DoubletimePrivacy policy
Doubletime AI LLC provides AI phone and chat answering services to local businesses. This policy explains what we collect, why, and who it goes to. It covers both our customers — the businesses that hire us — and the callers those businesses serve. Questions go to nick@getdoubletime.com.
1. Information we collect
From businesses that hire us. Name, business name, email address, phone number, mailing address, business hours, services, pricing, and the calendar or booking system you connect. Payment is handled by our payment processor; we do not store full card numbers.
From callers and texters. When someone calls or texts a number we operate on behalf of a business, we collect the phone number, the call audio, a written transcript, and whatever details the caller gives in order to be helped — typically name, callback number, service address, and the reason for the call. Text message content is collected the same way.
Automatically. Call time, duration and outcome; basic website analytics; server logs.
2. Calls are recorded and transcribed
Calls to numbers we operate are recorded and converted to text so the agent can understand and respond, so appointments are written correctly, and so the business can review what was said. Callers are notified at the start of the call that the call is recorded. Recording and transcription laws vary by state; businesses using our service are responsible for confirming that the notice we provide meets the requirements where they and their callers are located.
3. How we use information
- To answer calls and texts, answer questions, and book appointments.
- To send appointment confirmations and reminders on the business's behalf.
- To deliver transcripts, summaries, and call records to the business.
- To operate, secure, debug, and improve the service.
- To bill our customers and provide support.
We do not sell personal information, and we do not use call recordings or transcripts to train general-purpose AI models.
4. Mobile information and text messaging
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support services, such as customer service, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Message frequency varies by business and by appointment activity — typically no more than 6 messages per month per caller, consisting of appointment confirmations, reminders, and replies to messages the caller sent us. Message and data rates may apply. Reply STOP to any message to opt out, or HELP for help. Opting out of texts does not prevent you from calling the business.
5. Who we share information with
We share information only with the service providers that make the product work:
- Twilio — to place and receive calls and texts and carry call audio.
- OpenAI — to process call audio, transcribe it, and generate the agent's responses.
- Render and Supabase — to run the service and store configuration and call records.
- Resend — to email booking, message, and alert notifications to the business.
- Vercel — to host this website.
- Our payment processor — to bill business customers.
- The calendar or booking system you connect — to read availability and write appointments. Google Calendar is covered in section 6.
We also disclose information where required by law, to enforce our terms, or to protect the rights and safety of users or the public. Where the business is a health care provider, we handle protected health information only under a written business associate agreement with that provider.
6. Google user data
If a business connects its Google Calendar to Doubletime, we access the following Google user data, only to answer and schedule that business's phone calls:
- Free/busy information for the connected calendar, to determine which appointment times are open. We do not read the titles, descriptions, or attendees of the business's own events.
- Appointments created by Doubletime on calendars the connecting account owns. We create, update, and delete the appointments we book on the business's behalf, and read them back only to confirm a booking was saved and to verify the connection.
How it is used. Our servers compute open appointment times from free/busy information. Those open times — and nothing else from Google — are provided to our AI voice provider, OpenAI, during a call so the assistant can offer them to the caller. Appointment details the assistant reads back to a caller come from our own booking records, which contain only what callers provided on their calls.
Storage. We store the authorization token needed to keep the connection working and the identifiers of the calendar events we created. We do not store the business's free/busy information or any other calendar data.
Protection. The authorization token and event identifiers are stored in our database, which is encrypted at rest by our hosting provider, and are sent only over encrypted (HTTPS/TLS) connections. They are used only by our servers and are accessible only to authorized Doubletime personnel. The authorization token is never sent to our AI provider or to any other third party.
Retention and deletion. We keep the authorization token only while the calendar is connected. When a business disconnects Doubletime or asks us to, we delete the token, and our booking records for that business on request, within 30 days. Free/busy information is used during the call and never stored.
Sharing. We do not sell Google user data and do not share it with anyone except as needed to provide the service described above. OpenAI does not use data sent through its API to train its models, and may retain it for up to 30 days for abuse monitoring.
AI and machine learning. We do not use Google user data, or data derived from it, to develop, improve, or train generalized or non-personalized AI or machine-learning models, and we do not transfer it to any third party for that purpose.
Limited Use. The use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements. Doubletime'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.
Revoking access. A business can disconnect Doubletime at any time at myaccount.google.com/permissions, or by emailing nick@getdoubletime.com. On request, we delete the stored authorization token and our booking records for that business within 30 days.
7. How long we keep it
Call recordings and transcripts are retained for 12 months by default, or for a shorter period if the business requests it in writing. Configuration and billing records are kept while the account is active and afterwards as required for tax and legal purposes.
8. Security
We use access controls, encryption in transit, and least-privilege credentials for third-party services. No system is perfectly secure and we cannot guarantee absolute security.
9. Your choices
Callers may ask the business they contacted, or email us directly, to access or delete their call recording and transcript. We act on verified requests within 30 days unless the business is legally required to retain the record. Businesses may export or delete their account data at any time by emailing us.
Residents of California, Colorado, Connecticut, Virginia, and other states with comprehensive privacy laws have additional rights, including the right to know, delete, correct, and appeal a denial. We do not sell personal information or share it for cross-context behavioral advertising.
10. Children
The service is not directed to children under 13 and we do not knowingly collect their information.
11. Changes
We post changes on this page and update the date above.
12. Contact
Doubletime AI LLC, 7995 SW 110th St, Miami, FL 33156, US. Email nick@getdoubletime.com.