Privacy Policy

Effective Date: July 3, 2025
Last Updated: July 3, 2025

1. Introduction and Scope

This Privacy Policy (“Policy”) is established by Welco.ai (“Company,” “we,” “us,” or “our”), governing the collection, use, processing, storage, disclosure, and protection of information, including personal information, obtained from users (“you” or “your”) of our website, AI receptionist services, and any other services we provide (collectively, the “Services”).

By accessing or using our Services, you expressly consent to the practices described in this Policy. This Policy is incorporated into and subject to our Terms of Service.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will inform you about changes by updating the “Last Updated” date of this Policy. Changes will be effective immediately upon posting the updated Policy on our website.

Territorial Scope (United States & Canada Only). Welco.ai currently markets, offers, and supports the Services solely within the United States and Canada. If you are located outside the United States or Canada, you should refrain from using the Services. Accessing the Services from any other jurisdiction is at your own risk, and you are solely responsible for compliance with local laws.

2. Definitions

“Controller” means the natural or legal person, public authority, agency, or other body which alone or jointly with others, determines the purposes and means of the processing of Personal Data.

“End-User” means any person or entity with whom the Subscriber interacts using the Service(s).

“Personal Data” means any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

“Process” means any operation or set of operations which is performed on Personal Data or on sets of Personal Data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

“Service(s)” means our AI receptionist platform, website, and related services.

“Subscriber” means the natural or legal person that has subscribed to the Service(s) by agreeing to the Terms of Use.

3. Information Collection and Categories

3.1 Personal Information We Collect Directly

We collect various categories of personal information, including but not limited to:

a) Account and Registration Information:

  • Real name, business name, postal address, email address, phone number
  • Account credentials and unique identifiers
  • Payment and billing information

b) Commercial Information:

  • Records of products or services purchased, obtained, or considered
  • Purchasing or consuming histories or tendencies
  • Subscription and usage data

c) Audio, Visual, and Communication Data:

  • Call recordings and transcripts from AI receptionist interactions
  • Voice data and speech patterns
  • Text messages and chat logs
  • Associated metadata and call logs

d) Professional Information:

  • Business details, industry type, company size
  • Professional contact information
  • Employment-related information

3.2 Information We Collect Automatically

a) Usage Data:

  • Details of your visits to our website, including traffic data, location data, logs, and other communication data
  • Information about your computer and internet connection, including IP address, operating system, and browser type
  • Device details (type, version, model, operating system)
  • Interaction patterns and user behavior analytics

b) Location Data: If you grant us permission, we may collect and track your location data to offer enhanced features and personalize our service. You can enable or disable location services through your device settings.

3.3 Information from Third Parties

We may receive your Personal Data from:

  • Third-party service providers and business partners
  • Marketing lists and databases (where consent has been obtained)
  • Social media platforms
  • Public databases and sources
  • Credit reference agencies for fraud prevention

4. Cookies and Tracking Technologies

We use cookies, web beacons, tracking pixels, and other tracking technologies to enhance your experience and improve our Services.

4.1 Types of Cookies We Use

Essential Cookies: These are necessary cookies without which our website won’t work properly. They enable core functionality such as security, network management, and accessibility. You cannot opt-out of these cookies, but may disable them through browser settings (which may affect website functionality).

Analytics Cookies: These monitor how users reach and interact with our website. They help us understand which features work best and identify areas for improvement. These cookies collect information in aggregate form without directly identifying individuals.

Personalization Cookies: Used to recognize repeat visitors and record browsing history, pages visited, settings, and preferences for each visit.

Security Cookies: Help identify and prevent security risks, authenticate users, and protect user data from unauthorized access.

Advertising Cookies: Placed by advertisers and ad servers to display relevant advertisements. These cookies track website visits and ad interactions but are not linked to personal information.

Website Management Cookies: Maintain your identity or session on our website so you remain logged in. These cannot be turned off individually but can be disabled through browser settings.

4.2 Third-Party Cookies

Third-party services may place cookies on your device when you visit our website. You can manually disable these through your browser settings.

4.3 Managing Cookies

Most browsers accept cookies by default, but you can modify your browser settings to reject or remove cookies. Visit your browser’s help section for specific instructions. Note that disabling cookies may affect website functionality.

5. Use of Information

5.1 Primary Purposes

We use collected information for:

a) Service Provision:

  • Facilitating access to our website and AI receptionist services
  • Processing and completing transactions
  • Managing user accounts and subscriptions
  • Providing customer service and technical support

b) Communication:

  • Sending service-related communications, updates, and notifications
  • Responding to inquiries and support requests
  • Sending information about new features and service offerings

c) Service Improvement:

  • Analyzing usage patterns and trends
  • Conducting research and development activities
  • Enhancing user experience and personalizing services
  • Training and improving our AI and machine learning models

d) Security and Compliance:

  • Detecting, preventing, and addressing fraud and illegal activities
  • Ensuring platform security and preventing unauthorized access
  • Complying with legal obligations and regulatory requirements

5.2 Secondary Purposes

We reserve the right to use collected information for any lawful purpose, including:

  • Development and training of artificial intelligence and machine learning models
  • Creating aggregated and anonymized datasets for business intelligence
  • Market research and competitive analysis
  • Creating derivative works and products based on insights

6. Data Sharing and Disclosure

6.1 No Sale of Personal Information

Welco.ai does not sell, rent, or lease your personal information to third parties for monetary or other valuable consideration.

6.2 Data Sharing Circumstances

We may share your information in the following circumstances:

a) Service Providers: Third-party companies that facilitate our Services, provide services on our behalf, or assist in service analysis. These parties have access to your information only to perform specific tasks and are contractually obligated not to disclose or use it for other purposes.

b) Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you via email and/or website notice of any ownership changes.

c) Legal Requirements: We may disclose information when required by law or in good faith belief that such action is necessary to:

  • Comply with legal obligations
  • Protect our rights and property
  • Prevent or investigate wrongdoing
  • Protect user and public safety
  • Defend against legal liability

d) Strategic Partnerships: We may share non-personal, aggregated, or anonymized data with partners for business purposes, provided no personal information is sold for profit.

6.3 Data Access Rights

Welco.ai maintains full access to all data collected through our Services and reserves the right to use this data internally for lawful purposes including service improvement, product development, AI model training, research, and analysis.

7. International Data Transfers

We primarily process Personal Data in the United States and Canada. However, we may transfer Personal Data outside these jurisdictions for the purposes outlined in this Policy. We ensure recipients provide adequate protection comparable to applicable data-protection laws.

Notice to EEA Residents. Welco.ai is not currently certified or fully compliant with the EU General Data Protection Regulation (GDPR) and does not intentionally target or market the Services to residents of the European Economic Area (EEA). If you are an EEA resident, please do not use our Services.

Your information may be transferred to and processed in countries with different data-protection laws than your jurisdiction. By using our Services, you consent to these transfers, including to the United States and Canada where we maintain facilities and engage service providers.

8. Data Retention and Security

8.1 Retention Period

We retain Personal Data only as long as necessary for the purposes outlined in this Policy. We retain and use Personal Data to comply with legal obligations, resolve disputes, and enforce agreements.

In the absence of ongoing legitimate business needs, we will delete, aggregate, or securely store and isolate Personal Data from further processing until deletion is possible.

8.2 Security Measures

We implement appropriate technical and organizational measures to protect collected Personal Data, including:

  • Encryption of data in transit and at rest
  • Access controls and authentication systems
  • Regular security assessments and updates
  • Employee training on data protection

However, no internet transmission or electronic storage method is 100% secure. While we strive to use commercially acceptable protection means, we cannot guarantee absolute security.

9. Your Rights and Choices

9.1 General Rights

You may have certain rights regarding your personal information, including:

  • Access to personal information we hold about you
  • Correction of inaccurate or incomplete information
  • Deletion of personal information (subject to exceptions)
  • Objection to or restriction of processing
  • Data portability
  • Withdrawal of consent

9.2 GDPR Rights (EU/EEA Residents)

If you are an EU/EEA resident, you have additional rights under GDPR:

  • Right to be informed about data processing
  • Right to rectification of inaccurate data
  • Right to erasure (“right to be forgotten”)
  • Right to restrict processing
  • Right to data portability
  • Right to object to processing
  • Rights related to automated decision-making and profiling

Important Disclaimer. Welco.ai is not currently GDPR compliant and does not intentionally offer or market its Services to EU/EEA residents. The rights described in this subsection reflect the GDPR framework; however, because we do not process data under GDPR, these rights may not be available through our platform. If you are an EU/EEA resident, please refrain from using our Services.

9.3 CCPA Rights (California Residents)

California residents have the right to:

  • Know what personal information is collected
  • Know if personal information is sold or disclosed
  • Say no to the sale of personal information
  • Access personal information
  • Request deletion of personal information
  • Equal service and price (non-discrimination)

9.4 Exercising Your Rights

To exercise any of these rights, please contact us using the information in Section 14. We will respond to verified requests within the timeframes required by applicable law.

9.5 Opt-Out Options

You may opt-out of:

  • Marketing communications by following unsubscribe instructions or contacting us
  • Certain data processing activities (where legally permitted)
  • Location tracking through device settings

10. Special Provisions for AI Receptionist Services

10.1 Call Recording and Voice Data

Our AI receptionist services may record and process voice calls, including:

  • Audio recordings of conversations
  • Voice pattern analysis
  • Speech-to-text conversion
  • Sentiment analysis and conversation summaries

10.2 End-User Data

When our Services are used by businesses (Subscribers) to interact with their customers (End-Users):

  • The business is the Controller of End-User data
  • End-Users should direct privacy requests to the business
  • We process End-User data as a Processor on behalf of the business
  • Businesses are responsible for compliance with privacy laws regarding End-User data

10.3 AI Model Training

We may use aggregated, anonymized, or pseudonymized data to train and improve our AI models. This helps enhance the accuracy and effectiveness of our AI receptionist services.

10.4 HIPAA Disclaimer

Welco.ai is not a HIPAA-compliant service and should not be used to collect, store, or transmit Protected Health Information (PHI). If your organization or use case is subject to the U.S. Health Insurance Portability and Accountability Act (HIPAA), you must not use the Services for PHI without first obtaining a separate written agreement confirming HIPAA compliance.

11. Third-Party Services and Links

11.1 Service Providers

We may use third-party service providers for:

  • Analytics: Google Analytics, Mixpanel, PostHog
  • Communication: Email and messaging services
  • Payment Processing: Stripe, PayPal, or similar services
  • Cloud Services: AWS, Google Cloud, or similar platforms
  • Development Tools: GitHub, monitoring services

11.2 External Links

Our website may contain links to third-party websites. This Policy applies only to our Services. We encourage you to review the privacy policies of any external websites you visit.

12. Children’s Privacy

Our Services are not intended for children under 13 (or 16 in the EU). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately so we can take steps to remove such information.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Significant changes will be communicated through:

  • Email notification to registered users
  • Prominent website notice
  • In-app notifications (where applicable)

Your continued use of our Services after changes constitutes acceptance of the updated Policy.

14. Contact Information

For privacy-related questions, requests, or concerns, please contact us:

Email: privacy@welco.ai
Address: [Insert Company Address]
Data Protection Officer: [Insert DPO Contact if applicable]

For general inquiries: support@welco.ai

15. Governing Law and Jurisdiction

This Privacy Policy is governed by the laws of the State of Delaware, United States of America, without regard to its conflict-of-law provisions. You agree that any dispute arising out of or relating to this Policy or the Services shall be submitted to the exclusive jurisdiction of the state or federal courts located in Wilmington, Delaware (USA).

16. Compliance and Certifications

We are committed to maintaining compliance with applicable privacy laws and regulations, including but not limited to:

  • General Data Protection Regulation (GDPR)
  • California Consumer Privacy Act (CCPA)
  • California Online Privacy Protection Act (CalOPPA)
  • Children’s Online Privacy Protection Act (COPPA)
  • [Add other relevant regulations]

By using our Services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

This Privacy Policy was last updated on July 1, 2025 and is effective as of July 1, 2025.