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Privacy Policy

Last updated: April 11, 2025

1. Who We Are

VoiceDesk is a product of PhantomDesk LLC, an Illinois limited liability company ("PhantomDesk," "we," "us," or "our"). We provide AI-powered voice receptionist software for appointment-based businesses. Our primary domain is phantomdeskai.com.

Contact us at: admin@phantomdeskai.com

2. AI Disclosure

VoiceDesk uses artificial intelligence to handle inbound phone calls on behalf of our business clients. Callers interacting with a VoiceDesk-powered line are speaking with an AI voice assistant, not a human receptionist. Our system is designed to disclose this at the start of every call. If you believe you were not informed that you were speaking with an AI, please contact us immediately.

3. Call Recording & Consent

Calls handled by VoiceDesk may be recorded for quality assurance, training, and operational purposes. Callers are informed of this at the start of each call.

PhantomDesk complies with all applicable federal and state call recording laws, including all-party consent requirements in states such as California, Florida, Illinois, Pennsylvania, and Washington. We recommend that all business clients using VoiceDesk display appropriate consent disclosures in their marketing materials and on their websites.

By placing or receiving a call handled by VoiceDesk, you consent to the recording of that call in accordance with this policy and applicable law.

4. Information We Collect

We collect the following categories of information:

  • Caller information: Name, phone number, email address, physical address, and appointment details provided during a call.
  • Call data: Call recordings, AI-generated transcripts, call duration, timestamps, and outcome data.
  • Client account data: Business name, contact details, billing information, calendar credentials, and configuration settings provided by our business clients.
  • Usage data: Platform activity, feature usage, log data, and device/browser information collected automatically.

5. How We Use Your Information

We use collected information to:

  • Operate the VoiceDesk platform and process appointment bookings
  • Send confirmation emails and SMS notifications to callers and clients
  • Improve AI model accuracy and call handling quality
  • Provide customer support to our business clients
  • Comply with legal obligations
  • Detect and prevent fraud or abuse

We do not sell caller data to third parties. We do not use caller data for advertising purposes.

6. TCPA Compliance

PhantomDesk and its clients are responsible for complying with the Telephone Consumer Protection Act (TCPA) and applicable state telemarketing laws. VoiceDesk is primarily designed to handle inbound calls initiated by the caller. Any outbound communications (including appointment reminders or follow-up messages) sent through VoiceDesk are the responsibility of the business client to ensure proper prior express consent has been obtained from the recipient.

Business clients agree, as a condition of using VoiceDesk, that they will not use the platform to contact individuals who have not provided appropriate consent, and that they will honor all opt-out requests promptly and in accordance with applicable law.

7. Data Retention

Call recordings and transcripts are retained for up to 90 days by default, after which they are automatically deleted. Business clients may configure a shorter retention window from their account settings. Appointment and client contact records are retained for the duration of the client's active account, plus 30 days after account termination.

Callers may request deletion of their personal data by contacting the business that used VoiceDesk to handle their call, or by contacting us directly atadmin@phantomdeskai.com.

8. Data Sharing & Third Parties

We share data only as necessary to operate the platform:

  • VAPI: AI voice infrastructure provider — processes voice audio in real time
  • OpenAI: Large language model provider — processes conversation content
  • Google: Calendar and Gmail APIs — used to book appointments and send confirmations
  • Resend: Transactional email delivery
  • Twilio: SMS delivery for confirmations and reminders
  • Stripe: Payment processing for client billing
  • AWS: Cloud infrastructure and database hosting
  • Vercel: Application hosting

Each third-party provider is subject to their own privacy policy and data processing terms. We do not authorize any provider to use caller data for their own commercial purposes.

9. Security

We implement industry-standard security measures including TLS encryption in transit, AES-256 encryption at rest, and role-based access controls. Access to caller data is restricted to authorized personnel and the business client whose account the data belongs to. We conduct periodic security reviews and promptly address identified vulnerabilities.

10. Your Rights

Depending on your location, you may have rights including:

  • The right to access personal information we hold about you
  • The right to correct inaccurate information
  • The right to request deletion of your information
  • The right to opt out of certain data processing activities

To exercise any of these rights, contact us at admin@phantomdeskai.com. We will respond within 30 days.

11. Children's Privacy

VoiceDesk is not directed at individuals under 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated to active business clients via email. Continued use of the platform after the effective date of any update constitutes acceptance of the revised policy.

13. Contact

PhantomDesk LLC
Illinois, United States
admin@phantomdeskai.com