Plain rules before fine print.

Who controls the business records?

The subscribing business controls the submissions, caller information, recordings, transcripts, summaries, documents, inventory, legacy records, client and project records, and storage locations used in its work. The installed Trace Intake program handles that information for the business and writes it to the computer, network folders, and business drives selected during setup.

The business is responsible for having a lawful reason to collect and use information from its own customers, workers, callers, and other individuals; giving any notices and choices its activities require; deciding who on its team can access the delivered records; and maintaining appropriate business backups and retention rules.

What does the Trace Intake owner system keep?

The owner system keeps only information needed to operate the account and paid or sponsored service:

• business, billing, and verified account-contact name and email;
• Stripe customer, subscription, purchase, invoice, refund, and transaction references;
• selected modules, entitlement status, access dates, and renewal or cancellation state;
• installation, account, grant, and access identifiers or secure hashes;
• the approved HTTPS connection address used by an installation;
• expiry, last-connection, usage-limit, spending-limit, and aggregate cost information;
• OpenAI project and Twilio subaccount or telephone-number references; and
• release version, service-health timestamps, security events, and technical incident codes.

The owner dashboard is not designed to store form answers, lead contact details, caller recordings, transcripts, attachments, customer documents, inventory line items, legacy files, or business folder paths.

Why is owner-side information used?

Owner-side information is used to authenticate access, provide selected modules, administer private-beta grants, manage subscriptions and refunds, enforce provider limits, secure callbacks and installations, respond to support or privacy requests, investigate technical or security incidents, meet accounting and legal obligations, and understand aggregate service health. It is not sold or used to build advertising profiles.

Marketing site information

The current website has no advertising tracker, analytics service, contact form, public account creation, or checkout. Cloudflare provides HTTPS, delivery, and security and may process ordinary request information such as IP address, browser details, requested page, security signals, and timestamps under its own terms. No application ZIP or business record is served from this marketing site.

Safeguards

Safeguards include separate credentials for approved testers, encrypted local provider credentials, verified Stripe and Twilio callbacks, narrow owner-dashboard fields, spending limits, expiring grants, suspension and revocation controls, least-access provider projects or subaccounts, HTTPS, restrictive website security headers, and tests that block credentials and business records from release packages.

No system can promise absolute security. Suspected unauthorized access, loss, or disclosure must be contained, investigated, documented, and assessed for required customer, individual, provider, insurer, or regulator notice.

The subscribing business decides why it uses Answering Service and is responsible for its caller notice, consent, retention, access, and alternative-contact practices. Before a call is recorded or transcribed, the configured greeting must clearly tell the caller that recording and transcription will occur, explain the business purpose, and provide an appropriate way to decline or use another contact method when required.

Trace Intake uses the call only to operate the answering workflow chosen by the business: play a greeting or menu, collect a message, transcribe it, prepare a structured summary, route the result, and deliver the package to the business-controlled storage locations. The business must not describe one purpose to the caller and later reuse the call for an unrelated purpose such as advertising, profiling, or staff training without the required notice and consent.

After both configured business storage roots confirm delivery, Trace Intake removes the remote Twilio recording. Delivered business copies follow the business's own retention and access rules. A caller's access, correction, or deletion request about a delivered recording must normally be handled by the business that received the call.

• Access is limited to owner-approved testers and may expire, be suspended, or be revoked for security, provider-cost, unlawful-use, or material misuse concerns.
• Testers pay $0 for the private beta. Stripe remains in Sandbox. Owner-funded OpenAI and Twilio use is subject to per-tester limits.
• The tester computer, Trace Intake service, internet connection, and unique Cloudflare Tunnel must remain reachable for always-online delivery.
• Testers must use legitimate business workflows and must not submit fabricated information as if it were a real lead, call, inventory event, or client record.
• Trace Intake must not be used for unlawful surveillance, harassment, spam, emergency dispatch, high-risk automated decisions, credential theft, malware, or content the business is not entitled to collect or process.
• Health information, payment-card data inside forms or messages, government identity documents, children's information, and other specially regulated or highly sensitive content are not approved for the private beta unless a separate written review explicitly authorizes the use.
• Businesses must review uncertain routing, test backups and recovery, restrict folder access, and verify that required customer notices are present before using a workflow with the public.

The private beta is provided for feedback and acceptance testing. Commercial warranties, service levels, support response times, limitation-of-liability language, indemnities, refund rules, and governing-law terms are not finalized and are not implied by this draft.