Privacy Policy

1. Introduction

Sentient ("we," "our," or "us") operates sentientdesk.com and the Sentient AI receptionist service. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our website and services.

2. Information We Collect

We collect information you provide directly and information we obtain from third-party services:

• Account information: Email address, name, profile picture, and password (hashed).
• Email data: When you connect Gmail or Outlook, we access emails to draft replies, sync threads, and process inbound messages. We store email metadata and content necessary to provide the AI receptionist service.
• SMS and call data: When you connect a phone number or use our SMS/call features, we process phone numbers, message content, and call recordings or transcripts as needed to deliver the service.
• Business context: Information you provide about your business (company name, tone, preferences) so the AI can reply in your voice.
• Usage data: How you use the dashboard, feature interactions, and technical logs (IP address, browser, timestamps).

3. How We Use Your Information

We use the information we collect to:

• Provide and operate the AI receptionist service for your account (email drafts, SMS replies, call handling).
• Remember your business context, saved preferences, and how you edit drafts only to personalize outputs for you inside the product—not to train or improve generalized AI or machine learning models for other users or for unrelated products.
• Score leads, route conversations, and manage your pipeline.
• Authenticate you and maintain your account.
• Send service-related communications and support.
• Comply with legal obligations and enforce our terms.

4. Google user data (Gmail API)

If you connect Google, we use Google user data (including Gmail) only to provide the features you turn on: reading messages you choose to sync, generating or sending replies you request, and related inbox operations needed for those features.

We do not use Google user data to:

• Serve advertising or sell personal information.
• Train, fine-tune, or improve generalized or non-personalized AI/ML models (beyond processing your requests to run the service for you).
• Develop unrelated products or features that are not part of the Sentient service you signed up for.

Our OAuth scopes are limited to what the product needs (for example, read access to process inbound mail and send access to deliver replies you approve). If we change scopes, we will update this policy and the consent screen accordingly.

5. Data Sharing

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

• Service providers: Hosting (e.g., Vercel), AI/ML providers, email providers (Google, Microsoft), Twilio (SMS/calls), and payment processors. These parties process data on our behalf under strict agreements.
• Legal requests: When required by law, court order, or governmental authority.
• Business transfers: In connection with a merger, acquisition, or sale of assets (with notice and option to opt out where applicable).

6. Data Security

We use industry-standard measures to protect your data, including encryption in transit and at rest, access controls, and secure authentication. OAuth tokens and credentials are stored securely. Despite our efforts, no system is fully secure; you use our service at your own risk.

7. Data Retention

We retain your data for as long as your account is active and as needed to provide the service, comply with legal obligations, and resolve disputes. You may request deletion of your account and associated data by contacting us.

7. Your Rights

Depending on your location, you may have the right to:

• Access and receive a copy of your personal data.
• Correct or update inaccurate data.
• Request deletion of your data.
• Restrict or object to certain processing.
• Data portability.
• Withdraw consent (where processing is based on consent).
• Lodge a complaint with a supervisory authority.

To exercise these rights, contact us at the email below. We will respond within the timeframe required by applicable law.

9. Cookies and Tracking

We use cookies and similar technologies for authentication, session management, and analytics. You can control cookies through your browser settings. Disabling certain cookies may affect functionality.

10. Children

Our service is not intended for users under 16. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal data, please contact us and we will delete it.

11. International Transfers

Your data may be processed in countries other than your own. We ensure appropriate safeguards (e.g., standard contractual clauses) where required by law.

11. Changes

We may update this Privacy Policy from time to time. We will post the updated version on this page and, for material changes, notify you by email or through the service. Your continued use after the effective date constitutes acceptance.

13. Contact Us

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

Sentient
Email: privacy@sentientdesk.com
Website: https://www.sentientdesk.com