Last updated: July 29, 2026
1. Who this covers
This policy explains how Sharp Tack Media handles information in connection with Sharp Tack Receptionist ("the assistant"), a service that answers inbound telephone calls on behalf of a business.
Two different groups of people are involved, and they are treated differently:
- Our clients — the businesses that use the assistant to answer their phone, and who may connect a Google Calendar to it.
- Callers — the members of the public who telephone one of those businesses and speak to the assistant.
2. What we collect
From callers: the telephone number the call came from, a written transcript of the conversation, and any details given during the call — typically a name, a callback number, an email address, and a description of what the call is about.
From clients: account and contact details, business hours, the services offered, and — if the client chooses to connect one — access to a Google Calendar.
We do not knowingly collect payment card numbers, bank details, government identification numbers, or passwords. The assistant is instructed to interrupt and stop a caller who begins to read any of these aloud, and not to repeat them back.
3. Google User Data
This section applies only where a client has connected a Google Calendar.
What we access
When you connect your Google Calendar, the assistant requests exactly two permissions:
- See the free/busy status of your calendars. We receive only the time intervals in which you are busy. We do not receive the titles, descriptions, guests, locations, or any other detail of your events. This is a property of the permission itself, not a promise about our behaviour — we are not granted the ability to read event content.
- View and edit events on your calendars. We use this to create appointments booked by callers, and to update or cancel those appointments if a caller telephones back to change them.
You choose which of your calendars the assistant may access when you connect your account.
How we use it
We use your free/busy information for exactly one purpose: to work out which appointment times are genuinely available, so the assistant can offer them to a caller during a telephone call.
We use event access for exactly one purpose: to create, update and cancel the appointments that callers book through the assistant.
We do not use your Google data for advertising, and we do not sell it.
How we store it
- Free/busy information is held only in memory, for the duration of an active call. It is not written to disk or to our database.
- The identifier of each appointment we create is stored, so that we can update or cancel that appointment later.
- The authorisation token that lets us access your calendar is stored with access restricted to the service itself, and is deleted when you disconnect your calendar or revoke access.
We do not store copies of your existing calendar events. We have no mechanism to do so.
How we share it
We do not sell your Google user data, and we do not share it with our other clients — each client's data is isolated from every other client's.
To place a telephone call, the assistant relies on a small number of specialist service providers. The only Google-derived information any of them receives is an appointment time being offered to a caller — for example, "Tuesday the twenty-ninth at ten in the morning." They never receive the titles, descriptions, guests, or locations of your events, because we never have access to those.
| Provider | What it does | Google-derived data it receives |
|---|---|---|
| Cerebras | Runs the conversation | Appointment times being offered |
| Cartesia | Converts text to speech | Appointment times being spoken aloud |
| Deepgram | Converts caller speech to text | Only if a caller repeats a time back |
| Anthropic | Backup conversation service, used only if the primary is unavailable | Appointment times being offered |
None of these providers uses your Google data to train or improve their artificial-intelligence models. Where a provider's standard terms would otherwise permit training, we have opted out, and we treat that opt-out as a permanent condition of using them.
The only other exceptions are where the law requires disclosure, or where you have explicitly asked us to share it.
Limited Use
Sharp Tack Media's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Removing our access
You can disconnect your Google Calendar at any time from your account settings. You can also revoke our access directly at myaccount.google.com/permissions.
When access is removed we delete the stored authorisation token. Appointments already on your calendar remain on your calendar — they are yours.
4. AI and machine learning
The assistant uses artificial intelligence to hold a conversation with callers. We want to be direct about what that means for your data.
- Your Google data is never used to train or improve any AI model — not ours, and not our providers'. This applies to raw data, to anonymised or aggregated data, and to anything derived from it.
- We do not build or train models of our own. We use hosted services from the providers named below, under terms that prohibit training on your data.
- We do not operate self-hosted or offline models. Every model we use is run by the provider named.
- Where a provider's default terms permit training on customer content, we have actively opted out, and we verify that the opt-out remains in effect.
This reflects the Limited Use requirements of the Google Workspace API User Data and Developer Policy, which we follow in full.
5. Sub-processors
We use the following service providers to operate the assistant. This list is kept current, and material changes will be reflected here.
| Provider | Purpose | Location |
|---|---|---|
| Twilio | Telephone connectivity | United States |
| Deepgram | Speech recognition | United States |
| Cerebras | Conversation model | United States |
| Cartesia | Speech synthesis | United States |
| Anthropic | Backup conversation model | United States |
| Calendar availability and booking | United States | |
| SMTP2GO | Delivering message notifications by email | United States |
6. Call recording and transcripts
Calls to a business using the assistant are transcribed, and a written record of the conversation is kept. Every caller is told this at the beginning of every call, before any conversation takes place. That notice is not something a client can turn off.
We do this because callers reach us from every state, and twelve of them — California, Connecticut, Delaware, Florida, Illinois, Maryland, Massachusetts, Montana, New Hampshire, Oregon, Pennsylvania and Washington — require the consent of everyone on the call. Rather than try to work out where a caller is and apply a different rule, we apply the strictest rule to every call.
Transcripts are used to deliver messages to the business, to resolve disagreements about what was said, and to diagnose faults in the service. They are not used to train AI models, by us or by anyone else.
Callers who do not wish to be recorded should end the call and contact the business by another means.
7. How long we keep things
| What | How long |
|---|---|
| Call transcripts | 13 months |
| Messages taken for a business | 3 years |
| Appointment records | 3 years, and never before the appointment itself has passed |
| Google authorisation token | Until you disconnect or revoke access |
| Google free/busy information | Not stored at all — held in memory for the duration of a single call |
| Diagnostic logs | Rotated automatically; roughly 30 days |
Deletion is automatic. A scheduled job runs every night and removes anything past these windows; it is not a manual process anyone has to remember.
A caller or client may ask us to delete their information sooner — see section 9.
8. Security
Access to client and caller data is restricted to the service itself and to the individuals who operate it. The component that records calls holds only the privileges needed to write records — it cannot read the stored transcript archive. Data is transmitted over encrypted connections.
No system is perfectly secure, and we do not claim otherwise.
9. Your rights
Whatever the law requires of us, these are rights we offer to everyone — callers and clients, in any state.
You may ask us to:
- Tell you what we hold about you. We will describe it and provide a copy.
- Correct it, if something is wrong.
- Delete it. If you are a caller and want the record of your call removed, tell us the number you called from and roughly when, and we will find it and delete it.
- Stop contacting you, if a business has been ringing you back and you would rather they did not.
Write to the address in section 11. We will respond within 45 days.
We do not sell personal information, and we do not share it for cross-context behavioural advertising. There is nothing to opt out of, because we do not do it.
A note on which privacy laws apply
We would rather be straightforward about this than imply more than is true.
Comprehensive state privacy statutes — including the California Consumer Privacy Act and the Oregon Consumer Privacy Act — apply to businesses above certain thresholds. Those thresholds are based mainly on how many people's data a business handles: broadly, 100,000 or more consumers in a year, or a large share of revenue earned from selling personal data. Sharp Tack Media is well below those thresholds and does not sell personal data, so those statutes do not currently impose obligations on us.
We offer the rights above regardless. If we ever cross a threshold, we will update this policy and say so rather than quietly acquiring obligations we are not meeting.
10. Children
The assistant is a business telephone service and is not directed at children. We do not knowingly collect information from children.
11. Contact
Questions about how we handle your data:
Sharp Tack Media
10117 SE Sunnyside Rd STE F34
Clackamas, Oregon 97015
[email protected]
12. Changes to this policy
We will update this page when our practices change, and will revise the "last updated" date at the top. Material changes affecting clients will be notified by email.