Privacy Policy

This policy explains how Sitovai Agency (business ID / Y-tunnus 3638129-8, Finland), the data controller for DialWolf, handles personal data. Questions or requests: support@sitovaiagency.com.

1. Data we collect

• Account data — your email address, and authentication records needed to sign you in.
• Billing data — subscription status and plan. Card details are handled entirely by Stripe; we never see or store them.
• Lead data — business names, addresses, phone numbers and public listing details returned by Google Places for the searches you run, plus the scores and notes generated for them.
• Call data — for calls placed through the dialer: numbers dialled, timestamps, duration and outcome, and, where you enable it, call recordings and their transcripts.
• Usage data — standard server logs (IP address, time, pages and endpoints accessed) kept for security and debugging.

2. Why we process it

To provide the service you signed up for (performance of a contract): finding and scoring leads, placing and logging calls, and producing AI coaching and scorecards. To bill you (contract and legal obligation). To keep the service secure and functioning (legitimate interest). We do not sell personal data, and we do not use your call content to train any AI model.

3. Call recording — your responsibility

Call recording laws vary by country and, in the United States, by state. Some jurisdictions require the consent of every party on the call. You are responsible for complying with the recording and notification laws that apply to you and to the people you call — including announcing that a call is recorded where that is required. DialWolf provides recording and announcement features, but the decision to use them, and the legality of doing so, rests with you. In data-protection terms you are the controller of the call content and lead data in your workspace; we act as your processor for it.

4. Who else processes data

We use these providers, only as needed to run the service:

• Supabase — database, authentication and storage.
• Vercel and Railway — hosting.
• Twilio — telephony. Calls are placed through the Twilio account you connect, under your own agreement with Twilio.
• Deepgram — speech-to-text for call transcripts.
• Anthropic — AI scorecards, coaching and lead scoring.
• Google Places — business listing data for lead discovery.
• Stripe — payments.
• Resend — transactional email (sign-in and account emails).

Some of these providers are based outside the EU/EEA. Where that is the case, transfers rely on the European Commission's Standard Contractual Clauses or an equivalent safeguard.

5. How long we keep it

Account and billing records are kept for as long as you have an account, and afterwards only as long as accounting law requires. Leads, call logs, recordings and transcripts stay in your workspace until you delete them or close your account. Server logs are kept for a short period for security purposes. When you close your account we delete your workspace data within 30 days, except where we must retain something by law.

6. Your rights

If you are in the EU/EEA or the UK you have the right to access, correct, delete, restrict or object to the processing of your personal data, and the right to data portability. Email support@sitovaiagency.com and we will respond within one month. You may also lodge a complaint with your local supervisory authority — in Finland, the Office of the Data Protection Ombudsman (Tietosuojavaltuutetun toimisto).

If your personal data is in a customer's workspace because they called you or added you as a lead, that customer is the controller of it. Contact them first; we will help them respond.

7. Security

Data is encrypted in transit. Access to production systems is limited to those who need it. Workspaces are isolated from one another at the database level so one customer cannot read another's data.

8. Cookies

We use only the cookies needed to keep you signed in and to keep the service secure. We do not run advertising or third-party tracking cookies.

9. Changes

We will update this page if our processing changes, and will revise the date above. Significant changes affecting you will be announced by email.