Privacy Policy

1. Who We Are

SiteStaffr is a product of PhoneEase LLC, a Florida limited liability company. SiteStaffr provides an AI-powered voice widget that website owners embed on their sites to assist visitors via real-time voice conversation.

Contact:

• Email: [email protected]
• Website: https://sitestaffr.com

Throughout this Privacy Policy, “SiteStaffr,” “we,” “us,” and “our” refer to PhoneEase LLC doing business as SiteStaffr.

2. This Policy Covers Two Groups

We interact with two distinct groups of people, and we handle their data differently:

• Business Owners (“Businesses”): People and organizations who create a SiteStaffr account, subscribe to our service, and embed the voice widget on their websites.
• Site Visitors (“Visitors”): People who interact with the SiteStaffr voice widget on a Business’s website.

3. What We Collect from Businesses

When you create an account or use our service, we may collect:

4. What We Collect from Site Visitors

SiteStaffr acts as a data processor on behalf of the Business (the data controller) when Visitors use the voice widget.

• Voice audio: Visitor voice audio is streamed in real time to OpenAI for processing. Audio is not stored by SiteStaffr’s middleware servers. OpenAI processes this data under their Zero Data Retention API policy and does not use it for training.
• Conversation transcripts, caller names, and any personal information disclosed during a call are stored exclusively in the Business’s own WordPress database — not on SiteStaffr’s infrastructure.
• SiteStaffr’s middleware processes but does not store Visitor personal data. Our servers handle real-time session routing and log only non-identifying usage metrics (call duration, timestamps, account identifiers).

5. How We Use Information

We use collected information to:

• Provide, operate, and maintain the SiteStaffr service
• Process subscriptions and billing
• Track usage for billing and plan enforcement
• Send transactional emails (account confirmations, billing receipts, service alerts)
• Provide customer support
• Monitor and improve service performance and security
• Comply with legal obligations

We do not sell personal information to third parties. We do not use Visitor voice data or conversation content for advertising or marketing purposes.

6. Data Processor and Data Controller Roles

• SiteStaffr is the data controller for Business account data (email, billing, usage metrics).
• The Business is the data controller for all Visitor data collected through the voice widget (transcripts, caller information, voice content).
• SiteStaffr is a data processor acting on behalf of the Business when facilitating voice widget sessions. We process Visitor data only as necessary to deliver the service and according to the Business’s instructions.

Businesses are responsible for providing appropriate privacy disclosures to their Visitors and obtaining any required consent for the use of the AI voice widget on their sites.

7. Third-Party Service Providers

We use the following third-party services to operate SiteStaffr:

Each provider operates under their own privacy policies and data processing agreements. We select providers that maintain appropriate security and privacy standards.

8. Data Storage and Security

• Business account and billing data is stored in Google Cloud Firestore (US regions).
• Visitor conversation data (transcripts, names) is stored only in the Business’s WordPress database on their own hosting infrastructure.
• SiteStaffr middleware servers do not persistently store Visitor personal data.
• We use industry-standard security measures including HTTPS encryption in transit, per-site HMAC authentication, and access controls.

No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

9. Data Retention and Deletion

• Business account data: Retained while your account is active and for a reasonable period afterward for legal and billing purposes. You may request deletion of your account and associated data at any time.
• Usage metrics: Retained for billing reconciliation and may be retained in aggregate, anonymized form indefinitely.
• Visitor data: Stored in the Business’s WordPress database. Businesses control the retention and deletion of Visitor data. SiteStaffr does not retain Visitor personal data on its own servers.

To request deletion of your Business account data, contact [email protected].

10. Children’s Privacy

SiteStaffr is not directed at children under 13 (or under 16 in the EEA). We do not knowingly collect personal information from children. Businesses must not knowingly deploy the voice widget in contexts directed at children without appropriate legal basis and parental consent. If we learn that we have collected information from a child, we will take steps to delete it promptly.

11. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

For all users

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Withdraw consent (where processing is based on consent)

For California residents (CCPA/CPRA)

• Right to know what personal information is collected, used, and disclosed
• Right to delete personal information
• Right to opt out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your privacy rights

For EEA/UK residents (GDPR)

• Right of access, rectification, erasure, and data portability
• Right to restrict or object to processing
• Right to lodge a complaint with a supervisory authority

For Visitors: Because Visitor data is controlled by the Business, Visitors should direct data access, correction, and deletion requests to the Business whose website they interacted with. We will cooperate with Businesses to fulfill such requests.

To exercise your rights as a Business user, contact [email protected].

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify Business account holders of material changes via email or a prominent notice on our website. The “Last Updated” date at the top reflects the most recent revision. Continued use of the service after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy, contact us at:

PhoneEase LLC (d/b/a SiteStaffr)
Email: [email protected]
Website: https://sitestaffr.com