Privacy Policy

1. Introduction

This Privacy Policy describes how Taskiva LLC ("Taskiva," "we," "us," or "our") collects, uses, discloses, and protects the personal information of our website visitors, clients, and the customers of our clients whose calls are handled by our AI receptionist services. By using our website or services, you consent to the data practices described in this policy.

2. Information We Collect

From Website Visitors: Contact information submitted through forms (name, email, phone number, business name); usage data including browsing activity, pages visited, and time on site; device and browser information; IP address and general location data; cookies and similar tracking technologies.

From Clients: All information provided during onboarding including business details, calendar credentials, services offered, business hours, and staff contact information; payment and billing information processed through our payment provider; call recordings, transcripts, and call metadata; calendar and scheduling data synced with our system; PIN numbers for identity verification.

From Callers (Your Customers): Phone numbers; voice recordings of calls; names, email addresses, and other information voluntarily provided during calls; appointment and scheduling details. Caller information is collected on behalf of our clients as a service provider.

3. How We Use Information

We use the information we collect to: provide, operate, and maintain our AI receptionist services; set up and customize your AI receptionist during onboarding; process calls, book appointments, send appointment confirmations, and transfer calls on your behalf; make outbound follow-up calls to your customers for missed appointments; generate call transcripts and records; process payments and manage subscriptions; send service-related communications and updates; respond to inquiries and provide customer support; improve service quality, system reliability, and product performance using aggregated, anonymized, or de-identified data; analyze website performance and user experience; comply with legal obligations and enforce our Terms and Conditions.

Taskiva will not use identifiable client data or caller recordings to train third-party AI models unless expressly permitted by Client or required to provide the contracted services.

We do not sell, rent, or trade your personal information or your customers' personal information to third parties for marketing purposes.

4. Third-Party Service Providers

Taskiva uses third-party service providers to deliver our services. These providers may process data on our behalf and include, but are not limited to: AI voice and telephony platforms; calendar integration services (Google Calendar, Microsoft Outlook); cloud infrastructure and hosting providers; email delivery services; SMS delivery services; payment processors; website hosting and analytics platforms; security and DDoS protection services. These providers have access to your data only to perform specific tasks on our behalf and are contractually obligated to protect your information. We are not responsible for the independent privacy practices of third-party services beyond the scope of our agreements with them.

5. Our Role as Data Processor

When Taskiva handles calls and collects information from our clients' customers ("callers"), we act as a data processor on behalf of our clients, who are the data controllers of their customers' information. This means our clients determine the purposes and means of processing caller data, and Taskiva processes such data only to provide the services contracted by our clients. Clients are responsible for establishing the lawful basis for processing caller data, providing required notices to their customers, and responding to data subject requests under applicable privacy laws including GDPR and CCPA where applicable. Taskiva will reasonably assist clients in fulfilling these obligations.

6. Call Recordings and Data

All calls handled by Taskiva's AI receptionist are recorded. Call recordings and transcripts are stored securely and used to provide our services, ensure quality, and resolve disputes. Client retains ownership of call recordings and transcripts. Taskiva holds a limited license to store, process, and use such recordings and transcripts solely to provide the contracted services. Taskiva's AI agents include a recording disclosure at the beginning of each customer-facing call. Clients are ultimately responsible for ensuring compliance with all applicable call recording consent laws in their jurisdiction, including two-party consent states. Taskiva is not liable for any failure by clients to comply with applicable call recording laws.

7. SMS and Email Communications

Taskiva sends automated SMS and email confirmations to your customers on your behalf when appointments are booked, rescheduled, or cancelled. These communications are transactional in nature and are sent as part of the service you have engaged Taskiva to provide. You are responsible for ensuring you have obtained the necessary consent from your customers to receive these communications as required by the TCPA, CAN-SPAM Act, and applicable state laws.

8. Data Security

We implement commercially reasonable security measures to protect your data, including: SSL/TLS encryption for all data transmissions; encrypted storage of API credentials and authentication tokens; cryptographic signature verification on all API endpoints; rate limiting to prevent abuse; DDoS protection via Cloudflare; restricted access to client data on a need-to-know basis. While we strive to protect your data using industry-standard practices, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

9. HIPAA and Protected Health Information

Taskiva does not currently meet HIPAA compliance requirements and is not a covered entity or business associate under HIPAA. Users must not transmit protected health information (PHI) through the platform.

Our platform is designed for general appointment scheduling and business call management. While we implement industry-standard security measures including encryption in transit and at rest, these measures have not been independently verified to meet HIPAA's Security Rule requirements.

Taskiva intends to pursue HIPAA compliance and will update this policy and notify users when Business Associate Agreements become available.

10. Data Retention

Active client data is retained for the duration of the service agreement and as long as necessary to provide our services. Call recordings and transcripts are retained in accordance with our service providers' data retention policies and our operational needs. After service termination, client data, call recordings, and associated data will be retained for thirty (30) days, after which they will be permanently deleted. You may request earlier deletion of your data at any time, subject to legal and contractual obligations. We may retain certain data beyond the standard retention period where required by law or for legitimate business purposes such as dispute resolution.

11. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic and performance, and remember your preferences. You can disable cookies in your browser settings, though this may affect certain website functionalities.

12. Your Rights

You have the following rights regarding your personal data: Right to Access – request a copy of the data we hold about you; Right to Correction – request correction of inaccurate or incomplete information; Right to Deletion – request deletion of your data, subject to legal and contractual obligations; Right to Withdraw Consent – opt out of non-essential communications at any time; Right to Data Portability – request your data in a commonly used, machine-readable format. To exercise any of these rights, contact us at hq@taskiva.ai. We will respond to all requests within thirty (30) days.

13. California Residents

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA). You have the right to know what personal information we collect, use, and disclose. You have the right to request deletion of your personal information. You have the right not to be discriminated against for exercising your privacy rights. We do not sell personal information as defined under the CCPA. To submit a CCPA request, contact us at hq@taskiva.ai.

14. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 18, we will take steps to delete it promptly. If you believe a child has provided personal information to us, please contact us at hq@taskiva.ai.

15. Limitations of Liability

Taskiva will not be held liable for any loss or damage resulting from: unauthorized access to or alteration of your data due to events beyond our reasonable control; any third-party data breaches, cyberattacks, or security incidents at our service providers; client failure to comply with applicable privacy, call recording, or data protection laws; actions taken based on information processed by our AI receptionist; or any use of data by clients that violates their customers' privacy rights.

16. Changes to This Policy

Taskiva reserves the right to update this Privacy Policy at any time. Material changes will be communicated to active clients via email at least thirty (30) days before taking effect. Changes will also be posted on this page with an updated revision date. Continued use of our services after the effective date of changes constitutes acceptance of the updated policy.

17. Contact Us

If you have any questions or concerns about this Privacy Policy or how your data is handled, contact us at:

Email: hq@taskiva.ai