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Privacy Policy
A legal disclaimer
HIR Digital Desk LLC
Last updated: December 2, 2025
1. Introduction
This Privacy Policy describes HIR Digital Desk LLC's policies and procedures regarding the collection, use, and disclosure of your information when you use our Service Booking Assistant (the "Service"). By using our Service, you agree to the collection and use of information in accordance with this Policy. HIR Digital Desk LLC ("we," "us," or "our") is committed to safeguarding the privacy of our users.
2. Information Collection and Protection
We collect only the essential Personally Identifiable Information (PII) required for service booking, which may include your name, phone number, appointment time, and requested service. We do not collect or retain highly sensitive financial information. We adhere to the principle of data minimization, ensuring only necessary PII is retained, and extraneous conversational data is discarded or anonymized. Our entire infrastructure is built upon vendors who maintain SOC 2 Type II compliance.
3. Data Processing, Security, and Storage
All data is secured using enterprise-grade methods throughout the entire data lifecycle. All data transmission between the caller, the Retell API, and the automation layer is secured using TLS 1.2 or higher encryption. All booking records, transcripts, and PII are protected by AES-256 encryption at rest. The voice processing layer is configured to perform automatic PII Redaction of sensitive information (e.g., payment details, account numbers) from the audio and transcription streams at the point of capture. Access to PII is strictly governed by Multi-Factor Authentication (MFA) and Role-Based Access Control (RBAC) to prevent unauthorized access.
4. SMS/Text Messaging and Consent
Our text messaging is a transactional service used to simplify and streamline the booking process. We only send text messages (containing booking links) at your explicit verbal request during an active inbound call. You may opt out of receiving these text messages at any time by replying "STOP" to any message you receive from us, which is enforced by network-level suppression. No mobile or messaging consent information will be shared with third parties or affiliates for marketing or promotional purposes.
5. Data Ownership, Retention, and Destruction
All customer data generated by the Service (transcripts, booking records) remains the sole property of the Client (e.g., the dealership). PII related to service bookings will be retained in the secure reporting layer for a minimum of 36 months to satisfy audit and historical reporting requirements. Upon termination of the Master Service Agreement (MSA), all data will be securely and permanently destroyed within 90 days using industry-standard wiping protocols.
6. Disclosure of Your Information
HIR Digital Desk LLC does not share any client data with third parties for marketing, promotional, or any other purposes. Your personal information is kept confidential and is not disclosed to any outside organizations, except as required by law or with your explicit consent. We may disclose your Personal Information under the following limited circumstances: when necessary to provide the specific service requested (e.g., transmitting PII to the client’s calendar); when responding to subpoenas, court orders, or legal processes; or when transferring Personal Information if HIR Digital Desk LLC or its assets are acquired by or merged with another company.
7. International Data Transfers
Your Personal Information may be processed in locations outside of your jurisdiction (e.g., secure cloud hosting environments). We utilize infrastructure partners like Retell.ai, Make.com, and Airtable that meet ISO 27001 principles and maintain SOC 2 Type II compliance to ensure your data is handled securely and in line with this Policy, regardless of where it is processed.
8. Policy Changes and Contact
We may update our privacy policy from time to time. Any changes will be communicated to you, and your continued use of our services implies your acceptance of the updated policy.
If you have any concerns or questions about your data, please contact us at: