Privacy Policy

SmartCallPro is a brand operated by:

• KF Consulting s.r.o.
• Žirovnická 3133/6, Praha 10, 106 00, Czechia
• IČO: 09021680
• Website: https://smartcallpro.cz
• Privacy contact: compliance@smartcallpro.cz

For all privacy-related enquiries, please contact us at the email address above. We aim to respond within five (5) business days.

This policy applies to three groups of people:

• Website visitors — anyone who visits https://smartcallpro.cz
• Clients — businesses and individuals who purchase and use SmartCallPro services
• Callers — individuals who call a business that uses SmartCallPro's Smart Call Assistant service

Different sections of this policy are relevant to different groups. We have made clear throughout which section applies to whom.

3.1 Website Visitors

When you visit https://smartcallpro.cz we may collect:

• IP address and approximate location data
• Browser type and version
• Pages visited and time spent on each page
• Referring website or source
• Device type and operating system
• Cookie data (see Section 9 for full cookie information)

This data is collected automatically through standard web analytics tools and is used solely to understand how our website is used and to improve it.

3.2 Clients

When you sign up to use SmartCallPro services, we collect:

• Full name and job title
• Company name and registered address
• Company registration number
• Email address and telephone number
• Billing information (invoicing address, VAT number)
• Payment records (we do not store card details — payments are processed by third-party payment providers)
• Service configuration data (business name, call handling instructions, script content)
• Communication records (emails, support tickets, account notes)

3.3 Callers

When you call a business that uses SmartCallPro, we may collect:

• Your telephone number
• The date, time, and duration of your call
• A transcript of your call
• An AI-generated summary of your call
• Any information you voluntarily provide during the call (name, enquiry details, contact preferences)

You will always be informed at the start of the call that you are speaking with an automated call assistant. Please see our EU Transparency & AI Compliance Policy for full details.

4.1 Website Visitors

We use your data to:

• Analyse website traffic and improve our website
• Ensure the security and stability of our website
• Comply with legal obligations

Legal basis: Legitimate interests (Article 6(1)(f) GDPR)

4.2 Clients

We use your data to:

• Set up and manage your SmartCallPro account
• Deliver and maintain the services you have purchased
• Issue invoices and process payments
• Send service-related communications (activation notices, invoices, support responses, policy updates)
• Comply with our legal and contractual obligations
• Resolve disputes and enforce our service agreements

Legal basis: Performance of a contract (Article 6(1)(b) GDPR) and compliance with legal obligations (Article 6(1)(c) GDPR)

4.3 Callers

We use your data to:

• Deliver the call handling service on behalf of the business you called
• Generate a call transcript and summary for the business you called
• Send notifications to the business you called so they can follow up with you
• Comply with our legal obligations as a Data Processor

Legal basis: Legitimate interests of the business you called (Article 6(1)(f) GDPR) and, where applicable, performance of a contract between you and the business you called (Article 6(1)(b) GDPR)

After the applicable retention period, data is permanently and securely deleted. Clients may request a shorter retention period for caller data in writing.

SmartCallPro does not sell your personal data to any third party under any circumstances.

We share data only where necessary to deliver our services or comply with legal obligations, as follows:

Service delivery partners

We use the following third-party technology providers to deliver the Smart Call Assistant service. These providers act as sub-processors and are bound by data processing agreements:

• VAPI — AI voice platform (call handling and voice processing)
• Telnyx — Telecommunications infrastructure (call routing and SMS)
• Make (formerly Integromat) — Automation platform (workflow and notification delivery)
• OpenAI — AI language model (call summarisation)

All sub-processors are required to process data only on our instructions and in compliance with GDPR.

Payment processors

Payment processing is handled by third-party providers. We do not store card details. Payment processors operate under their own privacy policies and are independently GDPR compliant.

Legal and regulatory authorities

We may disclose personal data to competent legal or regulatory authorities where required by law, including in response to lawful requests from the Czech data protection authority (UOOU), the European AI Office, or law enforcement agencies.

Business transfers

In the event of a merger, acquisition, or sale of all or part of our business, personal data may be transferred to the acquiring entity, subject to equivalent privacy protections.

Some of our third-party service providers may process data outside the European Economic Area (EEA). Where this occurs, SmartCallPro ensures that appropriate safeguards are in place in accordance with Chapter V of the GDPR, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Adequacy decisions where applicable

If you would like more information about the safeguards in place for international transfers, please contact us at compliance@smartcallpro.cz.

You have the following rights in relation to your personal data:

Right of access — request a copy of the personal data we hold about you.

Right to rectification — request correction of any inaccurate or incomplete personal data we hold about you.

Right to erasure — request deletion of your personal data where it is no longer necessary for the purposes for which it was collected, or where you withdraw consent.

Right to restriction — request that we restrict processing of your personal data in certain circumstances.

Right to data portability — where processing is based on your consent or a contract, receive your personal data in a structured, commonly used, and machine-readable format.

Right to object — object to processing of your personal data where we rely on legitimate interests as the legal basis, including for direct marketing purposes.

Right to withdraw consent — where we rely on your consent to process personal data, withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

Right to lodge a complaint — you have the right to lodge a complaint with the relevant supervisory authority at any time:

Callers please note: If you interacted with a Smart Call Assistant on behalf of one of our clients, the business you called is the Data Controller responsible for your personal data. We recommend contacting them directly in the first instance to exercise your rights. If you are unable to reach them, contact us at compliance@smartcallpro.cz and we will assist.

To exercise any of your rights, please contact us at: compliance@smartcallpro.cz

We will respond within thirty (30) days of receipt of your request. In complex cases we may extend this period by a further two months, in which case we will notify you within the initial thirty-day period.

Our website uses cookies. Cookies are small text files stored on your device when you visit a website.

Strictly necessary cookies — required for the website to function and cannot be disabled. They do not collect personal data for marketing purposes.

Analytics cookies — we use analytics cookies to understand how visitors use our website. This data is aggregated and anonymised where possible. You may decline analytics cookies when you first visit our website.

Marketing cookies — we do not currently use marketing or advertising cookies on our website.

You can manage your cookie preferences at any time through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

SmartCallPro implements appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures include:

• Encrypted data transmission (TLS/SSL)
• Access controls limiting data access to authorised personnel only
• Regular security reviews of our systems and sub-processors
• Contractual data protection obligations with all third-party providers

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority within 72 hours of becoming aware of the breach, and will notify affected individuals without undue delay where required by law.

SmartCallPro's services are not directed at children, or people under the age of 18. We do not knowingly collect personal data from children under 16. If you believe we have inadvertently collected data from a child, please contact us at compliance@smartcallpro.cz and we will delete it promptly.

Our website may contain links to third-party websites. This Privacy Policy applies only to https://smartcallpro.cz. We are not responsible for the privacy practices of third-party websites and encourage you to read their privacy policies before providing any personal data.

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or regulatory guidance. The version number and effective date at the top of this page will be updated accordingly.

We recommend checking this page periodically. Where changes are material, we will notify active clients by email.

For any questions, concerns, or requests relating to this Privacy Policy or your personal data, please contact us:

• SmartCallPro — operated by KF Consulting s.r.o.
• Email: compliance@smartcallpro.cz
• Website: https://smartcallpro.cz
• Registered address: Žirovnická 3133/6, Praha 10, 106 00, Czechia
• IČO: 09021680