Privacy Policy

From account holders

• Account and profile details — name, email, phone number, business name, photo, and settings.
• Authentication data — a securely hashed password, or a Google or Apple sign-in identifier.
• Billing details for paid features, processed by our payment provider (we do not store full card numbers).
• Content you create — messages, notes, call recordings and transcripts, templates, and business-card details.
• Usage and device information — log data, IP address, browser type, and actions taken in the app.
• Precise location, only when you enable it for field features such as door-knock routes, and only while you use them.

About contacts (entered or imported by account holders)

• Identifiers such as name, phone, email, and mailing/property address.
• Property, ownership, and related public-record or enrichment data an account holder chooses to add.
• Communication history — texts, emails, calls, recordings, and notes tied to that contact.

From visitors to shared pages

• Information you choose to submit — for example, your name and number on an intake or booking form.
• When you open a link to a page shared through SetMate — such as a digital business card atsetmate.ai/c/…— we record that the page was opened, along with the time and basic technical details, so the sender can follow up. We do not embed hidden tracking pixels in the text messages themselves.

• To provide, operate, secure, and improve the platform.
• To send and receive the calls, messages, and emails you initiate through SetMate.
• To power features you turn on — routing, scheduling, analytics, and AI-assisted summaries or draft messages.
• To process payments and prevent fraud and abuse.
• To communicate with account holders about their account, security, and service updates.
• To comply with legal obligations and enforce our terms.

We do not sell personal information, and we do not use the contents of an account holder's messages or contacts to advertise to their contacts.

Account holders are responsible for having a lawful basis and any required consent to contact the people they reach through SetMate, and for honoring opt-outs. When someone replies STOP (or a similar keyword) to a text, we record that opt-out and block further automated texts to that number. Calls may be recorded where an account holder enables recording; account holders are responsible for providing any notice or consent their jurisdiction requires.

Some features use third-party AI services to transcribe and summarize calls, draft follow-up messages for you to review before sending, and surface lead insights and coaching. This section says exactly what is sent, to whom, and why — and how you control it.

What is sent

• Call audio and transcripts of calls you record or that are recorded for you
• Lead notes and property details on the leads you work
• Messages you ask AI to draft, and the conversation they reply to

Who receives it, and for what

• Anthropic (Claude) — call summaries, follow-up drafts and lead insights. Processed under its privacy policy.
• OpenAI — transcription fallback and lead insights. Processed under its privacy policy.
• Google (Gemini) — lead insights and property analysis. Processed under its privacy policy.
• Deepgram — transcription of call audio. Processed under its privacy policy.

These providers act as our processors: under our agreements with them they may use the data only to provide the service to us — not for their own purposes or for advertising. Each provider protects the data under its own privacy policy and security terms, which provide protection equal to this policy.

Your permission comes first

Nothing is sent to an AI provider on your behalf until you allow it. The first time you use the app (in the SetMate iPhone app) or the first time you open an AI-backed feature (on the web), we show a consent screen listing the data, the providers, and the purposes above, with the choice to Allow or Not now. Until you allow it, your call recordings are stored but not transcribed or summarized by AI, and AI drafts and insights stay off for your account.

Withdrawing permission

You can change your choice at any time in the app under Settings → My Account → AI processing. Turning it off stops any further data from being sent to AI providers for your account. Results already generated (for example a call summary on a lead) remain in your workspace until you delete them.

Retention and accuracy

Data sent to an AI provider is used to generate the result and is not kept by us anywhere beyond the workspace content described in section 1; our own retention of that content is described in section 7. AI output can be inaccurate — account holders remain responsible for reviewing anything before acting on or sending it.

We share information only as needed to run the service:

• Service providers we rely on to operate SetMate — for example cloud hosting and databases, telephony and messaging carriers, email delivery, payment processing, analytics, and the AI providers named in section 4. They may process information only to provide their service to us.
• Within a workspace — an account holder's data is visible to authorized members of that same workspace.
• Legal and safety — when required by law, or to protect the rights, safety, and security of SetMate, our users, or the public.
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this policy.

We use cookies and similar technologies to keep you signed in, remember preferences, and understand how the app and website are used. Our website uses Google Analytics to measure traffic; you can control cookies through your browser settings, though some features may not work without them.

We keep information for as long as an account is active and as needed to provide the service, then for a reasonable period to meet legal, accounting, security, and dispute-resolution needs. Account holders can delete contacts and content from their workspace; deleted items may persist in backups for a limited time before being overwritten.

We use administrative, technical, and physical safeguards designed to protect information — including encryption in transit, hashed passwords, and access controls. No method of transmission or storage is perfectly secure, so we cannot guarantee absolute security.

Depending on where you live, you may have rights to access, correct, delete, or export personal information, or to object to or limit certain processing. Because much of the contact information in SetMate belongs to an account holder's workspace, we may direct a request about that data to the relevant account holder, who acts as its controller. To make a request, contact us at the address below; we may need to verify your identity first.

To delete your account, see Delete your account, which explains the in-app steps, what is erased, and what is kept.

SetMate is a business tool and is not directed to children under 16. We do not knowingly collect personal information from children.

We may update this policy as the product and applicable laws change. When we do, we will revise the "Last updated" date above, and we will provide additional notice for material changes.

Connecting a Google account to SetMate is optional. If you connect one — for Gmail, Google Calendar, or both — SetMate accesses a limited set of data from that account. This section describes exactly what, and applies in addition to the rest of this policy.

What we access, and why

• Your Google email address and basic profile — so we can show which Google account is connected and keep the connection attached to the right user.
• Google Calendar events — to sync appointments in both directions. Appointments you create in SetMate are written to your Google Calendar, and events from your Google Calendar are shown in SetMate's calendar so your availability is accurate.
• Gmail messages — to send email on your behalf from your own address, and to read and organize messages so that replies from your contacts appear in the matching conversation inside your workspace.

How we handle it

• We use Google user data only to provide the features above, at your direction. We do not sell it, and we do not use it for advertising.
• We do not use Google user data to develop, improve, or train generalized or non-personalized artificial-intelligence or machine-learning models.
• We do not transfer Google user data to third parties except to the service providers that host and operate SetMate on our behalf, or where we are required to by law.
• No human reads your Google user data except with your explicit permission (for example, when you ask us to investigate a problem), where necessary for security purposes such as investigating abuse, or where we are required to by law.
• Access credentials for your Google account are encrypted at rest, and data is transmitted over encrypted connections. Google data synced into your workspace is visible only to members of that workspace.

Disconnecting and deletion

You can disconnect Google at any time in SetMate under Settings → Integrations, or revoke SetMate's access directly from your Google Account permissions page. When you disconnect, we delete the stored access credentials for that account. Calendar events that were already synced into your workspace remain there as appointments until you delete them, so that your existing schedule and history are not silently removed.

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

Questions about this policy or your information? Email us at privacy@setmate.ai.