Privacy Policy

Two different relationships, and the distinction matters for your rights:

• Our customers — the businesses with a Hoogway account. We are the controller of their account data.
• The people our customers call — their contacts and leads. For that data our customer is the controller and Hoogway is the processor: we act on their instructions, and requests about it are answered by them. If you were called by a Hoogway-powered agent and want your data removed, contact the business that called you; we will help them action it.

Account data. Name, work email, hashed password, role, and the organisation you belong to.

Contact data our customers upload. Whatever is in their campaign files — typically a name and phone number, sometimes an email address and other columns they choose to map.

Call data.Recordings, transcripts, call duration and outcome, and the analysis derived from a call. Calls are recorded so our customers can review and improve them; announcing the recording where the law requires it is the calling business’s responsibility.

Integration credentials. Tokens for services a customer connects, stored encrypted at rest and never shown back in full.

Usage and diagnostics. Sign-in times, IP address, and application logs used to keep the service running and secure.

When a customer connects a Google account so their agent can book meetings, we request the narrowest scopes that make that work, and use each one only for the purpose named here:

• calendar.events — to create a calendar event with a Google Meet link for a time the agent agreed with the caller, and to move or cancel that event if they change it.
• calendar.freebusy — to check whether a proposed time is free before the agent agrees to it, so nobody is double-booked.
• openid and email — to show which Google account is connected on the Integrations page.

We store a refresh token, encrypted, and the connected account’s email address. We do not read the contents of existing calendar events, and we do not access Gmail, Drive, Contacts or any other Google service.

Hoogway’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not transfer this data to others except as needed to provide the feature, we do not use it for advertising, and we do not use it to train generalised AI models. Disconnecting Google in the app revokes our access and deletes the stored token.

Calls are transcribed and analysed by AI models to produce transcripts, summaries and the metrics our customers configure. We use third-party model providers under agreements that prohibit training on our customers’ data, and we do not train models on customer content or on data received from Google APIs.

Only the providers needed to place a call and make sense of it — telephony carriers, speech and language model providers, cloud hosting and storage, and any service a customer chooses to connect, such as their CRM or calendar. Each receives only what its job requires.

We do not sell personal data, and we do not share it for advertising. We may disclose data if the law compels it, and we will tell the affected customer unless we are prohibited from doing so.

Call recordings, transcripts and contact data are kept while the customer’s account is active, and deleted on request or within 90 days of an account closing. Customers can delete individual calls and contacts at any time from their dashboard. Backups age out on their own schedule, within 35 days.

Data is encrypted in transit and at rest. Integration credentials are encrypted with a separate key. Access inside Hoogway is role-based and logged, and each customer’s data is isolated from every other customer’s at the query level.

Depending on where you live, you may have the right to access, correct, export or delete your personal data, and to object to or restrict its processing. Write to us and we will action it.

If you were called by an agent running on Hoogway, the business that called you controls that data — please contact them first. Tell us and we will pass it on and support them in carrying it out.

Questions about this policy, or a request about your data: hoogwayai@gmail.com.

If this policy changes materially we will update the date at the top and tell account holders by email.