Privacy Policy

1. Information We Collect

Account Information

When you create an account, we collect your name, email address, profile picture, role (agent, broker, investor, etc.), and brokerage name. Authentication is handled by our provider, Clerk.

Property Listing Data

You provide property details including address, price, features, and any custom notes or instructions for the AI voice agent. This data is used to power real-time conversations with callers.

Call and Voice Data

When a caller reaches one of your OttoLead phone numbers, we process the call audio in real time to enable the AI conversation. Raw audio is streamed directly between our telephony provider (Twilio) and AI provider (OpenAI) during the call and is not permanently stored by OttoLead. What we do store includes: call metadata (duration, status, start and end timestamps), the caller's phone number, a full text transcript of the conversation, and an AI-generated summary. Caller phone numbers are captured automatically by the telephony system.

Lead Information

After each call, our AI analyzes the transcript to extract structured lead details including the caller's name, email address, budget or price range, purchase timeline, pre-approval status, whether they have an existing agent, and showing preferences. This extraction is performed automatically by GPT-4o and the results are stored in your dashboard. Because this process is AI-driven, extracted data may occasionally be incomplete or inaccurate.

Payment Information

When you subscribe to a paid plan, payment processing is handled entirely by Stripe. We store your Stripe customer ID, subscription status, and billing period — but we never store your credit card number or full payment details.

Usage and Analytics

We may use analytics tools such as Google Tag Manager and Facebook Pixel to understand how visitors interact with our marketing site. These tools may collect anonymized browsing data and are not used within the authenticated dashboard.

Information Collected Automatically

When you visit our website, our servers automatically log standard technical information such as your IP address, browser type, operating system, referring URL, pages visited, and timestamps. This data is used for security monitoring, debugging, and aggregate analytics. It is not linked to your OttoLead account unless you are logged in.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the OttoLead voice agent service
• Process incoming calls and generate AI-powered conversations about your listings
• Transcribe calls and extract lead qualification data for your dashboard
• Process payments and manage your subscription
• Send transactional communications about your account, such as subscription confirmations and payment receipts
• Detect, prevent, and address fraud, abuse, and security issues
• Comply with legal obligations and respond to lawful requests
• Improve our AI models and service quality using aggregated, de-identified data only — we do not use your individual call transcripts or listing data to train AI models

3. Automated Decision-Making

OttoLead uses AI to make automated decisions during and after calls, including generating conversational responses, qualifying leads, and extracting structured data from transcripts. These automated processes directly affect what information appears in your dashboard. No automated decision made by OttoLead has legal or similarly significant effects on callers — the AI provides information and qualification assessments, but all follow-up actions are taken by you, the user.

4. Third-Party Service Providers

We share information with the following third-party providers solely to operate the service:

• Clerk — Authentication and user management (receives your name, email, and profile data)
• Twilio — Telephony and phone number provisioning (receives call audio, caller phone number, and call metadata)
• OpenAI — Real-time voice AI and post-call analysis (receives call audio, your listing details, agent notes, and full transcripts during active calls)
• Stripe — Payment processing (receives your email, payment method, and billing address)
• Neon — Database hosting (stores all application data in encrypted, managed infrastructure)

Each provider processes data according to their own privacy policies and applicable data processing agreements. We do not sell, rent, or trade your personal information to third parties for their own marketing purposes.

5. Other Disclosures

Beyond our service providers, we may disclose your information in the following circumstances:

• Legal compliance — When required by law, subpoena, court order, or governmental request
• Safety and fraud — To protect the rights, safety, or property of OttoLead, our users, or the public
• Business transfers — In connection with a merger, acquisition, bankruptcy, or sale of all or part of our assets, in which case your data would be transferred to the successor entity under the same privacy protections
• With your consent — In any other situation where we have your explicit permission

6. Caller Privacy

When a caller contacts an OttoLead-powered phone number, they are interacting with an AI voice agent. The following data about the caller is collected and processed:

• Phone number (captured automatically by Twilio)
• Voice audio (streamed in real time to OpenAI for the AI conversation — not permanently stored)
• Full text transcript of the conversation (stored indefinitely)
• Any personal details shared during the call, such as name, email, budget, and timeline (extracted by AI and stored)

Callers do not create an OttoLead account and do not have direct access to the platform. Their data is stored within the account of the real estate professional whose listing they called about.

It is the user's (agent's) responsibility to ensure callers are informed they are speaking with an AI and that the conversation is being recorded and analyzed. We recommend configuring the voice agent to disclose this at the beginning of each call. Applicable laws regarding call recording, consent, and AI disclosure vary by jurisdiction — users should consult legal counsel regarding their obligations.

7. Data Retention

We retain different types of data for different periods:

• Account data — Retained for as long as your account is active, and for up to 30 days after account deletion to allow for recovery
• Call transcripts and lead data — Retained indefinitely while your account is active. Deleting a listing cascades to remove all associated phone numbers, call records, transcripts, and extracted lead data
• Payment records — Retained as required by tax and accounting regulations ( typically 7 years), even after account deletion
• Server logs — Retained for up to 90 days for security and debugging purposes

You may request full account deletion by contacting us at support@ottolead.co. Upon receiving a verified deletion request, we will remove your data within 30 days, except where retention is required by law.

8. Data Security

We implement industry-standard security measures to protect your data, including:

• Encrypted connections (TLS/HTTPS) for all data in transit
• Secure authentication and session management via Clerk
• Cryptographically verified webhook signatures for payment events
• Database hosted on Neon with encryption at rest and network isolation
• Role-based access controls ensuring users can only access their own data

Despite these measures, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security. If you believe your account has been compromised, contact us immediately.

9. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access — Request a copy of the personal data we hold about you
• Correction — Request that we correct inaccurate or incomplete data
• Deletion — Request that we delete your personal data, subject to legal retention requirements
• Restriction — Request that we limit how we process your data in certain circumstances
• Portability — Request a machine-readable copy of data you provided to us
• Objection — Object to processing of your data for specific purposes

California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act and California Privacy Rights Act, including the right to know what personal information we collect, the right to delete your information, the right to opt out of the sale or sharing of personal information, and the right to non-discrimination for exercising your rights. We do not sell or share your personal information as defined under the CCPA/CPRA.

For Callers

If you are a caller whose data was collected during a conversation with an OttoLead voice agent, you may contact us at support@ottolead.co to request access to or deletion of any personal data we hold about you. Please include the phone number you called from and the approximate date of the call to help us locate your records.

To exercise any of these rights, contact us at support@ottolead.co. We will respond to verified requests within 30 days.

10. Do Not Sell or Share

We do not sell, rent, or share your personal information with third parties for their own advertising or marketing purposes. The data sharing described in this policy is limited to what is necessary to operate the Service.

11. Cookies and Tracking Technologies

We use the following types of cookies:

• Essential cookies — Required for authentication, session management, and security. These cannot be disabled without breaking core functionality.
• Analytics cookies — Used on our marketing pages via Google Tag Manager and Facebook Pixel to understand traffic sources and visitor behavior. These are not loaded within the authenticated dashboard.

You can control cookie preferences through your browser settings. Disabling essential cookies may prevent you from using the Service. Most browsers also support "Do Not Track" signals — while there is no industry standard for honoring these, our dashboard does not use tracking cookies regardless of this setting.

12. International Data Transfers

OttoLead is based in the United States and our data is processed and stored in the United States. Our third-party service providers may process data in other jurisdictions. By using the Service, you consent to the transfer of your information to the United States and other countries that may have different data protection laws than your jurisdiction. We ensure that all third-party providers maintain appropriate safeguards for protecting your data.

13. Children's Privacy

OttoLead is designed for real estate professionals and is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected data from a child under 18, we will take steps to delete it promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. For significant changes that affect how we process your data, we will also notify you via email. Your continued use of OttoLead after changes constitutes acceptance of the revised policy.

15. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at support@ottolead.co.