Privacy policy

Who we are

Yakzaan is a voice-AI receptionist service operated by Techways AI (“we”, “us”). For anything about this policy, write to hello@yakzaan.com.

Two different relationships

This policy covers two groups of people, and our responsibilities differ between them.

• Our customers and website visitors. Businesses that sign up for Yakzaan, and anyone who fills in a form on this site. For this information we are the controller — we decide why it is held.
• People who call our customers. If you telephone a business that uses Yakzaan, we handle your call on that business’s behalf. That business decides why the call is handled and how long its records are kept; we act on its instructions. Requests about a specific call are best directed to the business you called, and we will help them answer you.

What we collect

From website visitors

• What you type into a form: your name, business name, city, phone number and any message you add.
• Ordinary server records: IP address, browser type and the pages requested, kept to keep the site working and to block abuse.

From customers

• Account details: name, business name, email address, phone number and the settings you configure.
• Billing details. Card payments are processed by Stripe; we receive a record of the payment and never see your full card number.
• Usage records: how many calls and minutes you used, and what they cost.

From telephone calls handled for a customer

• The caller’s telephone number and the time and length of the call.
• An audio recording of the call and a written transcript of it, where the business has that turned on.
• Whatever the caller says during the call — for example a name, an appointment time, an address or a reason for calling — and any booking made as a result.

From messaging

Where a business uses Yakzaan to send confirmations over a messaging service such as WhatsApp, we process the recipient’s phone number and the content of the message only to deliver that message on the business’s instruction. We do not use it for advertising, and we do not sell it.

Why we use it

• To answer calls, book appointments and send confirmations.
• To show a business what happened on its calls — recordings, transcripts, summaries and the caller’s details.
• To bill for the minutes used and to prevent abuse and fraud.
• To reply to enquiries made through this website, and only about Yakzaan.
• To keep the service working, diagnose faults and improve accuracy.

We do not sell personal information, and we do not use call content to advertise to you.

Recording calls

Calls may be recorded and transcribed. The business you called decides whether recording is on and is responsible for telling callers and for obtaining any consent the law where it operates requires. If you would rather not be recorded, tell the business.

Who we share it with

We share personal information only with the suppliers who make the service work, under contracts that limit them to our instructions:

• Cloud hosting and storage, to run the service and hold recordings and transcripts.
• Telephone carriers, to receive and place calls.
• Speech and language model providers, to turn speech into text, decide what to say, and turn text back into speech. Audio and text are sent to them for the length of the call.
• Calendar and messaging providers, where the business has connected one, to write bookings and send confirmations.
• Systems the business connects itself — a CRM, a spreadsheet, or its own software — to send the call information that business has instructed us to send there, and nothing else.
• Stripe, to take payment.

We also disclose information where the law requires it, or to establish or defend a legal claim.

Where it is held

Techways AI is based in the United States and our suppliers operate internationally, so information may be processed outside the country you are in. Where that happens we rely on the contractual protections our suppliers offer for international transfers.

How long we keep it

• Recordings and transcripts: for as long as the business that took the call asks us to hold them. A business can delete a call from its dashboard, and can ask us to delete all of them. When an account closes we keep its call records available for thirty days and then delete them, as our Terms of service set out.
• Account and billing records: for as long as the account is open, and afterwards for as long as tax and accounting law requires.
• Website enquiries: up to twenty-four months from your last contact with us, unless you ask us to delete them sooner.

How we protect it

Information is encrypted in transit and at rest. Access is limited to the people who need it, each business can see only its own data, and provider credentials are held as secrets that no customer can read. No system is perfectly secure, but we treat call content as sensitive and design for that.

Your rights

Depending on where you live you may ask us to give you a copy of your information, correct it, delete it, restrict how we use it, or object to a particular use. You may also ask us not to receive marketing email, which we honour immediately.

Write to hello@yakzaan.com and we will answer within thirty days. If your request is about a call you made to one of our customers, we will pass it to that business and help them act on it. We will not treat you differently for exercising a right.

Children

Yakzaan is a business tool. This website is not directed at children under sixteen and we do not knowingly collect their information through it. If you believe a child’s information has reached us this way, write to us and we will delete it.

If a child telephones a business that uses Yakzaan, that business controls the record of the call. Ask the business you called to delete it, and we will help them do so.

Cookies

This website uses only the cookies needed to serve the pages and keep them secure. We do not run advertising trackers on it. The Yakzaan dashboard uses a cookie to keep you signed in.

Changes to this policy

If we change this policy we will update the date at the top of this page, and we will tell customers directly about any change that materially affects them.

Contact

Techways AI. Privacy questions and everything else: hello@yakzaan.com.