Privacy Policy

CallMeAgain is a service owned, operated, and managed by Nova Cortex LLC, a Wyoming limited liability company. In this policy, "we", "us", and "our" refer to Nova Cortex LLC. All business, legal, and postal correspondence relating to CallMeAgain should be addressed to Nova Cortex LLC at 75 E 3rd St, Sheridan, WY 82801, United States.

This policy explains what information we collect when you visit our website or use our AI phone answering service, how we use it, who we share it with, and the choices you have. If you would rather ask a person, email support@callmeagain.net.

Who this policy covers

We handle information about two different groups of people, and the distinction matters throughout this policy.

• Clients: businesses that hire us to answer their phones, and the staff at those businesses who use our dashboard.
• Callers: people who phone a number we answer on a client's behalf. We handle caller information as a service provider to that client, under the client's instructions.

If you are a caller and want your information corrected or deleted, the business you called controls that record. Contact them, or contact us and we will route the request to them.

Information we collect

Information clients give us

• Account details: name, business name, email address, and login credentials, which are handled by our authentication provider rather than stored by us directly.
• Business configuration: hours, services, pricing, scheduling rules, escalation and emergency instructions, tone preferences, and any documents you send us so the AI can answer accurately.
• Billing information: we do not store full payment card numbers. Card processing is handled by our payment processor.
• Support correspondence: emails and messages you send us, including anything you attach.

Information generated when a call is answered

• Caller phone number, call direction, date, time, and duration.
• Call audio recordings and written transcripts of the conversation.
• An AI-generated summary of the call and its outcome, such as whether an appointment was booked.
• Anything the caller chooses to say during the call, including names, contact details, appointment reasons, and scheduling preferences.
• Spam and robocall classification results.

Information collected automatically on our website

• Standard server and request data such as IP address, browser type, referring page, and pages viewed.
• Aggregate traffic and page performance measurements, collected through privacy-focused analytics that do not use cookies to track you across other websites.
• Cookies strictly necessary to keep you signed in to the dashboard.

We do not sell personal information, and we do not share it with third parties for cross-context behavioral advertising.

How we use information

• To build, configure, operate, and improve the AI receptionist we run for each client.
• To answer calls, check calendar availability, book appointments, and send confirmation messages.
• To show clients their own call history, recordings, transcripts, and reporting in the dashboard.
• To filter spam and abusive calls.
• To provide support, investigate problems, and review calls the AI handled poorly so we can correct them.
• To bill for usage and keep financial records.
• To comply with legal obligations and enforce our agreements.

We do not use client call recordings or transcripts to train publicly available or shared AI models.

Call recording and consent

Calls answered by our service are recorded and transcribed so clients have a record of what was said and so we can improve accuracy. Recording laws vary by state, and some states require that all parties consent.

Clients are responsible for making any legally required disclosure to their callers, and we will configure a recording notice into the greeting on request. If you are a caller who does not want to be recorded, you may end the call and contact the business another way.

Health information and HIPAA

We work with medical, dental, and other healthcare practices. Where we handle protected health information on behalf of a covered entity, we act as a business associate under HIPAA and sign a Business Associate Agreement before going live.

Call recordings and transcripts that identify a patient and relate to their care or payment for care are treated as protected health information: encrypted in transit and at rest, restricted to authorized personnel, retained according to the agreed schedule, and never used to train shared models. Our agents are configured to collect only what is needed to book, route, or escalate a call.

Service providers we rely on

We use a small number of vendors to run the service. Each is bound by contract to protect the information they process for us, and healthcare clients receive the applicable agreements on request.

• Cloud hosting and application delivery.
• Authentication and identity management for dashboard sign-in.
• Database and file storage for call records, recordings, and transcripts.
• Voice, speech recognition, and language model providers used to conduct calls.
• Telephony carriers used to place and receive calls and to send text messages.
• Transactional email delivery for notifications.
• Payment processing.
• Scheduling software used for booking sales calls with us.

We may also disclose information when required by law, in response to valid legal process, to protect our rights or someone's safety, or in connection with a merger or sale of the business. Email support@callmeagain.net for a current list of subprocessors.

How long we keep information

• Call recordings, transcripts, and call metadata are retained for as long as the client's account is active, or for the period agreed in the client's contract or Business Associate Agreement.
• Account and configuration records are kept while the account is active and for a reasonable period afterward.
• Billing and tax records are kept as long as the law requires.
• Website analytics are aggregated and retained in summary form.

When a client account closes, we delete or de-identify call data on the schedule agreed with that client, except where we are legally required to keep it.

How we protect information

• Encryption of data in transit and at rest.
• Role-based access control, so staff can only reach the records they need.
• Access logging and audit trails for call records.
• Vendor review before any new processor touches customer data.

No system is perfectly secure. If a breach affects your information, we will notify you and, where applicable, regulators, within the timeframes the law requires.

Your privacy rights

Depending on where you live, you may have the right to access the personal information we hold about you, correct it, delete it, obtain a portable copy, or opt out of certain processing. We do not sell personal information or use it for targeted advertising, so there is nothing to opt out of on that front.

To make a request, email support@callmeagain.net or write to us at the address below. We will verify your identity before acting, and we will not discriminate against you for exercising these rights. If your information was collected because you called one of our clients, we will forward your request to that business, which controls the record.

Children's privacy

Our service is sold to businesses and is not directed at children. We do not knowingly collect personal information from anyone under 13. A caller of any age may reach a client's phone line, and any such information is handled as part of that client's records.

Where information is processed

We operate from the United States and our vendors process information in the United States. If you contact us from outside the United States, you understand your information will be transferred to and processed there.

Third-party links

Our website links to outside services, including the scheduling tool used to book a call with us. Those services have their own privacy policies, and this policy does not cover them.

Changes to this policy

We may update this policy as the service changes or the law does. The effective date at the top always reflects the current version. If a change materially affects how we handle your information, we will notify account holders by email.

Contact us

CallMeAgain is managed by Nova Cortex LLC. Please send all business correspondence, legal notices, and privacy requests to Nova Cortex LLC, not to the CallMeAgain brand name alone.

By mail: Nova Cortex LLC, 75 E 3rd St, Sheridan, WY 82801, United States. By email: support@callmeagain.net.