Privacy Policy
Last updated August 4, 2026
Who this covers
369 Agentic Systems builds and operates AI phone receptionists for small service businesses. That means two different groups of people appear in our systems, and the rules are not the same for both:
- Clients — the business owner who buys the service and logs into the dashboard.
- Callers — someone who phones a client’s business line and speaks to the AI receptionist. Callers are not our customers, and their information belongs to the business they called. We process it on that business’s behalf.
We are based in Dallas–Fort Worth, Texas, and operate as a sole proprietorship. Contact for anything in this policy, including deletion requests: chris@369agenticsystems.com.
What we collect
| Data | From whom | Why |
|---|---|---|
| Name, email, business name, website domain, phone number, service area | Clients | To create an account, provision a phone number, and contact you about the service. |
| Payment details | Clients | Handled entirely by Stripe. We never see or store card numbers — only a Stripe customer reference. |
| Caller name, phone number, email address, service address, and a description of what they need | Callers | To pass the enquiry to the business they called, and to book an appointment when they ask for one. |
| Call audio recording and a written transcript | Callers | To produce the transcript, extract the details above, and let the business owner review what was said. |
| Call duration, outcome, and an automated sentiment label | Callers | Dashboard reporting for the business owner. |
| Business details submitted to a website audit or ROI form | Prospective clients | To prepare the audit that was requested and follow up about it. |
We do not run advertising trackers, we do not sell data to anyone, and we do not build profiles across unrelated businesses.
Calls are recorded
When someone calls a business that uses our AI receptionist, the call is recorded and transcribed. The AI states that it is an AI assistant. Recordings and transcripts are visible to the business owner who received the call and to us as the operator of the system.
Texas is a one-party-consent state, and our clients are responsible for meeting the notice requirements that apply to their own business and to callers from other states. If you called a business and want the recording of your call deleted, email us and we will remove it.
Who else processes this data
We use a small number of established providers. Each receives only what it needs to do its job, and each is bound by its own terms as a processor:
| Provider | What it handles |
|---|---|
| Supabase | The database and login system. Stores client accounts, call records, transcripts, leads, and bookings. |
| Retell AI | Places and answers the phone calls, produces recordings and transcripts. |
| Anthropic (Claude) | The language model behind the receptionist and behind some internal document processing. Anthropic does not train on data submitted through its API. |
| Resend | Sends transactional email — confirmations, alerts, and login codes. |
| Stripe | Processes payments. Card details go directly to Stripe and never reach our servers. |
| Vercel | Hosts the website and application. |
These providers store and process data in the United States. If you are contacting us from outside the US, your information will be handled there.
Google user data
Calendar connection is not yet available. When it launches, connecting a Google Calendar will be optional and initiated only by the business owner. This section describes exactly what that integration will and will not do, and it applies only to clients who choose to connect an account.
- What we request. Permission to see when you are busy and to create and update calendar events — nothing broader. We do not request access to Gmail, Drive, Contacts, or any other Google service.
- What we do with it. Read your existing events so the AI receptionist does not offer a caller a time you are already booked, and write a calendar event when a caller books an appointment. That is the entire purpose.
- What we store. An access token so we can keep the calendar in sync, and the start and end times of the appointments we create. We do not copy your calendar into our database, and we do not read the contents of unrelated events.
- What we never do. We do not sell Google user data, transfer it to anyone for advertising, use it for personalised advertising, use it to train any AI model, or allow a human to read it except where you have explicitly asked us to fix a problem, or where the law requires it.
- Disconnecting. You can revoke our access at any time from your Google account permissions page or by asking us. Revoking it deletes the stored token and stops all calendar access immediately.
369 Agentic Systems’ use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
How long we keep things
Call recordings, transcripts, and lead records are retained while the business that received them remains a client, and for 90 days after an account closes so the owner can export their records. Account and billing records are kept for seven years because tax law requires it. Audit and ROI form submissions are deleted after 24 months if they never become a client.
Ask us to delete something sooner and we will, unless we are legally required to keep it.
Your rights
Email chris@369agenticsystems.com to get a copy of what we hold about you, correct it, or have it deleted. We will respond within 30 days. This is a small operation — a real person reads that inbox.
If you are a caller rather than a client, we may need to refer your request to the business you called, since the record belongs to them. We will tell you if that happens.
Security
Data is encrypted in transit and at rest by our providers. Access to the database is restricted by row-level security so one client cannot see another’s records, and internal service calls are authenticated with rotating shared secrets. No system is perfect; if we discover a breach affecting your data, we will tell you.
Children
This service is sold to businesses and is not directed at anyone under 18.
Changes
If we change this policy materially we will update the date at the top and email active clients. Continuing to use the service after that means the new version applies.