Privacy policy
Effective: 1 October 2026
HelloDesk is an AI phone receptionist. It answers calls for businesses, books appointments, and keeps a record of each call so the business can see what was decided. This policy explains what personal data that involves, why we hold it, who we share it with, and what you can ask us to do with it.
This policy is issued by HelloDesk, which operates the service and is responsible for the personal data described here.
What we collect
We hold data about three groups of people, and only what the service needs for each.
- Business owners who use HelloDesk
- Your email address, your password (stored only as a one-way hash), the details of your business (its name, address, hours, services and staff names), the business's WhatsApp number and the phone number calls are forwarded to, which may be a member of staff's own number, and the identity documents you upload to rent a phone number, which the carrier requires by law.
- People who call a business that uses HelloDesk
- Your phone number, the name you give, a recording of the call, a written transcript, a short summary of what was said, and any message you leave for the business.
- People with a booking
- Your name, phone number and appointment details, and the WhatsApp messages about that appointment, including your reply when you confirm, reschedule or cancel.
How we use it
We use this data to answer and record calls for the business you called, to book, confirm and change appointments, to show the business what happened on each call, to sign owners in and keep their accounts secure, and to meet the identity checks that phone carriers require.
We do not sell personal data, and we do not use it for advertising.
How long we keep it
We keep call recordings, transcripts, summaries and messages left for a business for as long as that business has a HelloDesk account, so it can look back at its calls.
We keep bookings, and the WhatsApp messages about them, for the same period, as the business's record of its appointments.
We keep a business owner's account details, and the identity documents uploaded to rent a phone number, for as long as the account is open.
When a business asks us to close its account, or when you ask us to delete your data, we delete it within 30 days, unless the law requires us to keep it. Copies in our database backups are removed when those backups expire, within a further 37 days.
Keeping it safe
Your data is stored on servers in Mumbai, India. Passwords are stored only as a one-way hash, never in a form anyone can read back.
Seeing, correcting or deleting your data
You can ask us for a copy of the personal data we hold about you, ask us to correct it, or ask us to delete it. Write to the address below from the email address or phone number the data belongs to, so we can confirm it is yours.
If you called a business or have a booking with one, you can also ask that business directly. They can see your calls and bookings in their HelloDesk dashboard.
Where we rely on your consent, you can withdraw it at any time by writing to the address below. Withdrawing it does not affect what we did before.
We answer every request within 30 days.
Contact and grievances
For any question, request or complaint about your personal data, write to our grievance officer, the founder of HelloDesk, at support@hellodesk.in.
If you are not satisfied with our response, you can complain to the Data Protection Board of India.
Changes to this policy
When this policy changes, we update the effective date at the top of this page. If a change materially affects how we use personal data, we also email the businesses that use HelloDesk.