PRIVACY
Privacy Policy
HotlinePing phones people. So this policy is mostly about who gets called, how their number became callable, what is written down after a call, how long it is kept, and how to make the calls stop.
Last updated
Who we are
HotlinePing is operated by Scaleport AI Oy, a company established in Finland, registered at Voudintie 4, 90400 Oulu, Finland.
Business ID 3408578-6, VAT number FI34085786.
For anything about this policy, or to use any of the rights below, write to privacy@hotlineping.com.
Controller and processor
Scaleport AI Oy is the controller for account data: who account holders are, their workspaces and settings, the coding clients they connect, plans, usage and billing, and the security records we keep to run the service. That includes the verification record behind every callable number and the limits that stop the service being misused, because we decide how those work for everyone.
For the content a customer’s coding agent sends, we are a processor acting for that customer: the escalation, the call it leads to, its transcript and outcome, any task handed back during the call, and the contact details the customer registers for the people to be called. We handle that content only to deliver the calls the customer asks for, and the customer is its controller. If you were called and have a request about it, you can write to the customer or to us; we will act on what we can, such as removing your number, and pass the rest on.
What HotlinePing does
A customer connects a coding agent to HotlinePing. When the agent reaches a decision it cannot make alone, it sends HotlinePing a short escalation, and HotlinePing places an automated phone call to a person the customer registered and verified in advance. The voice agent explains the question, listens, reads the answer back to confirm it, and returns a short outcome to the coding agent. The person on the call can also hand the agent a small task and hear the result on the same call.
Calls are transcribed to text. The audio is not recorded. Workspaces with test mode switched on can run the same conversation over a text channel, without a phone call.
What we hold, and about whom
If you have an account
- Your email address and password. The password is stored only as a hash by our authentication provider; we never see it.
- That you accepted the Terms of Service and this policy when you signed up, which version, and when.
- Your workspace, its members and their permissions, and the settings you choose, such as the caller voice and the calling region.
- The coding clients you connect, and when you granted or revoked their access.
- Your plan and usage (calls placed and call-minutes used). If you start a paid plan, Stripe collects your billing name, email, address, tax ID, and card details; the card details stay with Stripe.
- The history of your escalations: when each call was placed, whether it was answered, how long it lasted, and its outcome.
- Technical data such as IP addresses and request details, used to keep the service secure and to enforce rate limits. Our own logs remove phone numbers, transcript text, escalation content, and tokens before a line is written.
If you are the person who gets called
- Your phone number. It is stored encrypted, the website only ever shows a masked version of it, and it is never sent to the coding agent. We also keep a keyed hash of it within the workspace, so the same number is not registered twice, and a one-way fingerprint used only to enforce limits across the service, such as how many verification texts one number can receive in a day. Neither is ever used to tell one workspace that another registered your number.
- The name the account holder gave you, and your time zone, language, and any quiet hours they set.
- A verification record: that a 6-digit code was texted to your number and entered by the account holder, when, and for which workspace and number. The code itself is kept only as a keyed digest and expires after 5 minutes.
- What you say on a call, as text. See calls and transcripts.
What the coding agent sends
Only what the customer’s agent chose to send with an escalation: a subject of up to 160 characters, context of up to 8,000 characters, a question of up to 1,200 characters, up to 8 suggested answers, and an urgency flag; plus any task handed back to the agent during the call and the result it reports. HotlinePing has no access to the customer’s code, files, logs, tickets, or accounts.
The voice agent never asks anyone to say a password, API key, token, one-time code, recovery code, or private key, and it interrupts anyone who starts to say one.
Why we use it, and our legal basis
If you are in the European Economic Area or the United Kingdom, these are the legal bases we rely on under the GDPR for the data we control:
- Contract (Article 6(1)(b)). Creating and running the account holder’s account and workspace, providing the service they signed up for, and billing for it.
- Legitimate interests (Article 6(1)(f)). Keeping the service secure and stopping it from being used against the people it calls: number verification, limits per number, workspace, and account, duplicate and replay checks, redacted operational logs, and records of who did what.
- Legal obligation (Article 6(1)(c)). Keeping invoices, tax records, and the accounting behind them.
For the calls themselves, the customer is responsible for having a lawful basis to call each person they register, normally that person’s agreement. Before a number can be called, the account holder confirms that they are authorized to have it called and that the person who answers has agreed to receive automated calls and to have them transcribed. We then text a code to the number, and it becomes callable only once that code is entered. Agreement can be withdrawn at any time; see if HotlinePing called you.
We do not sell personal data, use it for advertising, or use it to make decisions with legal or similarly significant effects about anyone. The person on the phone makes the decision; the coding agent decides what to do with it.
Who processes it, and where
HotlinePing runs on services operated by other companies. Each of them processes data on our behalf under its own data-processing terms. We describe them here by what they do and where they run. Business customers can get the named list of sub-processors from privacy@hotlineping.com, and we tell them before we add or replace one.
| Service | What it does | Where | What reaches it |
|---|---|---|---|
| Website hosting | Hosts this website. | United States, with a global edge network | Page requests (IP address, browser details) and the sign-in cookie in transit. It stores no call, contact, or transcript data. |
| Application hosting | Runs the HotlinePing API and the background worker that places calls. | United States | Account and workspace identifiers, escalation content, and the phone number being called, in memory while a request or call is handled. |
| Database and sign-in | The database, account sign-in, and account emails such as password resets. | United States | Your email address and password hash; workspace, contact, and verification records; encrypted phone numbers, escalation content, outcomes, and transcripts; usage and billing records. |
| Voice sessions | Runs the voice agent that conducts each call, and the text channel used for test calls. | European Union | One escalation’s content, the live call audio, and the conversation text, for the length of that session. The phone number is held as a secret for dialling and never given to the language model. |
| Telephone network | Places the call, carries its audio, and delivers the SMS verification code. | Calls go through a European region, then the carrier network of the number dialled | The number being called or texted, the HotlinePing number calling it, the live call audio, the verification code, and call and message records (time, duration, status). |
| Speech processing | Speech recognition and the caller’s voice. | United States | The live audio of the person on the call, and the text the voice agent speaks. |
| Language model | Conducts the conversation and writes up its outcome. | United States | The escalation content and the conversation text, during and straight after the call. No audio and no phone number. |
| Payments (Stripe) | Subscriptions, payments, invoices, and metered call-minutes. | United States and Ireland | Your workspace identifier, plan, billing name, email, and address, tax ID, card details (entered with Stripe, never seen by us), and call-minute totals. Only once you start checkout for a paid plan. |
The phone and speech services handle a call only while it is live; the lasting, encrypted copy lives in our database. Our telephone provider and the carriers it connects to keep their own records of calls and messages (time, duration, and numbers) under their own terms, as any phone network does.
Calls and transcripts
Call audio is not recorded. We do not ask the phone network to record calls, and the voice agent’s speech analysis is prevented in code from saving audio files. Audio passes through the phone and speech services only while the call is live.
Calls are transcribed. The transcript is stored as a series of text turns, each encrypted with its own key, which is in turn protected by a versioned master key. Secrets are removed before a turn is stored. The transcript is kept apart from the short outcome the coding agent receives, and the agent gets the full transcript only when it asks for it and has permission to.
Verifying a number happens by text message. No call is placed for it.
How long we keep it
- Transcripts and call outcomes: retrievable for 30 days after the call ends. After that, HotlinePing no longer returns them to anyone. The encrypted copies are not yet deleted automatically; that is still being built. Until it is, write to privacy@hotlineping.com and we will delete them for you. Mid-call tasks and their results follow the same window. The escalation content your agent sent stays encrypted with the call record, and we delete it on request in the same way.
- Account, workspace, contact, and verification records: for as long as the account exists. A number cannot be called without a current verification record, so these stay while the contact does. There is no delete button yet: write to support@hotlineping.com to delete your account, or to privacy@hotlineping.com to have a number removed.
- Billing records: as long as tax and accounting law requires, in our records and in Stripe’s.
- Operational logs: for the standard log retention of the hosting provider that holds them.
International transfers
Our database and API run in the United States, the voice agent runs in the European Union, and calls go through a European telephone region to wherever the number is. A single call therefore moves personal data between the EU and the US.
Each processor is engaged under its own data-processing agreement and the transfer safeguards named in it, such as the EU Standard Contractual Clauses. To find out which safeguard applies to a particular processor, ask at privacy@hotlineping.com.
If HotlinePing called you
The call notice explains the call itself in a minute. In short:
- To end a call, say it is the wrong number, that you would rather not, or that you want the calls to stop. The call ends without pressure, and the coding agent is told why.
- To stop future calls, write to privacy@hotlineping.com with the number. We will remove it from the workspace that registered it, which stops it being dialled. Ending a single call does not do this on its own.
- After removal, the number cannot be called again unless it is registered and verified with a new code.
- Quiet hours set on a contact are checked in your own time zone before every call, and an urgent escalation does not override them.
Your rights
Whether you have an account or were called by one, you can ask us for access to your data, or to correct, delete, restrict, or export it, and you can object to how we use it. Write to privacy@hotlineping.com. We may ask you to confirm the number or address involved, so we find the right record and never disclose somebody else’s.
You can also complain to the data-protection authority where you live or work.
Security
- Phone numbers, escalation content, call outcomes, and transcripts are encrypted at rest, each record with its own key.
- Every record belongs to one workspace, and the database refuses to return it to anyone outside that workspace.
- A call can only be started with a signed request bound to one workspace, and every report from the voice agent is authenticated and matched to the call it belongs to.
- Coding clients connect over OAuth. A coding agent can choose one of the workspace’s verified contacts, but can never supply a phone number of its own.
- No system is perfect. If you find a security problem, tell us at support@hotlineping.com.
Children
HotlinePing is a tool for professional software work. It is not meant for children, accounts are not for anyone under 16, and a child’s number should never be registered. If you believe a child’s data has reached us, write to privacy@hotlineping.com and we will delete it.
Changes to this policy
When this policy changes, the date at the top of this page changes with it. If a change is material, we will tell account holders by email or in the dashboard before it takes effect.