ResponseLab answers phone calls on behalf of small businesses. That means we handle recordings and transcripts of real conversations between a business and its customers. This page explains exactly what we keep, who else sees it, and how to get it removed. It is written to be read, not to be impenetrable.
Two roles, and the difference matters. When you visit this website, ResponseLab decides what happens to your data. We are the controller. When our receptionist answers calls for a business that hired us, that business decides, and we act on their instructions. We are the processor. If you called a business and want your data removed, the fastest route is to ask that business; we will act on their request. You can also contact us directly and we will pass it to them.
We do not ask for payment card numbers, government identifiers, or medical records. Memory controls restrict sensitive details, but something you volunteer may still appear in a transcript. Tell the business if you want it removed. A name or phone match does not authorize disclosure of private history.
The browser call demo records short audio segments and sends them to our server for transcription by OpenAI. Optional microphone dictation in text chat uses your browser's speech-recognition feature; its processing depends on the browser and its provider. Your browser asks for microphone permission before microphone access.
We store your verified account identifier and business membership to control dashboard access. Firebase handles sign-in storage. Browser storage remembers your language and optional industry choice. The operator dashboard also stores business notes and connection settings in the operator's browser. Calendar authorization uses an essential session cookie. Setup launched from the client dashboard expires after at most ten minutes; older private-link sessions expire after at most thirty minutes. Our server temporarily stores encrypted sign-in credentials for the client-dashboard handoff. Temporary credentials are cleared when setup finishes, when a cancellation reaches our server, or when expired sessions are next processed. Setup metadata may remain in operational records.
Google handles your sign-in and permission approval. We receive your verified Google email and account identifier, plus a list of calendars you can edit so you can choose the business calendar. Google's permission screen may cover more calendars than the one you choose. ResponseLab limits receptionist scheduling to the calendar saved for your business.
We use Calendar data to check availability and manage receptionist appointments. Available times may be sent to our language model provider to answer the caller. We store the selected calendar's ID, name and time zone with your Google email and account identifier as connection metadata. Access and refresh tokens are encrypted on our server so calls can use the connection while you are signed out. Offered times and booking receipts may remain in call and operational records. We do not use Google Calendar data for advertising or model training.
Disconnecting removes the active stored tokens and blocks future access through that connection. Connection metadata and existing call records remain until separately deleted. Existing calendar events are unchanged. You can also remove ResponseLab's access in your Google Account. For deletion of other stored records, contact jonathan@responsetlab.com. Backup archives, including encrypted credentials, do not expire automatically. Applicable backup copies are reviewed and removed manually when we handle an agreed deletion request.
People may review Google-derived scheduling records when you ask us to inspect specific data for support, when needed to investigate a bug or abuse, or when required by law. We restrict that review to the data needed for the task.
ResponseLab's use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.
We use the providers below to run calls and send notifications. Their handling depends on the account settings and the features the business uses.
| Provider | What it handles |
|---|---|
| OpenAI | Generates the receptionist's replies from call text and transcribes audio submitted through the browser call demo. |
| ElevenLabs | Speech processing and stored call audio for the configured agent. |
| Railway | Hosting. Your data is stored on servers they operate. |
| Calendar connections for scheduling, Workspace email, and Firebase account sign-in. | |
| Cloudflare | Serves and protects this website. Its analytics service measures page performance where enabled. |
| Twilio | Phone routing and call metadata for connected phone numbers. |
| Resend | Delivers notifications to the business's configured inbox. Processes recipient email addresses, full call transcripts and appointment details. |
We do not sell your data. We do not share it with advertisers. We do not use call recordings or transcripts to train our own models.
Our current ElevenLabs receptionist agent has audio storage enabled and retention set to Unlimited. Its recordings do not expire automatically after 30 days. Deleting data from ResponseLab does not remove those provider copies. A person must separately review the provider's records and retention settings when handling an agreed deletion or offboarding request.
Caller records are stored in a separate database for each business. Shared operational records also track booking actions and notification attempts.
We keep caller records while the business uses the service, subject to correction and deletion requests. Offboarding and permanent deletion are handled by a person. Leaving the service does not trigger an automatic erase. We review server records, backups and provider copies separately when processing an agreed removal request.
An honest note about deletion. Memory changes keep a record of the previous value and its source. Retraction removes a detail from active recall but does not erase old transcripts, audit records or backups. Ask explicitly for permanent deletion if that is what you need. A person must check each applicable store and any provider copy; there is no automatic erase button.
Depending on where you live, you may have the right to ask for a copy of your data, correct it, delete it, or object to how it is used. We honour these requests regardless of where you live.
To make a request, email jonathan@responsetlab.com with the phone number you called from and the business you called. We will respond within 30 days. We may ask you to confirm you control that phone number before we release anything. Otherwise anyone could request your file.
If you called a business we work for, we will forward your request to them, since it is their data and their decision.
Calls answered by ResponseLab are transcribed, and configured agents may also store audio. The business that hired us can read the transcript. Before live activation, ResponseLab and the business must establish and test the recording notice and consent process required for their callers. Requirements differ by state and country. If you object to recording or transcription, ask for a human callback or contact the business another way. A callback request does not itself erase an existing recording or transcript.
Our marketing emails include our postal address and a way to opt out. Reply "stop" to a marketing email and we will stop further marketing to that address permanently. Service messages, such as booking notifications and account or billing updates, are separate from marketing and may continue while needed to provide the service. Contact jonathan@responsetlab.com to change service-notification preferences.
ResponseLab is a tool for businesses and is not directed at children. We do not knowingly collect data from anyone under 13. If a child's information reaches us through a call, contact us and we will remove it.
Data is encrypted in transit. Caller records use separate business databases, and API access requires credentials. The founder administers production. These controls do not make an absolute security guarantee. If we discover a breach affecting your data, we will tell you and the affected business promptly.
If we change this policy in a way that materially affects you, we will update the date at the top and, for customers, email you.
ResponseLab
jonathan@responsetlab.com
1161 Hunterston Pl, Cupertino, CA 95014
Written to be read. If anything here is unclear, email me and I will explain it plainly.