Call Manager ServicesPrivacy Policy
Last updated: 16 May 2026. This policy applies to website, service and support interactions.
It explains how Call Manager handles personal data across website inquiries, client accounts, support requests, AI SaaS cloud telephony, CRM integrations, DNCR workflows and approved business communication. Client-controlled call records, including recordings, transcripts, CRM-linked activity and DNCR workflow records, remain governed by the client-approved deployment, storage, access and retention model.
How this policy should be read
This policy should be read together with the applicable service agreement, data-processing terms, client instructions and any jurisdiction-specific notices. It separates Call Manager business data from client-controlled service records so each category is handled in the right context.
- Call Manager business operationsWe may handle information when someone visits our website, requests a demo, contacts sales or support, manages an account, receives a proposal or communicates with us.
- Client communication environmentsCall recordings, call logs, AI transcripts, summaries, CRM-linked call records and DNCR workflow records are governed by the agreed client deployment, storage, access and retention model.
- Policy updatesThis policy may be updated as our services, website, integrations, regulatory expectations or operational practices change.
- Contractual termsService agreements, data-processing terms, client instructions or jurisdiction-specific notices may apply in addition to this page.
Information we may process
The exact information depends on how a visitor, lead, client, user or authorized contact interacts with Call Manager and which services are enabled.
| Data category | Examples | Typical source |
|---|---|---|
| Website usage data | IP address, browser type, device information, pages viewed, referral source, visit timing and general analytics signals. | Website, browser and analytics tools. |
| Inquiry data | Name, company, email, phone number, message content, requested service and sales or demo context. | Forms, email, WhatsApp, calls or direct communication. |
| Account and billing contact data | Authorized contacts, admin users, billing contacts, company details and service administration information. | Client-provided information and service setup records. |
| Support data | Support tickets, troubleshooting notes, screenshots, configuration details, access requests and remote-support context. | Client administrators, users, support tools and approved troubleshooting sessions. |
| Communication data | Emails, WhatsApp messages, call-back requests, meeting notes and correspondence metadata. | Direct communication between Call Manager and the relevant contact. |
| Service-related data | Call logs, call recordings, voicemail, AI transcripts, AI summaries, receptionist notes, CRM-linked call records, DNCR check records, reports and analytics, depending on deployment. | Client environment, enabled modules, integrations and approved service workflows. |
Why information is processed
Call Manager processes information only for business, service, support, security, contractual, compliance or operational purposes connected to the requested or enabled services.
Call records remain governed by the client-approved model
A cloud telephony platform handles different categories of information. Some information belongs to Call Manager business operations. Other records belong to the client communication environment and remain under client control according to the agreed deployment, storage, access and retention model.
Technical controls are covered separately
For deeper details on storage, access, retention, recordings, transcripts, AI summaries and client-controlled data models, use the Trust & Data Control page.
View Trust & Data Control| Data type | Control model |
|---|---|
| Call Manager business data | Website inquiries, demo requests, account administration, support communication and contract-related records are handled by Call Manager for business and service operations. |
| Client call data | Call recordings, call logs, voicemail, AI transcripts, summaries, reports and CRM-linked call records are handled according to the agreed client deployment, storage, access and retention model and remain under client control. |
| DNCR workflow records | DNCR checks, blocked-call records and related audit details are governed by the configured workflow and the client’s applicable calling policy and regulatory obligations. |
| CRM integration data | CRM-connected fields, recording links, notes and call activity are synced only according to approved integration rules and client instructions. |
AI, CRM and DNCR data handling
Call Manager is built as AI SaaS cloud telephony with deep CRM integration and DNCR-aware workflows. Privacy handling needs to follow the same operational reality.
When information may be shared
Information may be shared only where reasonably necessary to operate, support, secure, integrate or legally protect the services.
- Service providers: hosting, infrastructure, support, communications, analytics, security or business tools used to operate the service.
- Client-approved integrations: CRM, API, storage or workflow integrations enabled by the client.
- Payment or account administration providers: where needed for billing, contracts, records or service administration.
- Legal, regulatory or safety purposes: where disclosure is required by law, contract, legal process, abuse investigation or protection of rights.
- Business continuity: where necessary for continuity of service, restructuring, assignment or similar business events, subject to appropriate protections.
Website cookies and service analytics
Our website and tools may use cookies, analytics or similar technologies to understand site usage, maintain security, improve performance and support user experience.
Access is limited by role, need and approval
Support and administrative access should be limited to what is needed to provide the requested service, resolve an issue, maintain security or support an approved client workflow.
- Support access may be used to troubleshoot configuration, CRM sync, AI outputs, call routing, recording access, reporting or workflow issues.
- Remote assistance should be approved by the client or authorized contact before use.
- Client administrators remain responsible for user permissions, internal access rules and employee use of the platform.
- Security controls may include role-based access, workflow restrictions, logging, monitoring and configured permissions, depending on deployment.
Responsible use of AI cloud telephony
Call Manager is intended for approved business communication, not spam, fraud, harassment, unlawful outreach or attempts to bypass calling restrictions.
Privacy requests and data questions
Depending on applicable law and the type of data involved, individuals may have rights to access, correct, delete, restrict, object to processing, request portability or withdraw consent. Some rights depend on the legal basis and context of processing.
How long information is kept
Retention depends on the type of data, business purpose, contractual requirements, legal obligations, security needs and client-approved deployment rules.
| Information type | Retention approach |
|---|---|
| Call Manager business records | Kept as needed for inquiries, proposals, contracts, billing, support, security, legal obligations and business administration. |
| Support records | Kept as needed to document issues, troubleshoot services, maintain continuity and protect clients and the platform. |
| Client-controlled service records | Call recordings, transcripts, summaries, reports, CRM-linked records and DNCR workflow records follow the client-approved storage and retention model. |
| Legal or security records | May be kept longer where needed for legal claims, regulatory obligations, fraud prevention, abuse investigation or security protection. |
Technical controls do not replace legal advice
Call Manager provides technical, operational and workflow controls that can help businesses manage privacy and compliance responsibilities. Clients remain responsible for legal interpretation, notices, consent requirements, retention policies, DNCR obligations, campaign rules, employee use and industry-specific requirements.
Privacy policy questions
Clear answers, because making compliance sound mysterious helps precisely nobody except consultants with expensive watches.
Is this page a legal privacy policy?
This page explains how Call Manager handles personal data across website inquiries, client accounts, support requests, AI cloud telephony services, CRM integrations, DNCR workflows and approved business communication. Contractual terms or jurisdiction-specific notices may also apply.
Who controls call recordings, transcripts and CRM-linked call records?
Call recordings, call logs, AI transcripts, summaries, CRM-linked call records and DNCR workflow records are handled under the client-approved deployment, storage, access and retention model. These communication records remain under client control.
Does Call Manager sell client communication data?
No. Client communication records are not sold.
How are AI transcripts and summaries handled?
AI transcripts, summaries and receptionist notes may contain personal data and should follow the same approved access, storage, retention and CRM-sync rules as the related call record.
How are privacy requests handled?
Requests related to Call Manager business data can be sent to Call Manager. Requests involving client-controlled call records may need to be directed to the client that controls the business relationship and deployment.
How can abuse or suspicious use be reported?
Abuse, suspicious use or misuse of Call Manager communication tools can be reported to abuse@activecallmanager.com for review.
Privacy that match your workflow
Use Call Manager with clear privacy handling across AI telephony, CRM-connected call activity, DNCR workflows, support access and client-controlled communication records.