Privacy policy & Terms of use

Part 1 — Privacy policy

01Overview

TheCallAgent operates a public-facing marketing website (thecallagent.com) as well as a web platform (app.thecallagent.com) intended exclusively for partner customers holding an approved account. This application is not accessible to the general public.

This privacy policy describes how we collect, use and protect your personal data, whether through the marketing website or the platform.

02Data controller

The data controller for the personal data collected on the website and the platform is:

CALL AGENT SASU (a French simplified joint-stock company, RCS Bordeaux 989 047 691), operating the TheCallAgent brand
Represented by Odilon Buisson, President
15 Rue de Saint-Hubert, 33370 Artigues-Près-Bordeaux, France
Email: odilon.buisson@thecallagent.com
Phone: +33 6 64 33 63 80

03Data collected

3.1 Marketing website — contact form

We collect the following data when you fill in the contact form:

• Full name (required)
• Email address (required)
• Company name (optional)
• Phone number (optional)
• Message (required)
• Consent: a record of your explicit agreement given via the form's GDPR checkbox

This data is transmitted in encrypted form (HTTPS) to our application server, hosted by Railway, which forwards it to our team for processing.

3.2 Platform — customer use (app.thecallagent.com)

When you use the partner platform, we collect only the following data:

• Email address: for authentication and identification of your account.
• CRM data: contacts and customer records synced through your Airtable configurations.
• Call data: metadata on inbound and outbound calls (duration, date, status) synced through your Retell and Airtable configurations.
• Conversation messages: exchanges with the AI assistants, stored to ensure the continuity of your conversations.
• Generated documents: quotes, invoices and contracts created through the platform.

What we do not collect: TheCallAgent neither requests nor stores data from your Google accounts (Calendar, Gmail, Drive) or from other sensitive tools. When your business requires a connection to your tools, the solution is defined together with you: you connect your own accounts yourself, directly from the platform, through the Composio integration service (see section 06).

3.3 Calls handled by the voice agent

When the voice agent answers calls or places calls on behalf of our customers, it processes the data of the people on the line: phone number, voice, and the content and transcript of the conversation. For this processing, our customer is the data controller and TheCallAgent acts as a processor (Article 28 of the GDPR), under a data processing agreement entered into with each customer.

In accordance with Article 50 of the European Artificial Intelligence Act (Regulation (EU) 2024/1689), the agent informs the person, at the very start of the call, that they are speaking with an artificial intelligence system. They are also informed of any recording of the conversation, of its purpose and of their right to object to it.

Conversation recordings are kept for a maximum of 6 months, unless a different period has been agreed with the customer and is justified by its purpose. Called persons exercise their rights with the company concerned; TheCallAgent assists that company in responding.

04Purposes and legal basis

Purpose	Legal basis (GDPR Art. 6)
Responding to your contact or demo request	Consent (Art. 6(1)(a)) + Legitimate interest (Art. 6(1)(f))
Managing the business relationship	Legitimate interest (Art. 6(1)(f))
Providing the platform services (CRM, calls, documents, AI)	Performance of a contract (Art. 6(1)(b))
Managing user accounts and third-party integrations	Consent (Art. 6(1)(a)) + Legitimate interest (Art. 6(1)(f))

05Use of data (platform)

Your data is used exclusively to:

• Manage your contacts and leads in the built-in CRM.
• Display and analyze your inbound and outbound calls.
• Generate accounting documents (quotes, invoices, contracts).
• Provide personalized responses through our AI assistants.
• Carry out actions in the tools you have connected yourself via Composio (creating an appointment, sending an email, etc.), without retaining the data involved.
• Improve the quality and performance of the platform.

06Connecting your tools via Composio

The platform requests no direct access to your Google accounts (Calendar, Gmail, Drive) or to other sensitive services, and stores no associated credentials or access tokens. When your configuration requires a connection to your tools, you set it up yourself, from app.thecallagent.com, via Composio, a service specialized in the secure management of connections (OAuth 2.0):

• You authorize each connection yourself, service by service, from your partner area.
• Access tokens (OAuth tokens) are managed and stored by Composio, never by TheCallAgent.
• Data from your tools only passes through for as long as it takes to carry out the action you requested; it is neither retained, nor resold, nor used for advertising purposes or to train AI models.
• You can revoke each connection at any time, from the platform or from the settings of the service concerned (for example your Google account).

Composio's privacy policy is available at composio.dev.

07Third-party applications and services

Depending on your configuration, the platform may connect to the following third-party services, always with your consent:

• Composio — Secure management of connections to your tools (OAuth 2.0).
• Airtable — CRM and contact management.
• Retell AI — Phone call management and analysis.
• Twilio — SMS sending.
• LinkedIn — Publishing professional posts.
• Anthropic (Claude) — AI processing of conversational requests.

The data transmitted to these services is strictly limited to what is necessary to carry out the requested feature. No data is shared between these services without your explicit action.

08Data recipients

Your data is processed exclusively in-house by TheCallAgent. It is neither resold nor transferred to third parties for commercial purposes.

Our technical processors have access to your data strictly within the scope of their assignment:

• IONOS SE (Germany): hosting of the marketing website
• Railway (United States): hosting of the application server that receives the contact form
• n8n: automation of internal processing (workflows)
• Supabase: database and authentication for the platform
• Retell AI (United States): the website's chat assistant, loaded only at your request, and call management for the platform
• Google LLC (United States): demo booking calendar, loaded only at your request, and fonts (Google Fonts)
• Composio (United States): management of OAuth connections to the tools you choose to link to the platform
• Airtable (United States): CRM and contact management for the platform
• Twilio (United States): SMS sending
• Anthropic (United States): AI processing of the platform's conversational requests

09Transfers outside the European Union

Several of our processors are established in the United States (Railway, Retell AI, Google, Composio, Airtable, Twilio, Anthropic). Their involvement may entail a transfer of data outside the European Union. Depending on the provider, these transfers are governed by the European Commission's adequacy decision of July 10, 2023 (EU-US Data Privacy Framework), where the provider is certified under it, or by the standard contractual clauses adopted by the European Commission.

For any information on the safeguards in place, contact us at: odilon.buisson@thecallagent.com.

10Cookies and trackers

This website sets no advertising or audience-measurement cookies. No analytics tool (Google Analytics, advertising pixel, etc.) is installed on it.

Two third-party services that may set trackers are loaded only after you click a button that informs you of this:

• Retell AI chat: an automated chat assistant that guides you to the right offer.
• Google Calendar: demo booking calendar, on the contact page.

The website's fonts are loaded from Google Fonts: when this happens, your browser transmits your IP address to Google LLC.

The list of trackers, their purpose, their lifetime and how to withdraw your consent are set out in our cookie policy.

11Data security

We implement appropriate security measures, including:

• Encryption of data in transit (HTTPS/TLS).
• Secure authentication via Supabase Auth.
• Row Level Security policies on all data tables.
• Secure storage of access tokens and API keys.
• Data isolation between users (multi-tenant architecture).
• Access restricted to users approved by an administrator only.

12Data retention

12.1 Marketing website

Your data is retained for 3 years from the last contact, in line with the recommendations of the CNIL (French data protection authority) for B2B commercial prospecting. At the end of this period, your data is deleted from our systems or anonymized.

12.2 Platform

Your data is retained for as long as your account is active. If your account is deleted, all associated data (conversations, configurations, connections, generated documents) is deleted within 30 days.

13Your rights

In accordance with the General Data Protection Regulation (GDPR — Regulation (EU) 2016/679), you have the following rights:

• Right of access: obtain a copy of your personal data held by TheCallAgent.
• Right to rectification: correct inaccurate or incomplete data.
• Right to erasure: request the deletion of your data, subject to legal obligations.
• Right to data portability: receive your data in a structured, machine-readable format.
• Right to object: object to the processing of your data based on legitimate interest.
• Right to withdraw consent: withdraw your consent at any time, without affecting the lawfulness of processing carried out before such withdrawal.
• Right to revoke each connection to your tools (established via Composio) at any time, from the platform or from the service concerned (for example your Google account).
• Right to disconnect any third-party integration from the platform settings.

To exercise these rights, send your request to: odilon.buisson@thecallagent.com

We undertake to respond within one month of receiving your request.

14Right to lodge a complaint with the CNIL

If you believe that the processing of your personal data does not comply with the applicable regulations, you may lodge a complaint with the Commission Nationale de l'Informatique et des Libertés (CNIL), the French data protection authority:

CNIL — 3 Place de Fontenoy, TSA 80715, 75334 Paris Cedex 07
Website: www.cnil.fr

15Updates to this policy

We reserve the right to update this privacy policy at any time. In the event of a substantial change, a notice will be displayed on the website. The applicable version is the one available on this page, identified by the update date shown in the header.

Part 2 — Terms of use

The commercial terms of our subscription offers (pricing, payment, term, termination, refunds) and the terms of use of the marketing website are set out in our terms and conditions.

01Purpose

These terms of use govern access to and use of the Call Agent platform, available at app.thecallagent.com. By using the platform, you accept these terms in full.

02Access to the platform

Access to Call Agent is reserved for users holding an account approved by an administrator. The platform is not open to the general public. Each account is personal and must not be shared.

03Services offered

Depending on the integrations the user has connected themselves via Composio, the platform enables:

• CRM management (contacts, leads) via Airtable.
• Sending, reading and managing emails via Gmail.
• Calendar management via Google Calendar (creating, editing and deleting events).
• File storage and sharing via Google Drive.
• Generation of accounting documents (quotes, invoices, contracts).
• Phone call analysis and management via Retell AI.
• SMS sending via Twilio.
• Publishing content on LinkedIn.
• Searching an internal knowledge base (RAG).
• Interacting with a conversational AI assistant.

04User responsibilities

The user undertakes to:

• Use the platform in accordance with its intended professional purpose.
• Not use the platform for unlawful, fraudulent or abusive purposes.
• Review AI-generated content before sending anything (emails, SMS, documents, posts).
• Keep their login credentials confidential.
• Not attempt to circumvent the platform's security measures.
• Comply with the terms of use of the connected third-party services (Google, Airtable, LinkedIn, etc.).

05Limitation of liability

Call Agent is provided “as is”. We do not guarantee that AI responses are free of errors, that third-party services will be permanently available, or that synced data is accurate. The user remains solely responsible for the actions carried out through the platform (sending emails, creating documents, publishing content).

06Intellectual property

The Call Agent platform, its code, its interface and its documentation are the property of The Call Agent. Content generated by the user through the platform remains the property of the user.

07Termination

Access to the platform may be suspended or terminated by an administrator in the event of non-compliance with these terms, or at the user's request. Upon termination, the user's data will be deleted in accordance with the privacy policy above.

08Changes

We reserve the right to amend these terms of use and the privacy policy. Any change will be published on this page with an updated revision date.

09Governing law

These terms are governed by French law. Any dispute relating to the use of the platform will be submitted to the competent court.

10Contact

For any question regarding this privacy policy or the terms of use, please contact us through the website thecallagent.com.