Privacy Policy

1. Overview

Pump Time AI ("we," "us," or "our") operates an AI-powered phone receptionist and lead management platform designed specifically for concrete pumping businesses. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and what rights you have.

By using our website or platform, you agree to the practices described in this policy. If you do not agree, please discontinue use of our services.

2. Information We Collect

2.1 Account Information

When you register, we collect your name, email address, business name, phone number, and billing information. This is necessary to create and manage your account.

2.2 Caller Information

When a call is routed through your Pump Time AI phone number, we collect the caller's phone number (from the phone network), call duration, and any information the caller voluntarily provides during the conversation — such as their name, location, email address, and job details.

2.3 Usage & Technical Data

We collect standard web analytics including IP address, browser type, pages visited, and referral source. We use this to improve the platform and diagnose technical issues.

2.4 Communications

If you contact our support team via email, chat, or phone, we retain those communications to provide support and improve our service.

3. Call Recording & Transcription

Our service uses Twilio to record and transcribe inbound calls handled by your AI receptionist. These recordings and transcriptions are:

• Used to generate AI summaries of each call via Google Gemini
• Used to determine call outcome (booked, callback, not interested, etc.)
• Stored temporarily in our system and visible in your dashboard
• Not shared with third parties except as described in this policy

4. SMS & Text Messages

SMS messages are sent via Twilio. See Twilio's Privacy Policy for how they handle message metadata.

5. How We Use Your Data

We use the data we collect for the following purposes:

• Service delivery — To operate your AI receptionist, process calls, and populate your lead dashboard
• AI analysis — To run call transcriptions through our AI to generate summaries, sentiment scores, and outcomes
• Billing — To charge your subscription via Stripe
• Customer support — To respond to your questions and resolve issues
• Product improvement — To understand how the platform is used and make it better (aggregated, anonymized data only)
• Legal compliance — To meet our obligations under applicable law
• Security — To detect and prevent fraud, abuse, and unauthorized access

We do not use your data to train AI models for resale, display advertising, or sell insights to third parties.

6. Data Sharing

We do not sell your personal data. We share data only with the following categories of service providers, solely to operate the service:

• Twilio — Phone infrastructure, call recording, and SMS delivery
• Google (Gemini AI) — AI-powered call analysis and summarization
• Stripe — Payment processing
• Railway / Cloud hosting — Application hosting infrastructure
• Hostinger — Website hosting

We may also disclose data if required by law, court order, or to protect the rights and safety of our users and the public.

7. Payments — Stripe

All payment processing is handled by Stripe, Inc. We do not store your full credit card number, expiration date, or CVV on our servers. Stripe is PCI-DSS Level 1 compliant.

Stripe may collect and use payment data in accordance with its own Privacy Policy. By making a payment, you agree to Stripe's terms.

We retain records of transaction amounts, dates, and subscription status for billing and accounting purposes.

8. Twilio Voice & Messaging

Pump Time AI uses Twilio, Inc. to provide phone number provisioning, inbound call handling, call recording, transcription, and SMS messaging.

When a call is made to your Pump Time AI number, Twilio receives the caller's phone number, call metadata, and audio. Twilio stores this data under their Privacy Policy.

Call transcriptions generated by Twilio are temporarily passed to our system for AI processing. We do not store raw audio permanently; transcripts and AI summaries are stored in your dashboard for your review.

9. Google AI (Gemini)

We use the Google Gemini API (by Google LLC) to analyze call transcripts, identify caller intent, extract lead information, and assign outcome categories to calls.

Call transcripts are sent to Google's Gemini API for analysis. Google processes this data in accordance with its Privacy Policy and the Google Cloud Data Processing Addendum.

We do not send data to Gemini that contains financial account numbers, government ID numbers, or other sensitive regulated categories of data.

10. Data Retention

We retain your data for as long as your account is active or as needed to provide services. Specifically:

• Account data — Retained while your account is open and for 90 days after closure
• Call records & transcripts — Retained for 12 months, then auto-deleted unless you request earlier deletion
• Billing records — Retained for 7 years for tax and accounting compliance
• Support communications — Retained for 2 years

You may request early deletion of your data by emailing us at privacy@pumptimeai.com.

11. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — Request a copy of the data we hold about you
• Correction — Request that inaccurate data be corrected
• Deletion — Request that your data be deleted ("right to be forgotten")
• Portability — Request your data in a machine-readable format
• Opt-out of marketing — Unsubscribe from marketing emails at any time via the link in any email
• SMS opt-out — Reply STOP to any SMS to immediately unsubscribe

To exercise any of these rights, contact us at privacy@pumptimeai.com. We will respond within 30 days.

California residents may have additional rights under CCPA. EU/UK residents may have rights under GDPR. We honor all applicable data subject requests.

12. Security

We take reasonable technical and organizational measures to protect your data, including:

• HTTPS encryption for all data in transit
• Encrypted storage for sensitive credentials and API keys
• Role-based access controls — only authorized personnel access production data
• Regular security reviews of third-party integrations

No system is 100% secure. If you believe your account has been compromised, contact us immediately at support@pumptimeai.com.

13. Children's Privacy

Pump Time AI is a business-to-business service and is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If you believe a minor has submitted data to us, please contact us and we will delete it promptly.

14. Policy Changes

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page and, for material changes, notify you by email or by displaying a notice in the dashboard.

Your continued use of the service after any changes constitutes your acceptance of the updated policy.

15. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: