Privacy Policy

Account Information. When you sign up, we collect your name, email address, phone number, and business name. You may also provide your business address, industry, and timezone during onboarding so the AI agent can answer callers accurately.

Call Data. When the AI Receptionist answers a call, we collect the caller's phone number (as provided by the carrier), the audio recording of the call, a generated transcript, and any structured data captured during the call (for example, the appointment booked, the service requested, or the voicemail content). We also log metadata such as call duration, time, and outcome.

QuickBooks Data (AI CFO only). If you enable the AI CFO add on and authorize the integration, we access your QuickBooks Online data in read only mode. This includes invoices, payments, expenses, bills, customers, vendors, and account balances. We never modify your QuickBooks data.

Usage Data. We collect standard usage information such as pages visited, features used, and interaction patterns within our platform.

Communications. When you contact support or reply to an SMS we send, we retain those communications to operate and improve the Service.

We use your information to:

• Answer your inbound calls with the AI Receptionist, book appointments, and route emergencies
• Generate call recordings, transcripts, summaries, and voicemail notifications
• Send the owner SMS and email messages about what happened on each call, subject to your notification preferences
• For AI CFO customers: analyze financial data, draft collection emails, and deliver weekly email briefings and SMS alerts
• Provide and improve our platform and customer support
• Send service related communications (not marketing)

We do not sell, rent, or share your call recordings, transcripts, or financial data with third parties for their marketing purposes. Your data is used exclusively to provide FieldCFO services to you.

FieldCFO uses artificial intelligence to power the voice agent that answers your calls, to transcribe and summarize calls, and (for AI CFO customers) to generate financial narratives and draft collection emails. All financial calculations used by AI CFO (metrics, anomaly detection, cash flow forecasting) are performed by deterministic code, not AI. The AI receives pre calculated data and produces human readable summaries.

We use speech providers (Deepgram for transcription, ElevenLabs for voice synthesis) and large language model providers (Anthropic's Claude, and AWS Bedrock). Audio, transcripts, and data sent to these providers are processed under data processing agreements that prohibit training public models on your content. We send only the minimum data necessary for each specific task.

Your data is stored on Amazon Web Services (AWS) infrastructure in the United States. Call recordings are stored in a private, encrypted S3 bucket with SSE-KMS encryption, access controls, versioning, and lifecycle policies. We employ industry standard security measures including encryption in transit (TLS 1.2+) and at rest (AES 256), least privilege access controls, and regular security reviews.

We retain call recordings and transcripts for as long as your account is active, so you can review past calls. You can request deletion of specific calls or all calls at any time. When you delete your account, we remove your call data and any financial data within 30 days, except where retention is required by law.

We use the following third party services to operate FieldCFO:

• Twilio and LiveKit: Telephony, SIP trunking, and SMS delivery
• Deepgram: Speech to text transcription of your calls
• ElevenLabs: Voice synthesis for the AI agent's spoken responses
• Anthropic and AWS Bedrock: Large language models that power the voice agent and, for AI CFO, briefings and email drafting
• Amazon Web Services: Infrastructure, call recording storage (S3), and email delivery (SES)
• Google: Calendar API, used to book appointments when you authorize the integration
• Intuit QuickBooks Online (AI CFO only): Financial data sync, authorized by you via OAuth

Each provider is bound by their own privacy policies and data processing agreements. We share only the minimum data required for each service to function.

You have the right to:

• Access the personal, call, and (if applicable) financial data we hold about you
• Request correction of inaccurate data
• Request deletion of specific calls, your account, and associated data
• Opt out of SMS messages by replying STOP or through your settings
• Disconnect your QuickBooks and Google Calendar integrations at any time
• Export your data in a machine readable format

To exercise any of these rights, contact us at support@field-cfo.com.