Privacy Policy

We handle information about three groups of people, and our role is different for each.

• Visitors to this website, including people who join the waitlist.
• Customers: the brokerages, builders’ sales teams and agents who have an account, and the people on their teams.
• People the agent calls: people who registered their interest in a project with one of our customers. We call them registrants.

For registrants, the customer decides who is called, about which project, and when. The customer is the organization responsible for that information, and we handle it on the customer’s behalf and on its instructions. If the agent called you, the brokerage or builder it named on the call is the one that asked us to.

From visitors and the waitlist

• Your email address when you join the waitlist, and your name, your brokerage and whether you asked for a demo, if you give them.
• Page-view statistics: the page, the referring site, and the browser, operating system, device type and country of a visit. These use no cookies and do not identify you.

From customers and their teams

• Account details: name, email address, organization and role. Sign-in is run by our authentication provider, which also keeps your password or sign-in method.
• Project material: the brochures, price lists and other documents you upload, links you add, and the brief, facts, script and objection responses written from them.
• Settings: viewing hours, calling hours, time zone, voice, test numbers, and the number your calls forward to.
• Your Google account’s email address and a calendar connection, if you connect Google Calendar. The Google Calendar section covers this.
• Messages you send us.

About registrants, from our customers

• The list a customer imports: first name, last name, phone number, email address and any note the customer includes about the registration.

From calls

• An audio recording of the call, a transcript and a written summary.
• The outcome, such as a booked viewing, a callback, no interest or a request not to be called.
• What the customer needs in order to follow up: the level of interest, objections raised, a callback time, notes, and an email address given for a viewing invitation.
• The number dialed, the time and the length of the call.
• Viewing appointments: name, phone number, email address if given, and the time.
• When someone calls one of a customer’s numbers back: the caller’s number, the time, whether the call was answered, and any voicemail they leave, with its transcript.

Technical records

• Server logs of requests and errors, which can include IP addresses and the phone numbers dialed.
• Cookies that keep signed-in users signed in. See Cookies.

We use personal information to:

• provide the service: read a customer’s documents, write the call script, place calls, answer questions on them, book viewings and keep a record of each call;
• record requests not to be called, and keep calls inside the hours a customer sets and the law allows;
• run the waitlist: tell you when your account is ready, and arrange a demo if you asked for one;
• send service messages, such as sign-in emails and the email a customer’s admins get when a caller leaves a voicemail;
• answer questions and fix problems;
• keep the service secure, find and fix faults, and improve how the agent handles calls, which includes listening to recordings and reading transcripts;
• meet our legal obligations.

We do not sell personal information, we do not use it for advertising, and we do not use customers’ documents, registrant lists, recordings or transcripts to train artificial intelligence models.

The calls are made by an AI voice agent, not a person. It never claims to be human, and if you ask it a second time whether it is an AI, it says that it is an AI assistant and offers a callback from a person.

AI models do four jobs in the service: they read a customer’s documents and write the script, listen and speak on the call, write the summary and outcome afterwards, and transcribe voicemails. These models are run by service providers that process the information for us (see Who we share it with).

Nothing is dialed until a person at the customer has published the script and started the campaign.

A customer can connect a Google Calendar so that the agent can book viewings. Connecting is optional, and it is done by a member of the customer’s team signing in to Google and giving permission.

What we access

• The email address of the Google account, so the app can show which account is connected.
• When the calendar is busy and when it is free. We ask Google for busy times only, never the titles, guests or details of your events.
• Creating events, and deleting events we created. The permission Google grants for this also lets an app see and change other events on your calendars. We do not read or change any event the agent did not create.

What we store

• The account’s email address, the calendar’s identifier and an encrypted token that lets us reach the calendar.
• Busy times are read when they are needed and are not stored. The events themselves live in your Google Calendar, and we keep our own record of each viewing, as What we collect describes.

How we use it

• To offer open viewing times on a call, add a booked viewing to the calendar with the registrant’s name and phone number, send the registrant Google’s invitation when they gave an email address, and remove the event when a viewing is cancelled.
• The agent is told which times are open so that it can offer them. It is never given the contents of your calendar.
• We do not sell information from Google, we do not use it for advertising, and we do not use it to develop, improve or train AI or machine learning models. Nobody at Smile n Dial reads it unless you ask us to for support, it is needed for security, or the law requires it.

Smile n Dial’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Disconnecting

A customer can disconnect the calendar on the Settings page at any time. That revokes our access with Google and deletes the token, the email address and the calendar’s identifier from our records. You can also remove access from your Google account’s third-party connections page.

• The customer. Recordings, transcripts, summaries, outcomes and appointments from a customer’s calls are available to that customer’s team. They are not available to other customers.
• Service providers. Companies that run parts of the service for us: cloud hosting and the database, file storage, sign-in and account email, the telephone carrier, voice and speech AI, AI models that read documents and summarise calls, the calendar (Google, when a customer connects it), transactional email, and website statistics. They may use the information only to provide their service to us. Write to tech@smilendial.ai for the current list.
• When the law requires it, or when it is needed to protect someone’s safety, our rights or the security of the service.
• A new owner, if Smile n Dial is sold or merged. We will tell customers before their information moves.

We do not sell personal information or share it for anyone else’s marketing.

Smile n Dial is based in Ontario, Canada. Our service providers store and process information in the United States and may do so in other countries. While it is there it is subject to those countries’ laws, and courts, law enforcement and national security authorities there may be able to obtain it.

• Waitlist details: until you ask us to remove them or the waitlist closes.
• A customer’s account and everything in it, including registrant lists, recordings, transcripts and appointments: for as long as the account is open. A customer can delete documents in the app at any time.
• When a customer closes its account or asks us to delete its information, we delete it within 30 days, apart from what the law requires us to keep and backups, which expire on their own schedule.
• Temporary recordings made by the telephone carrier are deleted from the carrier once they are in our storage. Other providers that process calls may keep their own copies for a limited time.
• Server logs: for a limited period, after which they are deleted.

Information is encrypted in transit. Calendar tokens and telephone credentials are encrypted before they are stored. Each customer’s information is kept apart by organization, and only members of that organization can reach it in the app. Our own access is limited to what running and supporting the service needs.

No system is perfectly secure. If a breach creates a real risk of significant harm, we will tell the people and customers affected, and the Privacy Commissioner of Canada, as the law requires.

If the agent called you

• Tell the agent you do not want to be called. It records the request, ends the call and does not dial your number again for that campaign. The customer sees the request so that it can update its own lists.
• You can also call back the number that called you. It rings the customer’s team, and you can leave a voicemail if nobody answers.
• To see, correct or delete what a customer holds about you, ask the brokerage or builder the agent named. You can also write to us at tech@smilendial.ai with the number we called, and we will pass your request to the customer and help it respond.

If you joined the waitlist

Write to tech@smilendial.ai and we will remove you.

If you are a customer

You can change your settings, delete documents and disconnect Google Calendar in the app. Write to us for anything else, including a copy of your information or closing your account.

Your rights

Under Canadian privacy law you can ask to see the personal information an organization holds about you, ask for it to be corrected, and withdraw your consent, subject to legal and contractual limits. We answer requests within 30 days. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada. If the law where you live gives you further rights, we will honour requests made under it.

This website sets no advertising or tracking cookies, and its statistics use no cookies. The application sets the cookies needed to sign you in and keep your session secure, through our authentication provider. Your choice of light or dark theme is saved in your browser and is not sent to us.

Smile n Dial is a tool for businesses. It is not meant for anyone under 18, and we do not knowingly collect information from children.

When this policy changes we will post the new version here and change the date at the top. If a change is significant, we will email customers before it takes effect.

Questions, requests and complaints about privacy go to the person responsible for privacy at Smile n Dial, at tech@smilendial.ai.

Smile n Dial, Ontario, Canada.