Privacy Policy
Last Updated: February 2, 2026
Need Theo ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered communication platform ("Service"). Please read this policy carefully to understand our practices regarding your personal data.
1. Information We Collect
1.1 Account Information
When you create an account, we collect:
- Name and email address
- Business name and contact information
- Password (stored in encrypted form)
- Phone number (for receiving SMS notifications and service alerts)
- Payment information (processed securely by Stripe)
1.2 Service Usage Data
We automatically collect:
- Chat conversations between your AI agents and end users
- Voice call recordings and transcriptions (when enabled)
- Contact and lead information captured by your agents
- Appointment and scheduling data
- SMS/text message records (message content, delivery status, phone numbers, timestamps)
- Usage metrics (credits consumed, API calls, etc.)
1.3 Technical Information
We collect:
- IP addresses and device information
- Browser type and version
- Operating system
- Log data and analytics
2. How We Use Your Information
We use collected information to:
- Provide the Service: Operate AI chat and voice agents, manage contacts, and schedule appointments
- Improve the Service: Analyze usage patterns to enhance features and user experience
- Process Payments: Handle subscription billing and usage charges
- Communicate: Send service updates, security alerts, and support messages
- Ensure Security: Detect and prevent fraud, abuse, and security threats
- Comply with Law: Meet legal obligations and respond to lawful requests
3. Third-Party Service Providers
We share data with trusted third parties who assist in operating our Service:
| Provider | Purpose | Data Shared |
|---|---|---|
| OpenAI | Powers AI responses | Conversation data, transcripts |
| Twilio | Voice calls, phone numbers, and SMS/text messaging | Call recordings, phone data, SMS message delivery |
| Deepgram | Speech-to-text transcription | Audio recordings |
| Stripe | Payment processing | Billing information |
| Calendar integration | Availability data | |
| Cloud Infrastructure | Hosting services | All service data |
These providers have their own privacy policies and security measures. We only share what's necessary for them to help us provide the Service.
3.1 SMS/Text Messaging Data
Need Theo may send SMS/text messages to phone numbers provided during interactions with our Service. These messages include appointment confirmations, follow-up information from conversations, and service notifications to business account holders.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories listed above exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
We collect and store the following SMS-related data:
- Phone numbers used to send and receive text messages
- Message content and delivery status
- Timestamps and message metadata
- Opt-in and opt-out preferences
Opting Out: You may opt out of receiving SMS messages at any time by replying STOP to any message you receive from us. After opting out, you will receive one final confirmation message and no further SMS messages will be sent to that number.
Help: For assistance with SMS messages, reply HELP to any message or contact us at support@needtheo.com.
Carriers are not liable for delayed or undelivered messages.
4. Data Retention
We retain your data as follows:
| Data Type | Retention Period |
|---|---|
| Account Data | While account is active, plus reasonable period after closure |
| Conversation Transcripts | According to your account settings |
| Call Recordings | Per your account settings (default: 90 days) |
| SMS/Text Message Records | 90 days, or as required for compliance purposes |
| Payment Records | As required by law (typically 7 years) |
| Usage Logs | For billing and analytics purposes |
You may request deletion of your data by contacting us. Some data may be retained as required by law or for legitimate business purposes.
5. Your Rights and Choices
Depending on your location, you may have the following rights:
- Access: Request a copy of your personal data
- Correction: Request correction of inaccurate data
- Deletion: Request deletion of your personal data
- Portability: Receive your data in a portable format
- Objection: Object to certain processing of your data
- Restriction: Request restriction of processing
To exercise these rights, contact us at privacy@needtheo.com. We will respond to your request within the timeframe required by applicable law.
6. Data Security
We implement appropriate technical and organizational measures to protect your data, including:
- Encryption of data in transit (TLS) and at rest
- Access controls and authentication requirements
- Regular security assessments and monitoring
- Secure development practices
While we strive to protect your data, no method of transmission or storage is 100% secure. You are responsible for maintaining the security of your account credentials.
7. Cookies and Tracking
We use cookies and similar technologies to maintain session state, remember preferences, and analyze usage patterns. Essential cookies are required for the Service to function. You can manage cookie preferences through your browser settings, but disabling certain cookies may affect Service functionality.
8. Children's Privacy
The Service is not intended for use by children under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
9. International Data Transfers
Your data may be transferred to and processed in countries other than your own, including the United States and Canada. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses where required.
10. California Privacy Rights (CCPA)
California residents have additional rights under the CCPA, including:
- The right to know what personal information we collect
- The right to delete personal information
- The right to opt-out of the sale of personal information
We do not sell personal information. To exercise your rights, contact us at privacy@needtheo.com.
11. Information About Your Customers
When our AI agents interact with your customers:
- We collect their phone numbers and information they share
- This data is stored in your Contacts
- You are responsible for how you use this customer information
- You should inform your customers that they may be recorded
Your Responsibilities
You must:
- Comply with applicable data protection laws (GDPR, CCPA, etc.)
- Have appropriate consent to collect customer information
- Not use customer data in ways that violate their privacy
- Honor data subject rights and deletion requests
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on our website and updating the "Last updated" date. Your continued use of the Service after changes become effective constitutes acceptance of the revised policy.
13. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at:
Need Theo Email: privacy@needtheo.com
By using Need Theo, you acknowledge that you have read and understood this Privacy Policy.