Privacy Policy

1. Who we are

Clayta is operated by Revant LLC, Round Rock, Texas. For business customers we act as a processor of the call and client data you put into the service; you remain responsible for it as the controller. For your account and billing details we act as controller.

2. Two groups of people

This policy covers business customers — the business owners who hold an account — and callers, the members of the public who ring a business using Clayta and who have no relationship with us. Where a section applies to only one group, it says so.

3. What we collect

From business customers

• name, business name, email address and password (stored only as a hash)
• your services, prices, staff, opening hours and the answers you configure
• billing details held by our payment processor — we never see card numbers
• sign-in times, IP address, and a record of which terms version you accepted

From callers

• the phone number they call from, and the number they dialled
• an audio recording of the call, where the business has recording enabled
• a written transcript and a short summary of the call
• the name and any details they give in order to book
• appointments made, changed or cancelled

Every caller is told at the start of the call that it is recorded, before they say anything.

4. Why we use it

• to answer calls, book appointments and keep a business's calendar current
• to recognize a returning caller so the assistant can greet them properly
• to show a business its own calls, transcripts and bookings
• to bill for the service and to prevent abuse of our phone lines
• to keep the service working, and to diagnose faults

We do not sell personal information. We do not use call recordings or transcripts to train machine learning models.

5. Text messages and mobile numbers

A business using Clayta can enable text messaging so that the people who book with it receive confirmations, reminders and changes about their own appointments. It is off unless that business turns it on.

No mobile information is shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are never shared with anyone.

Phone numbers are shared only with the messaging and telephony providers needed to deliver a call or a message, and only for that purpose. They are not sold, rented, or passed to advertisers, data brokers or affiliates.

Reply STOP to any message to stop receiving them. This takes effect immediately and applies to every message type from that business. Reply HELP for assistance, or write to privacy@clayta.com. Message frequency varies by appointment, and message and data rates may apply.

A mobile number given to book an appointment is used for that appointment. We do not use it to advertise Clayta, and one business never gains access to the numbers held by another. The Terms of Service set out the messaging program itself.

6. Who else is involved

We use a small number of providers to run the service. They may process personal information on our instructions and are not permitted to use it for their own purposes:

• Retell AI — answering calls, speech recognition and speech synthesis
• Twilio — telephony and text message delivery
• Stripe — billing for your own Clayta subscription. Your clients never pay us, so their card details never exist in our systems at all.
• Square — calendar synchronisation, where a business connects it
• Vercel and Neon — application hosting and the database

We may also disclose information where the law requires it, or to establish or defend a legal claim. If the business is ever sold or merged, information may transfer with it, and this policy continues to apply until replaced.

7. How long we keep it

Call recordings and transcripts are kept for the retention period shown in the business's dashboard settings, then deleted automatically. Caller names and phone numbers attached to those calls are removed at the same time.

Appointment records and billing history are kept for as long as the account is open, and afterwards only for as long as we need them for tax and accounting. Account records are deleted after closure, subject to those obligations.

8. How it is protected

• call recordings, transcripts, caller names and phone numbers are encrypted at rest; the keys are held separately from the database
• phone numbers used to recognize a returning caller are indexed in a form that allows a match without storing the number in readable form
• passwords are stored only as salted hashes and are never recoverable
• all traffic to and from the service is encrypted in transit
• card numbers never reach our systems — payment pages are hosted by Stripe

No system is perfectly secure, and we cannot guarantee absolute security. If a breach affects your information we will tell you promptly and explain what happened.

9. Your choices

If you are a business customer

Your dashboard settings let you export everything associated with your account as a file, delete all recordings, transcripts, messages and client records, turn call recording off entirely, change how long data is kept, and cancel your account yourself.

If you called a business using Clayta

Reply STOP to any text to stop receiving messages. To ask for a copy of what is held about you, or to have it erased, contact the business you called — the information is theirs and they can action it directly. You may also email privacy@clayta.com and we will pass the request on and help them action it.

Depending on where you live you may have additional rights over your personal information, including access, correction, deletion, and the right not to be discriminated against for exercising them.

10. What we never do

• We do not sell personal information. Not to anyone, not in any form, not as “sharing” with a partner.
• We do not train AI models on your recordings or transcripts. Your calls are used to run your service, not to improve a model.
• We never share mobile numbers or SMS opt-in data with anyone for marketing. That data stays inside the service that collected it.
• We never take payments from your clients. Clayta does not take deposits or process any payment from a caller, so their card details never exist in our systems at all.

11. Children

The service is for businesses and is not directed at children. We do not knowingly collect information from anyone under 13. If a child has contacted a business through the service and you would like that record removed, email privacy@clayta.com.

12. Changes

We will update this page when our practices change, and will tell business customers before a material change takes effect. The effective date is shown at the top.

13. Contact

Revant LLC, Round Rock, Texas. Email privacy@clayta.com for anything about privacy, or support@clayta.com for everything else. Our Terms of Service explain the rest of the arrangement.