Privacy Policy

Last updated: August 2026

Japhone, a product of AI Master, LLC ("we," "us"), provides an AI phone receptionist service for local service businesses. This policy explains what data we collect, why, and how it's handled — for both the businesses that use Japhone ("customers") and the people who call them ("callers").

What we collect

Account information: your name, business name, email, and password when you sign up.
Business setup details: business hours, greeting script, services offered, and any FAQ or website content you provide so Japhone can answer questions accurately.
Call data: when someone calls your business, Japhone processes the audio in real time to hold the conversation, and a summary (caller name, callback number, reason for calling, and whether an appointment was booked) is saved and sent to you.
Calendar access: if you connect a calendar for live appointment booking, we store what's needed to check availability and book on your behalf — a Cal.com API key and event type ID, or, for Google Calendar and Microsoft/Outlook, an OAuth access token and refresh token issued by that provider when you grant access. We use this only to check your calendar's availability and to create or manage the appointments Japhone books for you — never to read anything else in your account, and never for any purpose beyond the booking feature you connected.
Payment information: billing is handled entirely by Stripe. We never see or store your full card number — only a subscription status and plan we receive from Stripe.
Usage data: standard technical data like IP address and browser type, collected for security (rate-limiting abuse) and debugging.

How we use it

We use collected data only to operate the service: answering calls, booking appointments, notifying business owners of new leads by text, billing, and account access. We do not sell caller or customer data, and we do not use it for advertising.

Third parties we share data with

Japhone is built on top of several service providers who process data on our behalf, each under their own privacy and security terms:

Retell AI — powers the voice conversation itself (speech understanding and generation during calls).
Twilio — sends SMS notifications to business owners about new calls and leads.
SMS opt-in data is never shared. We do not share mobile opt-in data or SMS consent with third parties or affiliates for marketing purposes. Numbers collected for SMS notifications are used only to deliver those notifications and are disclosed only to Twilio for message delivery. See our SMS Notifications & Opt-In page for the full opt-in workflow, message samples, and opt-out instructions.
ElevenLabs — generates the AI voice used on calls and in the website's chat widget.
Anthropic — powers the website's chat widget replies.
Stripe — processes all payments; we never handle raw card data.
Cal.com, Google Calendar, and Microsoft/Outlook — whichever one you connect is used to check your real availability and book appointments on your behalf.
Render — hosts our servers and database.

We don't sell your data to anyone, and we don't share it with third parties beyond what's needed to run the service as described above.

Google user data

When you connect a Google account, Japhone requests access to your Google Calendar solely to check your availability and to create, update, and cancel the appointments Japhone books for you. Japhone's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, we do not sell it, we do not transfer it to others except as needed to provide or improve this booking feature, and we do not allow humans to read it except with your consent, for security or legal reasons, or when the data is aggregated and anonymized. You can disconnect your Google account at any time from your Japhone dashboard, which revokes our access.

SMS notifications

Japhone sends text messages in two situations: to business owners, summarising calls their AI receptionist has answered; and to people who called a business and agreed to be texted about their appointment.

Consent. Business owners opt in by entering their mobile number during account setup and agreeing to receive call-summary texts. Callers opt in verbally on the call itself, when the receptionist asks whether it may text them and they say yes. We never send SMS to anyone who has not opted in.
Message frequency. Message frequency varies and depends entirely on how many calls a business receives. Most accounts receive a small number of messages per day.
Message and data rates may apply.
Opting out. Reply STOP to any message to stop receiving texts. Reply HELP for help, or contact us at info@japhone.com.
No sharing of mobile numbers. Mobile numbers and SMS opt-in data are never shared with or sold to third parties or affiliates for marketing purposes. They are disclosed only to our messaging provider, Twilio, for the purpose of delivering the messages described here.

The full opt-in workflow and message samples are on our SMS Notifications & Opt-In page.

Call recording and consent

Every call Japhone answers opens with a brief automatic disclosure — before anything else is said — that the call may be recorded and is being handled by an AI assistant. Business owners are still responsible for complying with any additional call-recording and disclosure laws that apply in their specific state or industry beyond what this automatic disclosure covers.

Data retention

We retain account, setup, and call-summary data for as long as your account is active, plus a reasonable period afterward for records and legal purposes. You can request deletion of your account and associated data by contacting us.

Your rights

You can request access to, correction of, or deletion of your data at any time by contacting us at info@japhone.com. If you're located somewhere with specific data protection rights (such as the EU or California), we'll honor requests consistent with those laws.

Security

We use industry-standard measures to protect stored data, including encrypted connections and access controls. No system is perfectly secure, and we can't guarantee absolute security, but we take reasonable steps to protect your information.

Changes to this policy

We may update this policy as the service changes. Material changes will be reflected here with an updated date at the top.

Contact

Questions about this policy or your data? Reach us at info@japhone.com.