Privacy Policy

Last updated: October 1, 2026

YAP VOICE is a product of YAP-AI Solutions, San Diego, CA. YAP-AI Solutions ("I", "me", or "my") operates this website and the YAP VOICE AI phone receptionist, a service that answers a business's phone calls, takes callers' details, and can book visits into the business owner's own Google Calendar. This policy explains what information is collected and how it is used, including what YAP VOICE does with Google user data.

Information I Collect

The only personal information I collect is what you voluntarily submit through the contact form:

• Your full name
• Your email address
• Your phone number (optional)
• The message you send describing your IT issue or project

I do not use cookies, analytics trackers, or any third-party tracking scripts on this website.

How I Use Your Information

The information you submit is used solely to:

• Respond to your inquiry
• Provide you with a quote or schedule a service visit

I will never sell, rent, or share your personal information with any third party for marketing purposes.

Form Submission Service

Contact form submissions are processed through Web3Forms, a third-party service that forwards form submissions to my email. Please review their Privacy Policy for details on how they handle form data.

Phone Calls Answered by the AI Assistant

When you call a business that uses YAP VOICE, the call may be answered by an automated assistant rather than a person. The assistant says so at the start of the call.

The call is not recorded. No audio of the conversation is captured, stored, or kept anywhere.

No transcript of the call is kept. The back-and-forth of the conversation is held only while the call is happening, and is gone when you hang up. Nobody can read back what was said.

What the business does keep is the outcome of the call and the details you gave for it to act on — typically your name, your phone number, the service you asked about, and the answers to any questions about the job. Alongside those, a short note of what you said you needed is kept, in case the details alone do not capture it — for example if you asked about something the business does not list. That note is a summary, not a transcript of the call. All of it is the information the business needs in order to call you back, and it is covered in the section below.

If you ask the assistant something it cannot answer, the question itself — in your words, but without your name or number — is kept for up to 90 days, so the business can add the answer for future callers.

To understand what you say, the assistant sends the audio of the call to a speech-recognition service and the text of what you said to a language model, both operated by third parties, for the duration of the call. These services are used to process the call as it happens.

If you would prefer to speak to a person, say so and the assistant will put you through or take a message for someone to call you back.

SMS Notifications for AI Receptionist Clients

Businesses that use the YAP VOICE AI phone receptionist can choose to be notified by text message when the assistant takes an enquiry for them. This section covers that separately, because it involves information the website contact form does not.

For that service I collect and store:

• The business owner's own mobile number, which they enter themselves in their YAP VOICE dashboard in order to receive these notifications
• The details each caller gives the assistant — their name, their phone number, the service they asked about, and any notes

The owner's mobile number is used for one purpose only: sending that owner notifications about enquiries taken for their own business. It is never used for marketing, and it is never sold, rented, or shared with any third party. An owner can remove or change it in the dashboard at any time, or reply STOP to any message to stop receiving them.

When a business has turned caller confirmations on, the number a caller gives for their callback is also used to send that caller one text confirming their message was taken (and the visit time, if one was booked on the call). The assistant says on the call that the text will be sent. Nothing else is ever sent to that number, and replying STOP stops it.

When a business has turned it on, a caller whose call ended before they left a message may be sent one text, at the number they called from, asking what they need. That number comes from the phone network on the caller's own call and is used only for that one reply, never more than once in 24 hours. It is not sent to a caller who said no to leaving a message, or whose number was withheld. When the text invites a reply, the reply is answered by the same assistant; replying STOP stops all messages to that number.

Caller details are stored so the business can return the call, and are shown only to that business. A caller's information is never shared with any other business on the platform, and is never used for marketing.

Text messages are delivered through Twilio, which carries the message to the recipient's mobile carrier. See Twilio's Privacy Notice for how they handle message data. Full SMS Terms and Conditions are published separately, and the SMS Opt-In page shows exactly how and where a business owner consents.

Google Calendar (for business owners)

A business owner can connect their own Google Calendar from their YAP VOICE dashboard, so the phone assistant can offer callers open times and put booked visits into that calendar. Connecting is optional, done by the owner, and can be undone at any time. This section describes exactly what YAP VOICE does with that access.

What YAP VOICE accesses, and why

• When the owner is busy. While a caller is on the line and a visit is being offered, YAP VOICE asks Google Calendar for the owner's busy and free times, so it only offers times that are actually free. It sees only that a time is busy, never the title, attendees or details of the owner's own events.
• The visits it books. When a caller picks a time, YAP VOICE creates an event for that visit in the owner's calendar. The event holds the caller's name, their phone number, the service they asked for and the answers to the business's own questions about the job, so the owner has what they need for the visit.
• Only the events it created. YAP VOICE reads back, changes or deletes only the visit events it created itself: to show on the dashboard whether the owner has confirmed, moved or deleted a visit, to move or cancel a visit when the caller asks to, and to keep the event's details correct if the caller corrects them on the call. It does not read, change or delete any other event in the owner's calendar.

What is stored

• The authorization Google issues when the owner connects (a refresh token), stored encrypted, so visits can be booked while the owner is not at a computer.
• For each visit YAP VOICE booked: the calendar event's identifier, its start and end time, whether it is pencilled in, confirmed or cancelled, and the service it is for, kept with that caller's enquiry record.
• The owner's busy times are not stored. They are read when a visit is offered, used to work out the open times, and then discarded.

How it is used and shared

• Google Calendar data is used only to offer callers open times and to book, move, cancel and keep up to date the visits callers book, for that owner's own business.
• It is never sold, never used for advertising, never used to build profiles of anyone, and never used to train artificial-intelligence or machine-learning models. It is not sent to the language model the assistant uses to understand callers.
• The times being offered (for example "Thursday at 9 AM") are spoken to the caller, which passes them as words through the speech service that produces the assistant's voice, for the length of the call only.
• It is not shared with any other business on the platform or any other third party, except where required by law.
• No person reads it, except the business's own account holders on their dashboard, and me where needed to provide support the owner has asked for, to investigate a security problem, or to comply with the law.

Removing access and deleting data

• The owner can disconnect Google Calendar at any time from the Phone page of their dashboard. Disconnecting revokes YAP VOICE's access at Google and deletes the stored authorization immediately. Access can also be removed from the owner's Google Account settings at myaccount.google.com/permissions.
• Visit events already in the owner's calendar stay there, because the calendar is the owner's. Visit records kept with enquiries follow the retention described below, and are deleted on request or when the account is closed.

Limited Use. YAP VOICE's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Where the Service Runs

The YAP VOICE phone assistant and the business dashboard run on equipment I operate. Connections to it — a business owner opening their dashboard, and the phone network passing a call to the assistant — travel through Cloudflare, which provides the encrypted connection between the internet and that equipment. This means the audio of a call answered by the assistant, and the pages of the dashboard, pass through Cloudflare's network as they happen. The enquiry records themselves are stored only in the YAP VOICE system, not by Cloudflare. See Cloudflare's Privacy Policy for how it handles data passing through its network.

Dashboard accounts are created by me for each business. Each is protected by a password the account holder can change at any time from their dashboard, and a business owner's account shows only their own business's calls and enquiries.

Data Retention

Your contact information is retained only as long as needed to address your inquiry. It is stored in my email inbox and is not copied to any additional database or CRM.

For the AI receptionist service, enquiry records (including the record of any visit booked) and the owner's notification number are retained while the business holds an active account, and are deleted on request or when the account is closed. A connected Google Calendar's stored authorization is deleted as soon as the owner disconnects it.

Calls are not recorded and conversations are not stored, so there is nothing of either to retain. A record that a call happened — when it was, how long it lasted, how it ended, and a short list of what happened on it (for example which service was asked about, whether a message was taken or a visit booked) — is kept for up to 24 months so the business has its own history. It contains none of your own words and not your name.

Questions the assistant could not answer are kept for up to 90 days, and are deleted sooner on request or when the account is closed.

Your Rights

You may request that I delete any personal information you have submitted by contacting me directly at yap.itsupport@gmail.com. I will respond within 30 days.

Contact

If you have any questions about this privacy policy, please reach out:

• Email: yap.itsupport@gmail.com