Privacy Policy

Last updated: October 1, 2026

1. Definition and nature of Personal Data

During the use of the TalkChief services (the “Services”) subscribed via the website https://TalkChief.io (hereinafter referred to as the “Site”), TalkChief.io., Inc., a Delaware corporation, and its subsidiaries, in particular TalkChief SAS, may require from Your organization which subscribed to the Services (“You”, “Your” or the “Subscriber”) to provide Us with Personal Data to access and use the Services, or You may need or happen to provide Us with Personal Data for the same purposes. For the purpose of this Privacy Policy, the term “Personal Data” means any data or information that enables the identification of an individual (whether directly or indirectly), such as their family name, first name, photograph, post address, email address, telephone number, data relating to their transactions with You, detail of their orders and subscriptions placed with You, IP address, voice, as well as any other information about them that You provide Us with. It also relates to any personal information of Your employees, agents or representatives provided to Us for the purpose of using the Services.

2. Purpose of this Privacy Policy

This Privacy Policy applies to any individual accessing and using the Services directly or indirectly, whether You make or receive a call. By using the Services, You, Your employees, agents and representatives shall be deemed to agree to, and be obligated to comply with, the terms of this Privacy Policy. We may amend the terms of this Privacy Policy from time to time and shall give You notice thereof by email or via a pop-up on the Site. If You do not agree with the amended version of the Privacy Policy, You should stop using the Services as any use of the Services following such notice constitutes Your acceptance of the new Privacy Policy. All amended terms automatically become effective on the sooner of: a) the day You use the Services; or b) ten (10) days after the new Privacy Policy is posted on the Site, provided that You did not inform TalkChief of Your refusal of the new version of it, which would amount to a termination notice of the Services with immediate effect, with all due consequences as provided in the Terms of Use.

Should We add new consent-based processing of Personal Data, We shall ensure to obtain Your consent therefor prior to processing such Personal Data (e.g. via a box to tick).

You shall remain at all times responsible for complying with all laws and regulations, in particular those regarding Personal Data, and personally liable for any breach thereof.

We may indeed process Personal Data We collect for the limited purposes described in this Privacy Policy, and thereby act as Data Controller for those limited purposes only. However, and outside of the scope of these limited instances, You shall be considered the Data Controller, and we shall act solely as a Data Processor, as regards the processing of Your information for the purpose of providing the Services.

In that capacity and within the scope of the Services, You are exclusively responsible in particular for:

• making any declarations necessary to the relevant data protection authority;
• complying with its obligations as Data Controller under all applicable laws and regulations informing you about their Data Processing practices and, if required, obtaining your explicit consent when collecting your Personal Data;
• ensuring they have the authority to use any Personal Data collected in accordance with the defined purposes and refraining from any unauthorized use.

3. Purposes

The table below indicates the different purposes Personal Data may be processed for, as well as their different categories, the legal basis the processing is based on, their recipients* and applicable retention period.

*You may contact Us to obtain the list of Our sub-processors.

We will inform You, upon request, whether it is compulsory or optional to provide certain Personal Data. Failure to comply with a compulsory request for Personal Data shall result in Your access to the Services being denied or suspended, it being understood however that it shall not affect any of Your financial obligations towards TalkChief.

4. Recipients of the collected Personal Data

Only Our personnel, the services in charge of control (especially: external auditor) and Our recipient subcontractors listed in the above table may have access to any Personal Data. Personal Data may also be disclosed in response to lawful requests made by government agencies or public authorities, including public officers or debt collection organizations, to meet national security, law enforcement or any other legal requirements. In any event, TalkChief shall remain liable in cases of onward transfers to third parties.

Depending on where You are located, we might have to enforce local regulations and requirements where the use of a local phone number requires to keep user details (in particular, first/last name and address) in the event we should receive an official request from a competent local authority.

5. Transfer / sale of personal databases

We shall not, without Your agreement, sell or let Personal Data to third parties. We shall only transfer Personal Data to another location, whether physical or numerical, if strictly necessary to provide the Services, or if You specifically agree with it.

6. Retention of Personal Data

6.1 General provisions

Where TalkChief is the Data Controller of Personal Data (for example, Personal Data relating to the Site visitors, or individuals who register to use our Services), then we retain the Personal Data we collect where we have an ongoing legitimate business need to do so (for example, to provide them with our Services, to enable their participation in an event, and to comply with applicable legal, tax or accounting requirements).

When we have no ongoing legitimate business need to process Personal Data, we will either delete or aggregate it or, if this is not possible (for example, because Personal Data has been stored in backup archives), then we will securely store it and isolate it from any further processing until deletion is possible.

If Personal Data is processed for, on behalf of, or for the purpose of the Services taken out by, any Subscriber, we will process Personal Data for as long as we are instructed to do so by the relevant Subscriber that is the Data Controller of such Personal Data.

Personal Data shall be stored for the duration of Your use of the Services as well as for the different renewal periods, and for the purposes listed above.

We may retain Personal Data to comply with Our legal or regulatory obligations. In any case, upon ceasing or lifting of such obligations, Personal Data shall be removed from our systems and records, as well as that of our subcontractors, if any, or otherwise archived or anonymized so that they can no longer be identified.

6.2 Provisions specific to credit / debit card and bank account details

We do not store any bank information or credit details on Our servers, provided that they are handled by a trusted third party independent and different from TalkChief.

6.3 Notice to end-users

Our Services are intended for use by enterprises. Where our Services are made available to you through a Subscriber of ours, that enterprise is the Data Controller of your personal information. Your data privacy questions and request should initially be submitted to said Subscriber in its capacity as your Data Controller. TalkChief is not responsible for our Subscribers’ privacy or security practices which may be different than this Privacy Policy.

TalkChief’s Subscribers are able to:

• restrict, suspend or terminate your access to the Services;
• access and describe your personal information that you provided to them;
• access and export your personal information processed by them; and
• amend your personal information, including your end-user profile.

7. Personal Data Transfer outside of the European Union

Personal Data may be transferred, accessed to and stored in a country located outside the EEA. Personal Data can also be processed by individuals working outside the European Economic Area (“EEA”) who work for Us or for one of Our trusted service providers, such as Our hosting providers (Amazon). In any case, Personal Data are only transferred in a secure manner and in compliance with the applicable regulations. As some countries may not have laws governing the use and transfer of Personal Data, we undertake to take all necessary steps to ensure that third parties comply with the terms and conditions set out in this Privacy Policy. These measures may include controlling the standards applied by such third parties with respect to Personal Data protection and security, and/or the execution of appropriate agreements to deal with such transfers (e.g. the standard contractual clauses adopted by the Commission of the European Union).

Depending on where You are located, we might have to enforce local regulations and requirements where the use of a local phone number requires to keep user details (in particular, first/last name and address) in the event we should receive an official request from a competent local authority.

TalkChief does not rely on the EU-U.S. or Swiss-U.S. Privacy Shield frameworks as a transfer mechanism. Where Personal Data is transferred outside the EEA, We rely on appropriate safeguards such as the standard contractual clauses adopted by the European Commission. If You have an unresolved privacy or data use concern, please contact Us at [email protected].

8. Safety / Security

We undertake to implement all necessary precautions, as well as the appropriate organizational and technical measures, to maintain the security, integrity and confidentiality of Personal Data, and in particular to prevent them

from being modified or damaged and stop any unauthorized third party from accessing them. In particular, our employees’ accounts are secured by strong passwords, and they are all bound by confidentiality obligations. We also use state-of-the art secured payment systems consistent with applicable regulation. However, You agree that no data transmission over the Internet, or information storage technology, can be guaranteed to be 100% secure.

9. Cookies

Cookies are alphanumeric identifiers / trackers that are transferred to the device You use to access the Services via Your browser. We may implement two types of cookies: technical cookies and advertising cookies.

We use technical cookies to facilitate Your browsing experience (such as session cookies so that You do not have to retype Your login and password when You connect to Your account for example). They simplify Your visit and enhance Your experience of the Services. You can refuse the installation of technical cookies in Your browser settings. However, You acknowledge that this refusal could prevent You from using the Services.

In addition, we also implement advertising cookies which result in the display of targeted advertising on websites that matches Your previous/current browsing activity on the Site. Advertising cookies enable the use of the retargeting technique which is a marketing model purporting to propose tailored advertisements to the end user. As You browse on the Site, advertising cookies will be placed in Your computer so that we can understand what You are interested in. Our display advertising partners enable Us to present You with retargeting advertising on other

websites based on Your previous interaction with the Site. The techniques Our partners do not collect personal information such as Your name, email address, post address or telephone number but only Your IP address.

The cookies used by the Site are the following:

If You click on the “Accept / Agree” button on the cookies banner upon Your first visit on the Site, You will be deemed to have agreed to the use of cookies by TalkChief on Your devices.

The default settings for Internet browsers are usually set to accept cookies, but You can easily change Your browser’s settings.

For more information please visit: http://www.aboutcookies.org/.

Please note that if You refuse the installation or use of a cookie, a "refusal cookie" will be installed on Your device to track Your refusal. You need to ensure that You do not delete this cookie so that Your choice is taken into account.

10. Third parties links on the Site

Our Site and Services may include links to and from the websites of Our partners, advertisers and affiliates. If You follow a link to any of these websites, please note that these companies have their own privacy policies and that TalkChief is not responsible or liable for any use of Personal Data by such third parties. We recommend that You check their policies before You visit these websites.

11. Your rights and choices

When You choose to provide Personal Data, You expressly consent to the collection and use thereof, in accordance with the provisions of this Privacy Policy and applicable laws and regulations.

Any data subject shall have the following rights:

• To access and obtain a copy of Personal Data that we process;
• To rectify the Personal Data if inaccurate or outdated and/or supplement them if incomplete;5
• To object to the processing of Personal Data that is based on legitimate interests;
• To erase Personal Data and to be forgotten;
• To withdraw their consent, at any time, to any processing of their Personal Data that is solely based on their consent (for they may object to receiving Our marketing emails at any time by clicking on the "unsubscribe" link in any email or communication we send them);
• To file a complaint before a supervisory data protection authority;
• To portability: they have the right to move, copy or transmit Personal Data relating to them;
• To restrict or limit the processing of Personal Data;
• To set guidelines to organize the use of Personal Data after their death.
• To exercise any of the above rights of if You have questions regarding this Privacy Policy or about the security measures we implement, please contact Us by email at [email protected].

12. Google user data (Google Calendar integration)

This section explains what TalkChief does with information it receives from Google APIs (“Google user data”) when a business connects Google Calendar to TalkChief AI Voice Agents (talkchief.io/en/ai-voice-agents, used at agents.talkchief.io). Where it is stricter than any other part of this Privacy Policy or the TalkChief Terms of Use, this section prevails for Google user data.

12.1 What the integration does

A business administrator signs in to TalkChief AI Voice Agents, opens Tools & APIs → Google Calendar, signs in with Google and approves access. The administrator then chooses one calendar and switches the integration on for specific AI voice agents. During a phone call, an enabled agent can find events, check free time, and create, move or cancel events on that calendar when the caller asks. Cancelling asks the caller to confirm first. Nothing happens on the calendar unless a caller asks for it during a call.

12.2 Google permissions (scopes) requested

• https://www.googleapis.com/auth/calendar.calendarlist.readonly (“See the list of Google calendars you’re subscribed to”): used only on the settings page, to show the administrator the list of calendars to choose from and to read the chosen calendar’s name and time zone, so that appointments are booked at the correct local time.
• https://www.googleapis.com/auth/calendar.events (“View and edit events on all your calendars”): used only on the one calendar the administrator chose, to read events and free time, and to create, update or cancel the events a caller asks for.

TalkChief requests these permissions only after the administrator signs in with Google and grants consent. TalkChief does not request access to Gmail, Contacts, Drive or any other Google service.

12.3 Google user data accessed

• Calendar list: the identifier, name and time zone of the calendars on the connected account.
• Events on the chosen calendar: the event identifier, title, start and end time, whether it is an all-day event, and its status. TalkChief does not pass event descriptions, locations or attendee lists to the AI agent.
• Events the agent writes: the title, time and, where the caller provides them, a description or location, as requested by the caller.
• Connected account: the Google account address of the primary calendar, shown to the administrator so they know which account is connected.

12.4 How Google user data is used

Google user data is used only to provide the user-facing Google Calendar feature described in 12.1: to show the administrator their calendars, and to let the AI voice agent answer a caller’s questions about availability and carry out the booking, change or cancellation the caller asks for. TalkChief does not use Google user data for advertising, including retargeting or personalised or interest-based advertising; does not sell it; does not use it to determine credit-worthiness or for lending purposes; and does not use it to develop, improve or train generalised or non-personalised AI or machine-learning models.

12.5 What is stored, and for how long

• OAuth refresh token: stored encrypted in TalkChief’s database, linked to the business’s own account and isolated from other customers. Short-lived access tokens are kept only in server memory. Both are kept until the administrator disconnects Google Calendar or revokes access.
• Connection settings: the connected account address, the chosen calendar’s identifier, name and time zone, and which agents and actions are switched on. Kept until disconnect.
• Action records: for each calendar action an agent performs, the call it belongs to, the type of action, whether it succeeded, and the Google identifier of the event it created, changed or cancelled; plus one-way, salted hashes of the event identifiers the agent looked up during a call (used only to make sure the agent changes nothing but events the caller asked about). These are kept with the call record under section 6.
• Call transcripts: what the caller and agent said, which can include what the agent said about an appointment. Kept with the call record under section 6.

TalkChief does not keep a separate copy of the business’s calendar. Event details are read from Google when needed during a call.

12.6 Sharing and transfer

By connecting Google Calendar after reading this section, the administrator consents to TalkChief transferring Google user data only to the service providers that operate this user-facing feature: our hosting providers, and Google Gemini (Gemini Live API), the AI model that powers the voice agent, which receives the event details the agent uses in a call. TalkChief makes no other transfer of Google user data except when necessary to comply with applicable law, for security purposes such as investigating abuse, or as part of a merger, acquisition or sale of assets, and in that last case only after obtaining explicit prior consent. We never sell Google user data.

12.7 Human access

TalkChief personnel do not read Google user data, including transcripts or logs that contain it, unless (a) the customer first gives affirmative agreement to us viewing specific events, transcripts, logs or other data, for example in a support request; (b) it is necessary for security purposes, such as investigating abuse; (c) it is necessary to comply with applicable law; or (d) the data is aggregated and anonymised and used for internal operations in accordance with applicable privacy laws.

12.8 Security

Google user data is transmitted over encrypted (TLS) connections. OAuth refresh tokens are encrypted at rest. Access to the Google Calendar settings is limited to the business’s authorised administrators, and each AI agent can use the calendar only if an administrator has switched it on for that agent.

12.9 Disconnecting and deleting data

The administrator can disconnect at any time in TalkChief AI Voice Agents under Tools & APIs → Google Calendar → Disconnect. TalkChief then revokes its access with Google and deletes the stored OAuth token and connection settings. Access can also be removed at any time from the Google Account permissions page (myaccount.google.com/permissions), after which TalkChief can no longer access the calendar. Disconnecting does not automatically delete existing call records and transcripts; these are retained under section 6, and the customer can ask us to delete them, or any other Google user data, by writing to [email protected].

12.10 Limited Use

TalkChief’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.