Privacy Policy

01Who we are

Talk Titan ("Talk Titan", "we", "us", or "our") is the company behind talktitan.ai and the AI voice services described on our site. This Privacy Policy explains how we collect, use, share, and protect information when you visit our website, sign up for the Services, or otherwise interact with us.

For the purposes of European data protection law (GDPR), the data controller for personal data about visitors to our website and Talk Titan customers is [LEGAL ENTITY NAME], located at [BUSINESS ADDRESS]. Contact details are at the end of this Policy.

02Scope & our roles

This Policy covers personal data we handle in two distinct roles:

As a controller

We act as a data controller for personal data about our website visitors, prospects, business customers (the people who buy Talk Titan), and people who contact us directly. We decide why and how that data is processed.

As a processor

We act as a data processor for personal data about the end-users of our customers — for example, the people who call your business and interact with your Talk Titan AI agent. Our customer (the business that bought Talk Titan) is the controller of that data. Our handling of it is governed by the Services agreement with that customer and not by this Policy. If you are an end-caller and have a privacy question about a specific business that uses Talk Titan, please contact that business directly.

03Information we collect

We collect personal data in the following categories:

We do not knowingly collect sensitive personal information (such as race, religion, biometric identifiers, or precise geolocation) and ask that you not submit such information to us through the Services.

04How we use information

We use the personal data we collect to:

• Provide the Services — set up your account, configure your AI agent, route calls, deliver transcripts, sync with your CRM and calendar.
• Process payments — bill your card, send invoices and receipts, manage subscriptions, recover failed payments.
• Communicate with you — respond to support requests, send service-related updates, share product announcements relevant to your subscription.
• Improve our products — analyze usage in aggregate, debug, fix issues, build new features. We do not use Customer Data captured by your AI agent to train shared models without your explicit consent (see Section 17).
• Security & abuse prevention — detect fraud, abuse, unauthorized access; enforce our Terms.
• Marketing — send newsletters and promotional content where permitted; you can opt out anytime.
• Legal compliance — comply with applicable law, respond to lawful requests, defend our rights.

05Call recording & AI processing

A core part of the Services is recording, transcribing, and analyzing phone conversations between our customers' AI agents and their callers. Call audio is processed by automated speech-recognition, language, and voice models to generate transcripts, qualify leads, and book appointments.

Important: our customers are responsible for ensuring that callers receive any disclosure or consent required by law before the call is recorded (including under federal and state two-party-consent recording laws and AI-voice disclosure rules — see our Terms, Section 9).

If you are an end-caller (you called a business that uses Talk Titan) and want to know how your call data is being handled, contact that business directly. They are the controller of that data; we are their processor.

06Legal bases for processing (GDPR)

If you are in the European Economic Area, the United Kingdom, or Switzerland, we process your personal data under one or more of the following legal bases:

• Contract (Art. 6(1)(b) GDPR) — to deliver the Services you signed up for and to fulfill our obligations to you under our Terms.
• Legitimate interests (Art. 6(1)(f) GDPR) — to operate, secure, and improve the Services; to communicate with our customers; to detect fraud and abuse. We balance these interests against your privacy rights and you may object at any time.
• Consent (Art. 6(1)(a) GDPR) — for marketing communications and optional cookies. You may withdraw consent at any time without affecting earlier processing.
• Legal obligation (Art. 6(1)(c) GDPR) — to comply with applicable law, including tax, accounting, and regulatory requirements.

07Cookies & similar technologies

We use cookies, pixels, local storage, and similar technologies on our website to:

• Strictly necessary — keep you logged in, remember your plan selection, secure the site against CSRF. These cannot be disabled.
• Analytics — understand how visitors interact with our pages so we can improve them. We use tools like Google Analytics and similar services. You can opt out.
• Advertising — measure the effectiveness of ads we run on platforms such as Google and Meta. You can opt out.

You can manage cookies through your browser settings or through any cookie banner we present. Disabling non-essential cookies may affect the functionality of certain features.

08How we share information

We share personal data only when necessary, and only with parties who are contractually bound to protect it. We do not sell personal data.

Service providers (subprocessors)

We share data with vendors who help us deliver the Services. These include:

• Cloud infrastructure — to host our application and your data securely.
• AI & voice providers — to power speech recognition, text-to-speech, and large language model components of our agents.
• Telecom carriers — to route inbound and outbound calls and messages.
• Payment processors — to charge your card and manage subscriptions.
• Email & CRM tools — to send transactional and marketing communications, and to manage support tickets.
• Analytics providers — to measure product and marketing performance.

A list of our material subprocessors is available on request at privacy@talktitan.ai.

Legal & safety

We may disclose personal data when we believe in good faith that disclosure is required by law (e.g., subpoena, court order, government request) or necessary to protect the rights, safety, or property of Talk Titan, our customers, or the public.

Business transfers

If we are involved in a merger, acquisition, financing, or sale of assets, personal data may be transferred to the successor entity. We will notify you of any such change and the resulting controller.

09How long we keep data

We keep personal data only as long as we need it for the purposes described in this Policy, to comply with our legal obligations, to resolve disputes, and to enforce our agreements. Specific retention periods include:

• Account & billing data — for the life of your account plus up to seven (7) years after closure, to comply with tax and accounting obligations.
• Customer call data (processor role) — according to the retention settings you choose in your account, or as required by our agreement with you. Default retention is described in your customer dashboard.
• Marketing data — until you unsubscribe or for up to three (3) years of inactivity, whichever comes first.
• Website analytics — typically up to 26 months, depending on the tool.
• Support communications — up to three (3) years after resolution.

When data is no longer needed, we delete it or anonymize it so it can no longer be associated with you.

10How we protect data

We use industry-standard administrative, technical, and physical safeguards designed to protect personal data, including:

• Encryption in transit using TLS 1.2 or higher for all connections to our website and APIs.
• Encryption at rest for stored data, including call recordings and transcripts.
• Role-based access controls so only authorized staff can access sensitive systems.
• Audit logging of administrative and security-sensitive actions.
• Regular security reviews of our infrastructure and dependencies.
• Vendor due diligence for any third party that processes data on our behalf.

No system is perfectly secure. In the event of a security incident that affects your personal data, we will notify you in accordance with applicable law.

11International data transfers

Talk Titan is based in the United States, and our infrastructure and subprocessors may store and process personal data in the United States and other countries. If you are accessing our Services from outside the United States, your information may be transferred to, stored, and processed in countries whose data protection laws may differ from those in your country.

For transfers from the European Economic Area, the United Kingdom, or Switzerland to the United States or other countries, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses (SCCs) and equivalent UK and Swiss data transfer mechanisms.

12Your rights

Depending on where you live, you may have some or all of the following rights regarding your personal data:

• Access — request a copy of the personal data we hold about you.
• Correction — request that inaccurate or incomplete data be corrected.
• Deletion — request that we delete your data, subject to legal obligations to retain it.
• Portability — receive your data in a structured, machine-readable format and transmit it to another controller.
• Objection — object to processing based on our legitimate interests or for direct marketing.
• Restriction — ask us to limit how we process your data in certain circumstances.
• Withdraw consent — for processing based on consent, withdraw consent at any time.
• Lodge a complaint — with your local data protection authority if you believe we have violated your rights.

To exercise these rights, email privacy@talktitan.ai. We will respond within the timeframes required by applicable law (typically 30 days). We may need to verify your identity before fulfilling the request. We will not discriminate against you for exercising any of these rights.

13California rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA) provide additional rights. In the 12 months preceding the effective date of this Policy:

• Categories of personal information collected: identifiers (name, email, IP), commercial information (purchase history), internet activity, audio recordings (from calls processed via our customers' agents), professional information (business name), and geolocation derived from IP.
• Sources: directly from you, automatically when you use our website or Services, and from our service providers (e.g., payment processor).
• Business purposes: providing the Services, billing, security, communications, marketing, analytics, legal compliance — as described in Section 4.
• Categories disclosed for a business purpose: identifiers, commercial information, internet activity, and audio recordings — disclosed to subprocessors described in Section 8.
• Categories "sold" or "shared": we do not sell personal information for money. However, we use certain advertising/analytics tools (e.g., Google, Meta) that may constitute "sharing" for cross-context behavioral advertising under CPRA.

Right to opt out of "sale" or "sharing"

You can opt out by emailing privacy@talktitan.ai or by enabling the Global Privacy Control (GPC) signal in your browser. We honor GPC signals.

Right to limit use of sensitive personal information

We do not use sensitive personal information for purposes that would require us to offer a "Limit Use" option under CPRA. If this changes, we will update this Policy.

Authorized agent

You may use an authorized agent to submit privacy requests on your behalf. We will require proof of your authorization.

Shine the Light

California Civil Code § 1798.83 permits California residents to request information about disclosures to third parties for direct marketing purposes. We do not share personal data with third parties for their direct marketing purposes.

14Other US state rights

Residents of Colorado, Connecticut, Delaware, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, Virginia, and other US states with comprehensive privacy laws may have similar rights to access, correct, delete, port, and opt out of targeted advertising and certain profiling, subject to state-specific exceptions.

To exercise any of these rights, email privacy@talktitan.ai with the state you reside in and we will route your request appropriately. If we deny a request, you may have a right to appeal; instructions for appealing will be included in our denial response.

15Children's privacy

The Services are not directed to children under the age of 16, and we do not knowingly collect personal data from children under 16 in our role as a controller. If we learn that we have collected personal data from a child under 16 without verifiable parental consent, we will delete it as soon as possible. If you believe a child has provided us personal data, please contact privacy@talktitan.ai.

16Do Not Track & Global Privacy Control

Browsers can transmit a "Do Not Track" (DNT) signal. Because there is no industry consensus on how to honor DNT, we do not respond to it. However, we do honor the Global Privacy Control (GPC) signal as an opt-out preference signal for the "sale" or "sharing" of personal information under California and other state laws.

17AI model training

We may use de-identified, aggregated technical metadata (such as latency metrics, error rates, transcription accuracy aggregates) to improve the Services. This data does not identify any individual caller or business.

If we ever change this policy to allow AI training on customer data, we will give affected customers prior written notice and an opportunity to opt out before any training begins.

18HIPAA & health data

The base Talk Titan Services are not HIPAA-compliant by default. HIPAA compliance is offered as an optional add-on that includes a Business Associate Agreement (BAA), additional safeguards, and restricted subprocessor list. If you are a covered entity or business associate and need to process Protected Health Information (PHI), you must activate the HIPAA add-on before using the Services. See our Terms, Section 12.

19Changes to this Policy

We may update this Privacy Policy from time to time. Updates take effect on the "Effective" date listed at the top of this page. For material changes, we will provide reasonable advance notice (typically at least 30 days) by email or through an in-product notice. Your continued use of the Services after the effective date constitutes acceptance of the updated Policy.

20Contact us

Questions, concerns, or requests about your privacy? We're here to help.

Talk Titan is a brand operated by [LEGAL ENTITY NAME], a [STATE] [ENTITY TYPE]. EU/UK residents may also lodge a complaint with their local data protection authority.