Privacy Policy

This Privacy Policy explains how Ramo Technologies LLC, doing business as "Dialbird" (“Dialbird”, “we”, “us”, or “our”) collects, uses, stores, and protects personal data when you use our website, platform, and related services.
Dialbird is a business communications platform. We are incorporated in Delaware, United States, and we may provide services to customers in the United States, United Kingdom, and other countries.
By using Dialbird’s website or services, you agree to this Privacy Policy.

1. Who We Are

Dialbird is a cloud-based communications platform that may offer services such as calling, messaging, AI-powered features, analytics, automations, and integrations.
For the purposes of applicable privacy laws, Dialbird may act as:

• a data controller for personal data relating to our website visitors, account holders, and business contacts; and
• a data processor when we process data on behalf of our business customers through the platform.

If you are using Dialbird as part of a company or organisation, your employer or organisation may also control how your data is used.

2. Information We Collect

We may collect the following categories of information:
a) Account and business information

• name
• company name
• job title
• email address
• phone number
• billing address
• payment and subscription details

b) Platform usage information

• login activity
• IP address
• browser and device information
• usage logs
• feature interactions
• account settings
• support activity

c) Communications data
Depending on the services used, we may process:

• call metadata (such as timestamps, duration, numbers involved)
• message metadata
• message content
• call recordings
• voicemails
• transcriptions
• AI-generated summaries or outputs

d) Website data
When you visit our website, we may collect:

• cookies and similar tracking data
• page visits
• referral sources
• general analytics data

e) Customer-provided data

Our customers may upload or process data through Dialbird, including contact details, call records, messages, notes, and other business-related content.

3. How We Use Information

We use personal data to:

• provide, operate, and improve Dialbird
• create and manage accounts
• process subscriptions and payments
• provide customer support
• monitor performance, security, and service reliability
• detect fraud, abuse, and misuse
• enforce our Terms and Fair Usage Policy
• communicate service updates, billing notices, and important account information
• analyse usage trends and improve our features
• comply with legal and regulatory obligations

We do not sell personal data.

4. Legal Bases for Processing

Where UK GDPR or similar laws apply, we process personal data on one or more of the following legal bases:

• Contract: where processing is necessary to provide our services or manage your account
• Legitimate interests: where we have a valid business reason, such as improving the platform, preventing fraud, or maintaining security
• Legal obligation: where we must comply with applicable law
• Consent: where required, for example for certain cookies or specific marketing communications

5. When We Act as a Processor

If a business customer uses Dialbird to process personal data through the platform, Dialbird generally acts as a processor on that customer’s behalf.
In those cases:

• the customer is responsible for ensuring it has a lawful basis to collect and use the data;
• the customer is responsible for giving any required notices and obtaining any required consents;
• Dialbird processes that data only to provide the services, support the customer, maintain security, and comply with law.

If needed, we may enter into a separate Data Processing Agreement (DPA) with customers.

6. Sharing of Information

We may share personal data with:

• payment processors
• cloud hosting providers
• telecom and messaging providers
• AI and transcription providers
• analytics providers
• customer support tools
• professional advisers (such as lawyers, accountants, or auditors)
• law enforcement, regulators, or courts where required by law
• AI assistants you connect: when you connect an AI assistant to Dialbird, we share the information it requests on your behalf with that assistant’s provider (see Section 15)

We only share data where reasonably necessary to operate the business, provide the services, or comply with legal obligations.
We do not share personal data with third parties for their own unrelated marketing purposes.

7. International Data Transfers

Because Dialbird is based in the United States and may serve customers in multiple countries, personal data may be processed in the United States, United Kingdom, and other countries where our providers operate.
Where required by law, we take reasonable steps to ensure appropriate safeguards are in place for international transfers, such as:

• contractual protections;
• data processing agreements; and
• other recognised transfer mechanisms where applicable.

8. Data Retention

We keep personal data only for as long as reasonably necessary for:

• providing the services;
• maintaining business records;
• resolving disputes;
• enforcing our agreements; and
• meeting legal, tax, accounting, or regulatory obligations.

Retention periods may vary depending on the type of data, the customer’s settings, and legal requirements.
We may delete or anonymise data when it is no longer needed.

9. Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.
However, no online service can ever be completely secure, and we cannot guarantee absolute security.
Customers are responsible for:

• maintaining secure passwords;
• controlling account access;
• configuring their own lawful and appropriate use of the platform.

10. Cookies and Tracking

Our website may use cookies and similar technologies to:

• keep the website functioning properly
• remember preferences
• understand website usage
• improve performance and user experience

You can usually control cookies through your browser settings. If required by law, we will request consent before using non-essential cookies.

11. Your Privacy Rights

Depending on where you are located, you may have rights such as the right to:

• access personal data we hold about you
• request correction of inaccurate data
• request deletion of your data
• object to or restrict certain processing
• request transfer of your data where applicable
• withdraw consent where processing is based on consent

These rights are not absolute and may be subject to legal exceptions.
If you want to exercise any privacy rights, email us at support@dialbird.io.
If you use Dialbird through a business customer, you may need to contact that organisation first, especially where Dialbird acts only as a processor on their behalf.

12. Marketing Communications

We may send business-related emails about our services, updates, or relevant announcements.
You can unsubscribe from marketing emails at any time using the unsubscribe link or by contacting us.
We will still send important non-marketing messages where needed, such as billing notices, account alerts, and service updates.

13. Children’s Privacy

Dialbird is a business platform and is not intended for children.
We do not knowingly collect personal data directly from children.

14. Third-Party Services

Dialbird may integrate with third-party services, platforms, or tools. If you use those integrations, your data may also be processed by those third parties under their own privacy policies.
This includes AI assistants you connect through our connector, described in Section 15.
We are not responsible for the privacy practices of third-party services we do not control.

15. AI Assistant Connectors

You can connect an AI assistant, such as Claude by Anthropic or ChatGPT by OpenAI, to your Dialbird account through our connector (an MCP server). The assistant then acts on your instructions, with the same access you have in Dialbird: only the phone numbers assigned to you and the contacts you can see.

What the assistant can access. When you ask it to, the assistant can retrieve your name, email address and workspace; your Dialbird phone numbers; calls, including AI-generated summaries, transcripts and voicemail transcriptions; text message conversations; contacts and contact lists; and calling campaigns and their contacts. If you allow it when connecting, it can also create and update contacts and campaigns, and send text messages and broadcasts from your Dialbird numbers. You can turn off sending when you connect, to keep the connection read-only.

Who receives the data. Information the connector returns is sent to the AI assistant you connected, at your direction. The provider of that assistant processes it under its own terms and privacy policy. We do not sell this information or share it with anyone else.

What we record. We do not receive or store your conversations with the AI assistant. For each request the assistant makes, we record which connector tool was used, whether it succeeded, the time, and your user and workspace identifiers, for usage analytics, security and support. Text messages sent through the assistant are stored and billed in Dialbird like any other message you send.

Access and how to remove it. Connecting uses short-lived access tokens that renew automatically while the connection is in use. You can remove an assistant’s access at any time from your Dialbird settings, under authorized apps; access ends within a few minutes of removal. Removing the connector inside the AI assistant also stops it from connecting.

Retention. Connector usage records are kept in line with Section 8 (Data Retention). Data you retrieve into an AI assistant is retained by that assistant’s provider under its own policy.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.
If we make material changes, we may notify users by email, through the platform, or by posting the updated version on our website.
Your continued use of Dialbird after the updated policy takes effect means you accept the revised Privacy Policy.