Legal

Privacy policy

Last updated August 10, 2026.

Groundcrew AI builds AI workers for small businesses. Our first is Riley, a receptionist who answers a business's phone, books jobs, and texts their customers. This page explains what we hold, why, and how to get rid of it.

Two different people are involved

Almost every privacy question about Groundcrew depends on which of these you are, so we separate them throughout.

• Our customer. The business owner who signed up. They chose to use us, and we are responsible to them for their account and their business data.
• Their caller. Someone who phones that business. They did not sign up with us and have no relationship with us. We handle their information on the business's behalf and under the business's instructions. If you called a company and want your details removed, the fastest route is to ask that company; they can delete it themselves, and we will act on their instruction.

What we collect

From the business owner: email address, business name, trade, service area, opening hours, crew names, mobile number, and anything they tell our agent about how the business works.

From phone calls to their Groundcrew number: the caller's phone number, the time and length of the call, a written transcript of the conversation, and a short summary of what the caller needed. Callers are told at the start of every call that the call is recorded.

We do not keep an audio recording of the call. Audio recording is switched off on every one of our agents. The conversation is transcribed to text as it happens so the agent can understand it and so we can tell the business what the call was about, and the audio itself is never stored.

From bookings: the customer's name, phone number, service address, and what the job is. This is the business's own customer record, held on their behalf.

From text messages sent to or from the Groundcrew number: the message content and the phone numbers involved.

We do not collect payment card details. We do not use tracking cookies or advertising pixels.

Google account data

If a business connects Google Calendar, we ask for exactly two permissions and nothing else:

• calendar.freebusy so we can see when the calendar is busy, and only offer callers times that are genuinely free.
• calendar.events so a confirmed booking appears on the calendar.

We never read the contents of calendar events. Not titles, not descriptions, not locations, not attendees. The busy lookup returns only start and end times, and the only events we read back are ones we created ourselves.

Groundcrew AI's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Concretely: Google data is used only to provide the scheduling features described above. It is never sold, never used for advertising, never used to train any AI model, and never transferred to anyone except the infrastructure providers listed below, and only as needed to run the service. No human at Groundcrew reads it except with the account holder's explicit permission to resolve a specific support problem.

Access can be withdrawn at any time from your Google account permissions page. We delete the stored token, and the receptionist falls back to the business's own booking record. Existing calendar entries stay where they are; we do not remove them.

Who else touches the data

We do not sell data and we do not share it for advertising. We do use these providers to run the service:

• Amazon Web Services and Supabase: hosting and the database.
• Twilio: phone numbers, calls, and text messages.
• Vapi: the voice agent, including call recording and transcription.
• Anthropic: after a call ends, the transcript is analysed to work out what the call was about and whether anyone still needs a callback. Anthropic does not train models on this data.
• Google: calendar availability and bookings, as described above.
• AgentMail: mailbox hosting for our inbox assistant.
• Resend: sends the email we owe the business owner, such as a notice before anything on their account changes. It receives their email address and the message itself, and never a caller's details.

How long we keep it

Two systems hold call data and they are worth separating, because we control them differently.

• What Groundcrew stores: the caller's number, the time and length of the call, a short written summary, and a classification such as whether the caller wanted a quote. We do not store the audio or the full transcript. Call records older than 90 days are deleted automatically; the booking they produced, if any, is kept.
• What our voice provider stores: Vapi runs the call and holds the transcript, the caller's number and diagnostic logs under its own privacy policy, which states that this content may be used to help train and improve its AI models, and that it is not shared with third parties for their own model training. We have turned audio recording off on every agent, so there is no call recording for anyone to keep or train on. The transcript is also sent to Anthropic once, immediately after the call, to produce the summary described above; Anthropic does not train on it. We cannot guarantee a deletion date for material held by Vapi, but we can ask Vapi to delete the data for a specific call and will do so on request.
• Bookings and customer contact details: kept while the account is active. This is the business's own job history and deleting it would destroy their records.
• Account and business profile: kept while the account is active, and deleted within 30 days of closure.

Your choices

Business owners can ask us for a copy of everything held about their account, correct anything wrong, disconnect Google Calendar, or close the account and have it deleted. Email hello@groundcrewai.ca and we will respond within 30 days.

Callers who want a recording or their details removed should contact the business they phoned. If you cannot reach them, email us and we will pass the request on and act on their instruction.

Security

Data is encrypted in transit and at rest. Each business's records are isolated at the database level, so one customer's account cannot read another's. Access to production systems is limited to Groundcrew staff who need it. No system is perfectly secure, and we will tell affected customers promptly if we ever learn of a breach.

Where data is held

Groundcrew AI operates from Fraser Valley, British Columbia. Your data is processed and stored in the United States by the providers listed above.

Children

Groundcrew is a tool for businesses and is not directed at children.

Changes

If this policy changes in a way that affects what we do with your data, we will update the date at the top and email account holders before it takes effect.

Contact

hello@groundcrewai.ca
Groundcrew AI, Fraser Valley, British Columbia