Privacy Policy

Effective Date: April 30, 2026

1. Introduction

PowerDialerX ("PowerDialerX," "we," "us," or "our") operates a software-as-a-service (SaaS) platform that provides outbound and inbound calling tools, call management features, and related telecommunications functionality for insurance professionals and other businesses (the "Service").

This Privacy Policy describes how we collect, use, disclose, and protect information when you visit our website, create an account, or use the Service. By accessing or using the Service, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy.

This Privacy Policy should be read in conjunction with our Terms of Service and our AI Policy, which together govern your use of the Service.

2. Information We Collect

We collect information in the following categories:

a. Account and Registration Data

When you create an account, we collect your name, email address, company or business name, phone number, and account credentials. If you sign up through our self-service process, we also collect information necessary to set up your business on the platform.

b. Billing and Payment Data

Payment processing is handled by Stripe, Inc. ("Stripe"). When you subscribe to a paid plan, your payment card details are collected and processed directly by Stripe. We do not store your full credit card number on our servers. We receive and store a limited set of billing information from Stripe, including the last four digits of your card, card type, expiration date, and billing address, for account management and invoice purposes.

c. Telephony and Call Data

We collect telephony metadata and call data records (CDRs) generated through your use of the Service, including:

Outbound and inbound phone numbers (caller ID and called number)
Call date, time, and duration
Call disposition codes and dialer notes
Answering machine detection (AMD) results
Outbound caller ID routing data (state-to-number mappings)
Call status events (ringing, connected, completed, failed)
Voicemail and hold events

d. Call Recordings

If call recording is enabled by your business, audio recordings of calls are captured and stored. Call recordings may contain personally identifiable information or sensitive data spoken during the call. Your business controls whether call recording is enabled, and you are solely responsible for complying with all applicable recording consent laws.

e. Lead and Contact Data

You and your business may upload lead and contact data to the platform, including names, phone numbers, email addresses, mailing addresses, and other information contained in CSV files or entered manually. This data is provided and controlled by you. PowerDialerX processes this data solely on your behalf to provide the Service.

f. Usage and Device Data

We automatically collect information about how you access and use the Service, including your IP address, browser type and version, operating system, device identifiers, pages viewed, features used, session duration, and referring URLs.

3. How We Use Your Information

We use the information we collect for the following purposes:

Service delivery: To provide, operate, and maintain the Service, including processing calls, managing your account, and enabling platform features
AI features: To generate transcripts, summaries, sentiment, suggested dispositions, and structured insights from your calls when AI processing is enabled (see Section 8 and our AI Policy)
Billing and payments: To process subscriptions, manage invoices, and handle payment-related communications
Customer support: To respond to your inquiries, troubleshoot issues, and provide technical assistance
Product improvement: To analyze usage patterns, diagnose technical problems, and improve the performance and functionality of the Service
Security and fraud prevention: To detect, prevent, and respond to security incidents, unauthorized access, and fraudulent activity
Legal compliance: To comply with applicable laws, regulations, legal processes, or governmental requests
Communications: To send you service-related notices, updates, and, where permitted, promotional communications (with opt-out options)

4. Call Recording Data

Call recording is an optional feature that may be enabled at the business level. When enabled, the following applies:

Data controller: Your business is the data controller for all call recordings. PowerDialerX acts as a data processor, processing recordings solely on your behalf and according to your instructions.
Content: Recordings capture the audio content of calls between your dialers and the parties they contact. This content may include personally identifiable information, financial information, health information, or other sensitive data.
Storage: Recordings are stored securely using our telephony provider's infrastructure with encryption at rest and in transit.
Access controls: Access to recordings is restricted to authorized users within your business based on role-based permissions (admin and manager roles).
Consent obligations: You are solely responsible for obtaining all consents required by applicable federal and state laws prior to recording any call. Some jurisdictions require the consent of all parties to a call. PowerDialerX does not monitor or enforce your compliance with recording consent requirements.
Retention: Recordings are retained in accordance with your business's settings and our data retention policies described in Section 11 below.

5. Telephony and Call Data

The Service uses Telnyx LLC ("Telnyx") as its underlying telecommunications provider. When you make or receive calls through the Service, call data — including phone numbers, call metadata, and routing information — is transmitted through Telnyx's infrastructure.

Each business on the platform operates with isolated telephony resources. Your business's phone numbers, call data, and configurations are logically separated from those of other businesses.

Outbound caller ID routing allows your business to configure which phone number is displayed to called parties based on geographic rules. This routing data (state-to-number mappings) is stored as part of your business's configuration.

Call authentication is handled through industry-standard protocols to help ensure the integrity of caller identification information.

6. Lead and Contact Data

Lead and contact data uploaded to or created within the platform is owned and controlled by your business. PowerDialerX's role with respect to this data is as follows:

Data processor: We process lead and contact data solely to provide the Service and do not use it for our own independent purposes.
Customer responsibility: You are responsible for ensuring that you have all necessary rights and consents to upload, store, and use lead and contact data on the platform, and that your use complies with all applicable privacy and telemarketing laws.
Data portability: You may export your lead and contact data from the platform at any time through the available export functionality.
Deletion: Upon termination of your account, you may request deletion of all lead and contact data. We will delete such data within a reasonable timeframe, subject to any legal retention obligations.
CSV imports: When you upload lead data via CSV files, the file contents are processed to create or update lead records in your business's account. Uploaded CSV files are not retained after processing is complete.

7. Browser-Based Calling

The Service uses WebRTC (Web Real-Time Communication) technology to enable browser-based calling. When you use the calling features:

Microphone access: Your browser will request permission to access your device's microphone. This permission is required to make and receive calls. Audio is streamed in real time and is not stored locally by the Service.
Audio processing: Real-time audio is transmitted between your browser and our telephony provider's infrastructure using encrypted connections. We do not independently process or analyze the audio stream beyond what is necessary to facilitate the call.
Browser permissions: Microphone permissions are managed by your browser and can be revoked at any time through your browser settings.

8. AI Processing of Call Data

When call recording and transcription are enabled, recorded call audio may be processed by our AI features to generate transcripts, call summaries, sentiment labels, suggested dispositions, action items, and structured-data extractions (collectively, "AI Output").

POWERDIALERX DOES NOT USE CALL RECORDINGS, TRANSCRIPTS, OR ANY DATA DERIVED FROM THEM TO TRAIN OR FINE-TUNE OUR OWN AI MODELS OR ANY GENERAL-PURPOSE AI MODEL.

Where third-party AI providers process this data on our behalf (currently OpenAI, L.L.C. for transcription and natural-language analysis), we use them under enterprise terms that contractually prohibit them from using your data to train their models. Audio is transmitted over encrypted connections, processed transiently to return the requested AI Output, and is not retained by these providers beyond the period required to deliver the service.

Administrators can disable transcription and AI processing for their entire business through the Telephony settings. Disabling AI processing prevents future calls from being processed but does not automatically remove AI Output already generated; you may request deletion of AI Output by contacting support.

For a complete description of how the Service uses AI — including data flows, customer controls, accuracy limitations, and our compliance posture — please see our AI Policy.

9. How We Share Information

We do not sell your personal information. We share information in the following limited circumstances:

a. Sub-Processors

We rely on third-party providers ("sub-processors") to deliver the Service. Each sub-processor is bound by contractual obligations to protect your data and to use it only for the purposes of delivering services to us. Our current sub-processors include:

Telnyx LLC — call routing, call recording infrastructure, SIP, and SMS messaging
Stripe, Inc. — subscription billing, invoicing, and payment card processing
OpenAI, L.L.C. — call transcription and natural-language analysis under enterprise terms that prohibit training on Customer Data (see our AI Policy)
Microsoft Corporation — outbound transactional email through Microsoft 365 / Microsoft Graph, where you have not configured an alternative SMTP provider
Amazon Web Services, Inc. — cloud infrastructure, encrypted file storage (such as direct-mail logo uploads), and synthesized voice generation for call disclosures
Render Services, Inc. — application hosting and managed PostgreSQL database hosting

We may add or replace sub-processors from time to time. Material changes to this list will be reflected in this Privacy Policy.

b. Other Service Providers

We may share information with additional third-party service providers who perform services on our behalf, such as monitoring, error tracking, analytics, and customer support. These providers are contractually obligated to use your information only for the purposes of providing services to us and in accordance with this Privacy Policy.

c. Legal Requirements

We may disclose information if required to do so by law or in the good faith belief that such action is necessary to: (i) comply with a legal obligation, subpoena, court order, or governmental request; (ii) protect and defend our rights or property; (iii) prevent fraud or other illegal activity; or (iv) protect the personal safety of users or the public.

d. Business Transfers

If PowerDialerX is involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your information.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to operate and secure the Service:

Authentication tokens: We use session tokens (JSON Web Tokens) stored in your browser to maintain your authenticated session and enable secure access to the Service.
Refresh tokens: We use secure refresh tokens to maintain persistent login sessions across browser sessions.
Essential cookies: We may use cookies necessary for the basic functionality of the Service, such as remembering your preferences and settings.

We do not use third-party advertising cookies or tracking pixels. We do not engage in cross-site tracking for advertising purposes.

11. Data Retention

We retain different categories of data for different periods:

Account data: Retained for the duration of your account and for a reasonable period after account termination to comply with legal obligations, resolve disputes, and enforce our agreements.
Call data and CDRs: Retained for the duration of your account. Call metadata is used for reporting, analytics, and billing purposes.
Call recordings: Retained in accordance with your business's configuration and applicable law. You may request deletion of recordings at any time.
AI Output (transcripts, summaries, sentiment, suggested dispositions, extracted fields): Stored as part of the underlying call record; retention follows the same policy as the call record itself. Deletion of a call record removes the associated AI Output. You may also request deletion of AI Output independently by contacting support.
Lead and contact data: Retained for the duration of your account. Upon termination, you may request export and/or deletion of this data.
Payment records: Retained as required by applicable tax and financial reporting laws.
Usage logs: Retained for a reasonable period for security monitoring, debugging, and product improvement purposes.

Upon account termination, we will delete or anonymize your data within a reasonable timeframe, except where retention is required by law or for legitimate business purposes (such as fraud prevention or financial record-keeping).

12. Data Security

We implement technical and organizational measures designed to protect the security, integrity, and confidentiality of your information:

Encryption in transit: All data transmitted between your browser and our servers is encrypted using TLS (Transport Layer Security).
Encryption at rest: Sensitive data fields, including telephony credentials, OAuth refresh tokens, and API keys, are encrypted at rest using industry-standard encryption algorithms.
Tenant isolation: Each business's data is logically isolated from other businesses' data. Telephony resources are provisioned on a per-business basis to provide additional isolation.
Access controls: The platform enforces role-based access controls (admin, manager, dialer) to restrict access to data and features based on user roles within your business.
Authentication: User sessions are secured using JSON Web Tokens with configurable expiration, refresh tokens are stored as one-way hashes, and passwords are hashed using bcrypt.
Audit logging: Sensitive administrative and platform-level actions are recorded in an audit log for accountability.

While we strive to protect your information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security.

13. Your Rights and Choices

You have the following rights regarding your information:

Access: You may request access to the personal information we hold about you.
Correction: You may request correction of inaccurate or incomplete personal information.
Deletion: You may request deletion of your personal information, subject to certain exceptions (such as legal retention requirements).
Data portability: You may request a copy of your data in a structured, commonly used format.
Account deletion: You may request deletion of your account by contacting our support team. Account deletion will result in the removal of your account data and associated business data in accordance with our retention policies.
Marketing opt-out: You may opt out of promotional communications by following the unsubscribe instructions included in such communications or by contacting us directly.

To exercise any of these rights, please contact us at support@powerdialerx.com. We will respond to verified requests within a reasonable timeframe and in accordance with applicable law.

14. California Privacy Rights (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information:

Right to know: You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources from which it was collected, the business or commercial purpose for collecting it, and the categories of third parties with whom we share it.
Right to delete: You have the right to request deletion of personal information we have collected from you, subject to certain exceptions.
Right to opt-out of sale: We do not sell personal information as defined by the CCPA. If this practice changes, we will update this Privacy Policy and provide an opt-out mechanism.
Right to non-discrimination: We will not discriminate against you for exercising any of your CCPA rights.

To submit a CCPA request, contact us at support@powerdialerx.com. We may need to verify your identity before processing your request.

15. Children's Privacy

The Service is not directed to individuals under the age of 13, and we do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will take steps to delete such information promptly. If you believe a child under 13 has provided us with personal information, please contact us at support@powerdialerx.com.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by posting the updated Privacy Policy on our website with a revised effective date and, where practicable, by email. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the updated Privacy Policy.

We encourage you to review this Privacy Policy periodically to stay informed about our information practices.

17. Contact Information

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

PowerDialerX
support@powerdialerx.com
powerdialerx.com