive to protect your data, we cannot guarantee absolute security. You are responsible for safeguarding your account credentials.

9. Your Rights (California / CCPA)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to know: Request information about the personal information we have collected about you.
• Right to delete: Request deletion of your personal information, subject to certain exceptions.
• Right to correct: Request correction of inaccurate personal information.
• Right to opt out: We do not sell personal information, so no opt-out is necessary.
• Right to non-discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise these rights, contact us at hello@nolacalls.com. We will respond within 45 days.

For callers: Because we process caller data on behalf of our subscribers (the data controllers), callers should direct privacy requests to the plumbing business they called. If you contact us directly, we will work with the relevant subscriber to fulfill your request.

10. Caller Rights & Consent

When a caller reaches the AI receptionist, they are notified at the beginning of the call that they are speaking with an AI assistant and that the call may be recorded. By continuing the call after this disclosure, callers consent to AI interaction and call recording. Callers who do not consent should hang up.

Callers have the right to:

• Hang up at any time to end the interaction and recording.
• Request a callback from a human by asking the AI.
• Contact the subscriber's business directly regarding how their data is used.

11. Children's Privacy

The Service is not directed at children under 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected data from a child under 13, we will delete it promptly. If you believe a child has provided us with personal information, contact us at hello@nolacalls.com.

12. Third-Party Services

Our website and Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing personal information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify subscribers of material changes by email or by posting a notice on our website. Changes take effect on the date posted unless otherwise stated. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

14. Contact

For questions about this Privacy Policy or to exercise your privacy rights, contact us at:

Email: hello@nolacalls.com