Privacy Policy
BoltDesk AI — Operated by BoltDesk LLC
Last Updated: April 2026
1. Introduction
BoltDesk LLC ("BoltDesk AI," "we," "us," or "our") operates the website boltdesk.ai and provides AI-powered front office services including automated call answering, lead qualification, appointment booking, and related automation tools (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website or use our Service, whether as a subscribing business ("Client") or as a caller or end user interacting with our AI system ("End User").
By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.
2. Information We Collect
2a. Information from Clients (Subscribing Businesses)
When you sign up for and use BoltDesk AI, we collect:
- Account Information: Business name, contact name(s), email address, phone number, physical address, website URL, and practice area or industry.
- Payment Information: Credit card or payment details processed securely through our third-party payment processor. We do not store full credit card numbers on our servers.
- Calendar and Scheduling Data: Information from connected calendars (Google Calendar, Outlook, iCal) or from our built-in calendar system to enable appointment booking functionality.
- Client Lists: If you upload past client contact lists for review generation purposes, we collect the names, email addresses, and/or phone numbers contained in those lists.
- Usage Data: How you interact with the platform, including login activity, features used, and dashboard interactions.
2b. Information from End Users (Callers and Website Visitors)
When an End User calls a phone number powered by BoltDesk AI or interacts with an AI chat widget, we collect:
- Call Data: Phone number, call duration, date and time of call, and the phone number called.
- Call Recordings and Transcripts: Calls handled by our AI system may be recorded and transcribed for quality assurance, service delivery, and to provide call summaries to our Clients. Our system includes configurable call recording disclosure messages. Clients are responsible for enabling appropriate recording notifications for their jurisdiction.
- Chat Data: Messages exchanged through AI-powered chat widgets on Client websites.
- Information Provided During Calls or Chats: Name, contact information, nature of inquiry, and any other details voluntarily provided by the End User during the interaction.
- Appointment Information: Date, time, and type of appointment booked.
2c. Information Collected Automatically
- Device and Browser Information: IP address, browser type, operating system, device type.
- Cookies and Tracking Technologies: We may use cookies and similar technologies on boltdesk.ai to analyze website traffic and improve user experience. See Section 8 for details.
3. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the Service.
- Process payments and manage Client accounts.
- Enable AI-powered call answering, chat, lead qualification, appointment booking, and follow-up communications on behalf of our Clients.
- Provide call recordings, transcripts, and analytics to Clients.
- Send review requests to End Users or past clients on behalf of our Clients.
- Send transactional communications (account confirmations, onboarding instructions, service notifications, monthly reports).
- Improve, personalize, and develop our Service.
- Comply with legal obligations.
We do NOT use End User data for our own marketing purposes. End User data is collected and processed solely on behalf of the Client whose phone number or chat widget the End User interacted with.
4. How We Share Your Information
We do not sell personal information. We share information only in the following circumstances:
- With Clients: End User data (call recordings, transcripts, chat logs, contact information, appointment details) is shared with the Client business whose phone number or website the End User contacted. The Client is the data controller for their End Users' data.
- With Service Providers: We use third-party services to operate our platform, including:
- GoHighLevel (HighLevel Inc.) — CRM, automation, and communication platform
- Payment Processors — For secure payment processing
- LeadConnector Phone System — Telephony and SMS services
- AI Voice Synthesis Providers — Voice technology integrated within our platform
- Calendar Providers — Google Calendar, Microsoft Outlook, and iCal integration
- Email Service Providers — For transactional and follow-up emails
These providers access data only to perform services on our behalf and are contractually obligated to protect it.
- For Legal Compliance: We may disclose information if required by law, regulation, legal process, or governmental request.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction.
5. Call Recording Disclosure
Our AI voice agents may record calls for quality assurance and service delivery purposes. Our system includes configurable call recording disclosure messages that play at the beginning of each call.
Clients are responsible for ensuring compliance with applicable federal and state call recording laws in their jurisdiction, including but not limited to two-party consent requirements in states such as California, Florida, Illinois, and Pennsylvania. BoltDesk AI provides the tools to enable recording disclosures, but it is the Client's responsibility to ensure appropriate disclosures are active for their location.
6. SMS and Email Communications
By providing a phone number or email address to a Client through our Service (via call, chat, or form), End Users may receive:
- Appointment confirmation and reminder messages via SMS and/or email.
- Follow-up communications from the Client via SMS and/or email.
- Review request messages via SMS and/or email.
End Users can opt out of SMS communications at any time by replying STOP to any message. End Users can opt out of email communications by clicking the unsubscribe link in any email.
Clients are responsible for ensuring their use of SMS and email communications through our platform complies with applicable laws, including the Telephone Consumer Protection Act (TCPA), CAN-SPAM Act, and any state-specific regulations.
7. Data Retention
- Client Data: We retain Client account information for the duration of the subscription and for up to 12 months after account closure for record-keeping and legal compliance purposes.
- End User Data: Call recordings, transcripts, and contact information are retained for the duration of the Client's subscription. Upon account closure or Client request, End User data will be deleted in accordance with our platform provider's data deletion processes.
- Payment Data: Payment records are retained as required by applicable tax and financial regulations.
8. Cookies
We may use cookies on boltdesk.ai for:
- Essential Cookies: Required for website functionality (session management, authentication).
- Analytics Cookies: To understand how visitors interact with our website. These collect anonymized usage data.
You can control cookie preferences through your browser settings.
9. Data Security
We implement reasonable administrative, technical, and physical security measures to protect your information, including encryption of data in transit (TLS/SSL), secure access controls, and regular security reviews. However, no method of transmission over the internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security.
10. Children's Privacy
Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will take steps to delete it promptly.
11. Your Rights
Depending on your jurisdiction, you may have the right to:
- Access the personal information we hold about you.
- Request correction of inaccurate information.
- Request deletion of your information.
- Object to or restrict certain processing of your information.
- Request portability of your data.
To exercise any of these rights, contact us at help@boltdesk.ai. We will respond within 30 days.
California Residents (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act, including the right to know what personal information we collect and how it is used, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information.
12. Third-Party Links
Our website or Service may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to review the privacy policies of any third-party site you visit.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify Clients of material changes via email or through the Service. The "Last Updated" date at the top reflects the most recent revision. Continued use of the Service after changes constitutes acceptance of the revised policy.