Last Updated: June 25, 2026
AlwaysRespond is operated by Gradiex Consulting LLC.
We collect the following categories of information when you use AlwaysRespond ("the Service"), provided by Gradiex Consulting LLC ("AlwaysRespond," "we," "us," or "our"):
Personal Information: When you create an account or interact with the Service, we may collect your name, email address, phone number, billing address, company name, and any other information you voluntarily provide during registration or through communications with us.
Customer Data: As a platform that processes communications on behalf of businesses, we receive and store data about your customers, including their phone numbers, message content, appointment details (dates, times, service types, and notes), names, and any other information exchanged during conversations facilitated through the Service.
Call Recordings and Transcripts: The Service answers, records, and transcribes telephone calls on behalf of businesses. We collect and store audio recordings of calls handled through the Service, machine-generated transcripts of those calls, and the information contained in them (such as caller names, phone numbers, and the details discussed). We use this data to operate the Service — answering calls, booking and managing appointments, generating call summaries, and providing businesses with records of their calls. Businesses are responsible for notifying their callers that calls may be recorded where required by law.
Technical Information: We automatically collect certain technical data when you access our website or dashboard, including your IP address, browser type and version, operating system, device identifiers, referring URLs, pages visited, time spent on pages, click patterns, and other interaction logs.
Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies to collect information about your browsing activity, preferences, and session data. For more details, please see our Cookie Policy.
We use the information we collect for the following purposes:
For the avoidance of doubt, Google user data (as defined in Section 12) is never used to train or improve any artificial intelligence or machine learning model.
We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We may share your information in the following circumstances:
We take the security of your information seriously and implement industry-standard technical and organizational measures to protect it. These measures include:
While we strive to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to promptly addressing any security incidents that may occur.
We retain your personal information and customer data for as long as necessary to fulfill the purposes described in this Privacy Policy, including providing the Service, complying with legal obligations, resolving disputes, and enforcing our agreements.
Specifically, account information is retained for the duration of your active account and for a reasonable period afterward to allow for reactivation or to comply with legal requirements. Message and conversation data is retained in accordance with applicable telecommunications regulations and our data processing agreements with business customers. Billing and transaction records are retained as required by tax and financial regulations.
When data is no longer needed, we securely delete or anonymize it in accordance with our data retention policies. You may request earlier deletion of your data by contacting us, subject to any legal retention obligations.
Depending on your location, you may have the following rights regarding your personal information:
To exercise any of these rights, please contact us at support@alwaysrespond.com. We will respond to your request within 30 days. We may ask you to verify your identity before processing your request.
The Service integrates with and relies on third-party services to deliver its functionality. These include but are not limited to:
Each third-party service has its own privacy policy governing the use of your information. We encourage you to review those policies. We are not responsible for the privacy practices of third-party services.
The Service is not directed to children under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16 without parental consent, we will take steps to delete that information as quickly as possible. If you believe we have inadvertently collected information from a child under 16, please contact us at support@alwaysrespond.com.
AlwaysRespond is based in the United States. If you access the Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.
Where we transfer personal data internationally, we implement appropriate safeguards to ensure your data is protected in accordance with this Privacy Policy and applicable data protection laws. These safeguards may include Standard Contractual Clauses approved by the European Commission, data processing agreements, or other legally recognized transfer mechanisms.
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will notify you by posting the updated policy on this page with a revised "Last Updated" date. For business account holders, we will also send an email notification of material changes.
We encourage you to review this Privacy Policy periodically to stay informed about how we collect, use, and protect your information. Your continued use of the Service after any changes to this policy constitutes your acceptance of the updated terms.
If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information.
Right to Know: You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources from which we collected it, the business purpose for collecting it, and the categories of third parties with whom we share it.
Right to Delete: You have the right to request that we delete your personal information, subject to certain exceptions.
Right to Opt-Out of Sale: AlwaysRespond does not sell your personal information. We do not sell, rent, or trade personal information to third parties for monetary consideration. If this practice changes in the future, we will update this policy and provide a clear opt-out mechanism.
Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.
To exercise any of your California privacy rights, please contact us at privacy@alwaysrespond.com with the subject line "CCPA Request." We will verify your identity and respond within 45 days as required by law.
AlwaysRespond's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Google Calendar. When you connect your Google Calendar, we request the calendar.readonly and calendar.events scopes solely to:
Google Business Profile. When you connect your Google Business Profile, we request the business.manage scope solely to:
Limited Use. Our use of Google user data is limited to providing and improving the user-facing features described above. We do not, and will not:
Sharing. We do not share your Google user data with third parties except as strictly necessary to provide the features above (for example, our cloud hosting and infrastructure providers acting as subprocessors under contractual confidentiality and data-protection obligations), or where required by law.
Retention and deletion. We retain Google user data only as long as needed to provide these features. We store Google access and refresh tokens in encrypted form, and Google calendar and review data is cached only as needed to operate the Service. You may disconnect Google Calendar or your Google Business Profile at any time from your account settings, which immediately revokes our access and triggers deletion of the associated Google user data and stored tokens from our systems. You may also revoke access directly from your Google Account permissions page.
In addition to the California rights described in Section 11, residents of certain other U.S. states have privacy rights under their state's comprehensive consumer privacy law. These include Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Texas (TDPSA), Utah (UCPA), Oregon (OCPA), and Montana (MCDPA), among others. The specific rights available depend on your state of residence, but generally include:
To exercise any of these rights, contact us at privacy@alwaysrespond.com with the subject line "State Privacy Request" and tell us your state of residence. We will respond within 45 days of a verifiable request and may extend that period by an additional 45 days where reasonably necessary, in which case we will notify you within the initial 45-day period.
Appeals. If we decline to act on your request, you may appeal by replying to our response or emailing privacy@alwaysrespond.com with the subject line "Privacy Appeal." We will respond within the timeframe required by your state's law and inform you in writing of our decision and the reasons for it. If your appeal is denied, you may contact your state Attorney General.
Because the Service answers, records, and transcribes telephone calls and exchanges SMS messages, the information we process on behalf of businesses may — depending on what a caller chooses to say — include categories some laws treat as sensitive, such as references to a person's health, the contents of communications, precise location, or financial account details shared while booking or paying for a service.
We do not request or require callers to provide sensitive information, and we use any such information only as necessary to operate the Service for the business that handled the call. We apply the same security controls described in Section 4 to this data. We do not sell sensitive information, and we do not share it for targeted or cross-context behavioral advertising. Where your state's law lets you limit the use of sensitive personal information or withdraw consent, contact us at privacy@alwaysrespond.com.
Under the CCPA (as amended by the CPRA) and similar state laws, a "sale" means disclosing personal information for monetary or other valuable consideration, and "sharing" means disclosing it for cross-context behavioral (targeted) advertising. Residents of California and other states with comparable laws have the right to opt out of the sale or sharing of their personal information and of targeted advertising.
AlwaysRespond does not sell your personal information and does not share it for cross-context behavioral or targeted advertising, and we do not engage in profiling that produces legal or similarly significant effects. Because we do not sell or share personal information, there is no such activity to opt out of. If our practices ever change, we will update this policy and provide a clear "Do Not Sell or Share My Personal Information" opt-out before doing so.
Global Privacy Control. Where required by law, we honor opt-out preference signals such as the Global Privacy Control (GPC) sent by your browser or device. To make any opt-out request directly, contact us at privacy@alwaysrespond.com.
The Service uses automated, artificial-intelligence systems to answer phone calls, transcribe speech, generate and send replies, and assist with booking and managing appointments. This means that when you call or message a business that uses AlwaysRespond, you may be interacting with an automated AI receptionist rather than a live human. These systems are supported by third-party subprocessors, including Anthropic (conversational AI), Deepgram (speech-to-text), and ElevenLabs (voice generation), as described in Section 7.
We do not use this automated processing to make decisions that produce legal or similarly significant effects about you without human involvement. Businesses remain responsible for reviewing and acting on the information the Service surfaces to them.
No model training on your data. We do not use call recordings, call transcripts, message content, or Google user data (as defined in Section 12) to train, develop, or improve generalized or non-personalized artificial intelligence or machine learning models. Our AI subprocessors are contractually bound not to use data processed on our behalf to train their own models. Where we improve the Service through analysis of usage, we use aggregated and de-identified information that does not identify you or any caller.
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Email: support@alwaysrespond.com
We aim to respond to all privacy-related inquiries within 30 days. If you are not satisfied with our response, you may have the right to lodge a complaint with your local data protection authority.