Privacy Policy

Revision Date: November 26, 2025

At HVIF Solutions Pvt. Ltd. (henceforth referred to as "dialnote", "dialnote.com", "we", "us", "our", "app"), we take your privacy seriously. Please read this Privacy Policy to learn how we treat your personal data. By using or accessing our Services in any manner, you acknowledge that you accept the practices and policies outlined below, and you hereby consent that we will collect, use, and share your information as described in this Privacy Policy.

Your use of dialnote's Services is at all times subject to our Terms of Service which incorporates this Privacy Policy. Any terms we use in this Policy without defining them have the definitions given to them in the Terms of Service.

If you have a disability, you may access this Privacy Policy in an alternative format by contacting support@dialnote.com.

Privacy Policy Table of Contents

1. What this Privacy Policy Covers
2. Personal Data
3. Categories of Sources of Personal Data
4. Our Commercial or Business Purposes for Collecting Personal Data
5. AI-Powered Features and Automated Processing
6. Call Recording and Consent
7. Messaging Services
8. Workflow Automation
9. Third-Party Integrations
10. Team Collaboration Features
11. Telecommunications Infrastructure
12. Number Porting Services
13. Identity Verification (KYC)
14. Fair Use Policy and Usage Limits
15. How We Share Your Personal Data
16. Legal Obligations
17. Business Transfers
18. Data that is Not Personal Data
19. Tracking Tools and Opt-Out
20. Data Security and Retention
21. Free Trial and Account Data
22. Personal Data of Children
23. State Law Privacy Rights
24. European Union and United Kingdom Data Subject Rights
25. Personal Data Use and Processing Grounds
26. EU, UK, and Swiss Data Subject Rights
27. International Data Transfers
28. Google API Services Usage Disclosure
29. Changes to this Privacy Policy
30. Contact Information

1. What this Privacy Policy Covers

This Privacy Policy covers how we treat Personal Data that we gather when you access or use our Services. "Personal Data" means any information that identifies or relates to a particular individual and also includes information referred to as "personally identifiable information" or "personal information" under applicable data privacy laws, rules, or regulations. This Privacy Policy does not cover the practices of companies we don't own or control or people we don't manage.

2. Personal Data

Categories of Personal Data We Collect

This section details the categories of Personal Data that we collect and have collected over the past 12 months:

Profile or Contact Data

• First and last name, email address, phone number, company name and job title, unique identifiers such as passwords
• Shared with: Service Providers, Analytics Partners, Telecommunications Partners, CRM Integration Partners

Contact List Data

• Phone contact list, shared address books, AI-suggested contacts extracted from calls and voicemails, CRM-synced contact data
• Shared with: Service Providers, CRM Integration Partners

Call and Usage Data

• Call logs (incoming, outgoing, missed), call duration and timestamps, call recordings (with consent), call transcriptions, AI-generated summaries and evaluations, call tagging and sentiment analysis data, IVR selections and routing data, voicemail recordings and transcriptions
• Shared with: Service Providers, Telecommunications Partners, AI Processing Partners, CRM Integration Partners

Messaging Data

• SMS and MMS message content and metadata, message delivery status, auto-triggered messages via workflows
• Shared with: Telecommunications Partners, Service Providers

Identity Verification Data (KYC)

• Government-issued identification documents, photographs for identity verification, document verification results, address proof documents
• Shared with: Identity Verification Service Providers, Regulatory Authorities (as required by law)

Number Porting Data

• Phone numbers to be ported, current carrier information, Letter of Authorization details
• Shared with: Telecommunications Partners, Carriers

Payment Data

• Payment card type, last 4 digits of payment card, billing address, usage and overage billing data
• Shared with: Payment Processors

Workflow and Automation Data

• Workflow trigger events, automated action logs, appointment scheduling data, CRM update triggers
• Shared with: Automation Partners, CRM Integration Partners

Team Collaboration Data

• Shared inbox messages, internal threads and comments, group call participation, warm transfer context
• Shared with: Service Providers

Device/IP Data

• IP address, device ID, device type/operating system/browser, mobile device identifiers, push notification tokens
• Shared with: Service Providers, Analytics Partners

Geolocation Data

• IP-address-based location, GPS-based location (with permission), call origin country for zone-based pricing
• Shared with: Service Providers, Analytics Partners

3. Categories of Sources of Personal Data

We collect Personal Data about you from the following categories of sources:

You

• When you create an account or use our Services
• When you grant permissions (call logs, contacts, microphone, SMS)
• When you enable call recording or AI features
• When you send or receive messages through our Services
• When you configure workflow automations
• When you submit identity documents for verification
• When you request number porting services
• When you connect third-party integrations

Third Party Service Providers

• Telecommunications infrastructure providers
• AI service providers
• CRM platforms (when you connect integrations)
• Productivity tools (when you connect integrations)
• Identity verification providers
• Analytics providers

4. Our Commercial or Business Purposes for Collecting Personal Data

Providing, Customizing, and Improving the Services

• Creating and managing your account
• Processing billing and usage-based charges
• Enabling telecommunications services
• Providing AI-powered transcription, summarization, and evaluation
• Operating AI agent features for automated call handling
• Enabling SMS and messaging communications
• Processing workflow automations
• Syncing data with connected integrations
• Facilitating team collaboration features
• Facilitating number porting
• Conducting identity verification as required
• Improving Services through testing and analytics

Marketing the Services

• Marketing and selling the Services
• Sending promotional communications per your preferences

Corresponding with You

• Responding to your inquiries
• Sending service-related communications

Meeting Legal Requirements and Enforcing Legal Terms

• Fulfilling legal obligations
• Complying with telecommunications regulations
• Meeting KYC and anti-money laundering requirements
• Protecting rights, property, or safety
• Enforcing agreements and resolving disputes

We will not use Personal Data for materially different purposes without providing you notice.

5. AI-Powered Features and Automated Processing

dialnote uses artificial intelligence (AI) and machine learning technologies to provide enhanced features.

AI Features We Provide

• Call Transcription: Speech-to-text conversion with searchable, time-stamped transcripts
• Call Summarization: AI-generated summaries with key points and action items
• Call Evaluation: Objective feedback on call performance for coaching
• Sentiment Analysis: Analysis of conversation tone and emotion
• Auto-Tagging: Automatic categorization of calls based on predefined categories
• Contact Suggestions: Extraction of contact information from calls and voicemails
• AI Agent: Automated call handling, lead capture, appointment scheduling, and CRM actions

How AI Processing Works

To use AI features, call recording must be enabled. Audio is processed through our AI systems for speech recognition, natural language processing, and analysis. We may use third-party AI service providers who are contractually bound to protect your data.

Our AI may infer preferences from call patterns for personalization, but you can request human review. No solely automated decisions affect legal rights.

AI Model Training

We may use anonymized and aggregated data to improve our AI models. You can opt out by contacting support@dialnote.com.

Your Rights Regarding AI Processing

• Disable call recording at any time
• Request deletion of recordings and AI-generated content
• Request human review of AI-generated evaluations
• Opt out of anonymized data use for model improvement

6. Call Recording and Consent

Call recording enables our AI-powered features including transcription, summarization, and evaluation.

Recording System

Recording usage is measured in hours. Your balance is tracked in the dashboard, and credits may be consumed at different rates depending on call region.

Your Consent Obligations

IMPORTANT: Laws regarding call recording vary by jurisdiction. Many jurisdictions require consent from all parties. By enabling call recording, you represent that:

• You will comply with all applicable recording laws
• You will obtain necessary consents from other parties
• You will inform other parties that calls may be recorded and processed by AI
• We'll stop recording immediately on request; check local laws (e.g., one-party in NY, all-party in IL).
• You are solely responsible for ensuring compliance

Disclaimer: dialnote is not responsible for legal consequences arising from failure to obtain proper consent.

7. Messaging Services

dialnote enables SMS and MMS messaging through our platform.

Data We Collect

• Message content (text, images, media)
• Sender and recipient information
• Timestamps and delivery status
• Auto-triggered messages via workflows

Your Compliance Obligations

You are responsible for obtaining proper consent before sending automated messages and complying with applicable laws including TCPA (US), GDPR (EU), and other messaging regulations.

8. Workflow Automation

dialnote allows automated workflows that trigger actions based on events.

Automation Capabilities

• Auto-trigger emails or SMS messages
• Schedule appointments
• Update CRM records
• Trigger actions via connected integrations
• E-commerce automations (cart recovery, order status, feedback)

Data Processed

• Trigger event data
• Action logs and execution history
• Data passed to integrated third-party services

9. Third-Party Integrations

dialnote integrates with various CRM and productivity tools. A complete list of our subprocessors is available on request from support@dialnote.com.

Integration Types

• CRM Systems
• Productivity and Communication Tools
• Calendar and Scheduling Tools
• Automation Platforms
• Helpdesk Platforms

Two-Way Data Sync

When you connect an integration, data may flow both directions. You control which integrations are connected and can disconnect them at any time.

We'll notify you of material subprocessor changes via email or dashboard.

10. Team Collaboration Features

Collaboration Capabilities

• Shared Inboxes: Multiple users share a number and see all interactions
• Internal Threads: Private team communication within customer conversations
• Typing Indicators: See when teammates are responding
• Shared Address Books: Contacts sync across team members
• Warm Transfers: Share context while transferring calls
• Group Calls: Bring teammates into conversations

Visibility Note: When using shared numbers or team features, authorized team members may see interactions related to shared resources.

11. Telecommunications Infrastructure

dialnote uses third-party telecommunications infrastructure providers to enable calling, SMS, and messaging. These providers act as data processors on our behalf.

Data Processed

• Phone numbers
• Call and message metadata
• Voice data during calls
• SMS/MMS content
• Number porting information

For details on our telecommunications partners, our subprocessors list is available on request from support@dialnote.com.

12. Number Porting Services

dialnote offers number porting to transfer your existing phone number to our service.

Information Required

• Phone number(s) to port
• Current carrier information
• Account details with current carrier
• Signed Letter of Authorization (LOA)
• Identity verification documents (in certain cases)

Third Parties Involved

• Telecommunications partners
• Current/losing carrier
• Number portability clearinghouses
• Regulatory authorities

13. Identity Verification (KYC)

For certain users and services, we may require digital identity verification.

When KYC May Be Required

• Number porting requests
• Access to certain premium features
• Compliance with telecommunications regulations
• High-value transactions or account changes
• Fraud prevention

Information Collected

• Government-issued photo ID
• Selfie/photograph for verification
• Address verification documents
• Personal information from documents

Data Retention

KYC data is retained as required by applicable regulations (typically 5-7 years) and securely deleted after the required period.

14. Fair Use Policy and Usage Limits

Certain plans include "unlimited" features subject to fair use limits.

Fair Use Limits

• Plans include pooled calling minutes for the account subject to fair use limits
• Usage exceeding limits may incur overage charges

Usage Tracking

We track usage of calling minutes, AI minutes, recording hours, and other metered features to provide dashboards, alerts, and accurate billing.

Zone-Based Pricing

Calls to different regions may be priced differently based on infrastructure costs. We track call destinations to apply appropriate pricing.

15. How We Share Your Personal Data

We disclose Personal Data to the following categories of recipients:

Service Providers

• Security and fraud prevention services
• Hosting and technology providers
• Customer support vendors
• Payment processors
• Cloud storage providers

Telecommunications Partners

• Infrastructure providers
• Messaging service providers
• Carriers (for number porting)

AI and Technology Partners

• Transcription and analysis providers
• Speech recognition providers

Integration Partners

• CRM platforms (when you connect)
• Productivity tools (when you connect)
• Automation platforms (when you connect)

Identity Verification Partners

• KYC/identity verification providers

Analytics Partners

• Usage analytics providers

For a complete list of subprocessors, contact support@dialnote.com.

16. Legal Obligations

We may share Personal Data to comply with legal requirements, including telecommunications regulations, lawful interception requirements, and KYC/AML regulations.

17. Business Transfers

Your Personal Data may be transferred to a third party if we undergo a merger, acquisition, bankruptcy, or similar transaction. We will make reasonable efforts to notify you before your information becomes subject to different policies.

18. Data that is Not Personal Data

We may create aggregated, de-identified, or anonymized data from Personal Data we collect. We may use such data for lawful business purposes, including improving our Services and AI models, provided we do not share it in a manner that could identify you.

19. Tracking Tools and Opt-Out

Our Services use cookies and similar technologies (pixel tags, web beacons, JavaScript) to recognize your browser and provide our Services.

Types of Cookies

• Essential Cookies: Required for features you request
• Functional Cookies: Remember your preferences
• Performance/Analytical Cookies: Understand how you use our Services

You can manage cookie preferences through your browser settings.

We honor Do Not Track signals where applicable and don't sell data without opt-in.

20. Data Security and Retention

We protect your Personal Data using appropriate physical, technical, organizational, and administrative security measures, including encryption of data in transit and at rest.

In case of a breach, we'll notify affected users and regulators as required by law (e.g., within 72 hours for EU incidents). Contact us immediately if you suspect one.

Retention Periods

21. Free Trial and Account Data

dialnote offers a free trial period.

Trial Data Collection

• We collect the same categories of data as paid accounts
• Trial accounts have usage limits
• Credit card information may be collected during signup

After Trial Ends

If you do not convert to a paid plan, your account may be downgraded or suspended. Data may be deleted after a reasonable period of inactivity.

22. Personal Data of Children

We do not knowingly collect Personal Data about children under 13 (US) or 16 (EU/UK) of age. If we learn we have collected such data, we will delete it as quickly as possible. Contact us at support@dialnote.com if you believe a child has provided Personal Data to us.

23. State Law Privacy Rights

California Residents

Under California Civil Code Sections 1798.83-1798.84, California residents may contact us to prevent disclosure of Personal Data to third parties for direct marketing purposes. Contact support@dialnote.com.

Nevada Residents

Nevada residents have the right to opt-out of the sale of certain Personal Data. Contact support@dialnote.com with "Nevada Do Not Sell Request" in the subject line.

24. European Union and United Kingdom Data Subject Rights

If you are a resident of the EU, UK, Lichtenstein, Norway, or Iceland, you may have additional rights under GDPR.

dialnote will be the controller of your Personal Data. If there are conflicts between this section and other provisions, the more protective policy shall control.

25. Personal Data Use and Processing Grounds

We process Personal Data only with a lawful basis:

Contractual Necessity

• Profile, Payment, Call and Usage Data, Number Porting Data

Consent

• Call recordings, AI processing, Contact list access, Microphone access, Messaging communications

Legal Obligation

• KYC/Identity verification, Number porting records, Telecommunications compliance

Legitimate Interest

• Device/IP Data, Analytics Data, Geolocation Data for providing, securing, and improving Services

26. EU, UK, and Swiss Data Subject Rights

You have the following rights:

• Access: Request information about and copies of your Personal Data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your Personal Data (subject to legal requirements)
• Withdrawal of Consent: Withdraw consent at any time
• Portability: Request data in machine-readable format
• Objection: Object to processing based on legitimate interests
• Restriction: Request restriction of processing
• Automated Decision-Making: Request human review of automated decisions
• Complaint: Lodge a complaint with supervisory authorities

To exercise these rights, contact support@dialnote.com.

27. International Data Transfers

dialnote is headquartered in India and our service providers may be located in the US and other countries. Your Personal Data may be transferred to and processed in countries with different data protection laws.

We implement appropriate safeguards including standard contractual clauses to ensure your information remains protected.

Transfers use EU-approved safeguards (e.g., SCCs or adequacy decisions). EU users can object via email to support@dialnote.com

28. Google API Services Usage Disclosure

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

29. Changes to this Privacy Policy

We may change this Privacy Policy from time to time. We will notify you of changes by placing a notice on our website, sending an email, or other means. If you use the Services after changes are posted, you agree to all changes.

We comply with applicable global laws; check for updates.

30. Contact Information

If you have questions about this Privacy Policy, please contact us:

HVIF Solutions Private Limited (Operating as dialnote)

Website: https://www.dialnote.com

Email: support@dialnote.com

Registered Address: Plot no. 49, Road no. 2, Phase 2, Agricultural Colony, Hasthinapuram Central, Hyderabad, Telangana, India - 500070