Privacy Policy

Effective September 30, 2026. This policy explains what Sharpe AI LLC collects, why, who sees it, and the choices you have.

1. Who we are

Sharpe AI LLC ("Sharpe", "we", "us") is a Utah limited liability company based in Salt Lake City, Utah. We provide AI phone agents that answer calls for small businesses, take messages, quote from the business's own price list, and book appointments. This policy covers our website at this domain, the customer portal, the signup process, and the Sharpe service itself.

You can reach us at hello@sharpe-ai.io or through the contact page.

2. Information from our customers

When a business signs up for Sharpe, we collect what we need to build and run its phone agent and to bill for the service.

• Business and contact details: business name, your name, email address, phone number, website, and the phone number you forward to Sharpe.
• Your business profile: the kind of business you run, who your callers are, what you want the agent to achieve on a call, the services you offer, hours, service area, pricing rules and whether the agent may quote, when and how to hand a call to a person, the calendar, booking, email and other business tools you tell us you use (so we can offer to connect them), and answers about call volume and job values. If you give us your website, we read its public pages to draft this profile. If you give us only your business name, we search the web for your site so you do not have to type a URL, which means the name you typed is sent to our model provider's search; we then read the site it finds, and the first thing the assistant does is tell you which site it read so you can correct it.
• Preview calls: if you test your agent before signing up, those test calls are recorded and transcribed like any call, so you can hear what you built. They are kept for 24 hours, or until you sign up, and then deleted along with the preview agent. They never become part of a customer account. If you connect a calendar before that test call, the agent can create a real appointment in it so you can see the whole thing work; we title it “Sharpe test booking” so it is obvious, and you can delete it at any time. During a test call we never email anyone on your behalf.
• Your voice, if you choose it: you can give your agent your own voice. You record yourself reading a short script in your browser, confirm in writing that it is your own voice or that you have written permission from the person whose voice it is, and we send the recording to ElevenLabs, which builds a voice model from it. That model is a biometric identifier, created only at your request and used only to speak for your agent. We do not keep the recording once the model is built. If you do not subscribe, the model is deleted with the preview after 24 hours, or as soon as you remove it. If you subscribe, it is kept for your agent while you are a customer and deleted when your account closes; email hello@sharpe-ai.io to have it deleted sooner. We never use callers' voices this way.
• What your agent knows, if you change it: in your portal you can edit the facts your agent uses (services, prices, hours, questions and answers, and notes), add documents such as a price list, a menu or your policies, and have us read your website again. We read an uploaded file only to take the text out of it: we keep that text with your account, not the file, show it to you, and send it to ElevenLabs as part of your agent. Please do not add personal information about individuals, such as a list of residents or customers. Test calls you make in the portal are recorded like any call and are deleted, with the private test copy of your agent, when you publish or discard your changes.
• Account and portal data: the email you sign in with, sign-in codes, and portal session tokens. The portal supports sign-in with Google, in which case Google shares your name, email, and profile picture with us.
• Payment information: your plan and billing history. Card details go directly to Stripe, our payment processor. We never see or store full card numbers.
• Usage data: call counts, call minutes, bookings, and messages taken, so you can see what your agent is doing and so we can bill correctly.
• Correspondence: emails and messages you send us.
• Your agreement: a record of when you accepted the Terms of Service, which version, and the network address the acceptance came from, kept for as long as your account and the period the law requires after it.
• Connected systems: if you connect a calendar, email account or other business tool (Google, Microsoft 365, or a booking, CRM, payments or team-chat tool from our list) we store what it gives us to act for you in an encrypted vault that only our call-handling service can read: an access token, or, for a tool that works that way, an API key you create or the sign-in of a staff account you create for Sharpe (Mindbody). For those tools the agent does only what you switch on: look up a caller's existing bookings or customer record, add a caller as a lead or contact with a note, book an appointment, or post a message to your team. Delete the key or the staff account in your tool at any time to cut Sharpe off. For a Google or Microsoft 365 account we take the name and email address on it to fill in your signup so you do not have to type them. What we do with it depends on what you switch on: read your calendar's free and busy times and create appointments; send booking confirmations to callers from your own address; read the titles and short previews of recent messages from a caller so the agent has context; and, if you ask us to, learn how you hand requests to your team (see the next item). We never copy your mailbox or calendar, and each of these is off until you turn it on. Sharpe's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
• How requests reach your team: so your agent can send repair, maintenance and service requests the way your team already receives them, you can let Sharpe learn it from your own email. If you connect Outlook or Gmail with reading switched on and choose "Learn from my sent mail", we search your sent mail once for messages about requests, work orders, repairs or emergencies, read up to 15 of them, and send them to Anthropic, which works out where you send requests, who you copy, the subject line and the order of the details, and anyone your emails name as on call with their number. You can paste one example email instead. We keep only that result, after you have checked and confirmed it: the addresses, the subject pattern, the field labels, and the on-call names and numbers. We do not store the emails themselves, and we instruct the model, and check its answer, so that the names, units and numbers of the people those emails were about are not kept.
• On-call numbers: if you give us on-call numbers, we store them with your account and use them only to phone your staff about an emergency a caller reports. Before a number is ever used, we call it once with an automated message that says who we are and which business added it, and the person who answers presses 1 to agree or 9 to refuse. A number that refuses or does not answer is never called for an emergency. An emergency call reads the caller's name, the unit or address and the problem, and asks the person to press 1 to accept it.
• Information from other sources: to find businesses that might want Sharpe, we research public web pages and search results and record business contact details: the business name, website, location, the phone number and email address it publishes, the kind of business, and the people who run it as they are publicly listed, meaning their name, job title, a work email address or phone number written on a public page, and a link to their public professional profile (such as LinkedIn) when it appears in search results. To understand a business we also read what it and others have published about it: its website, news articles, press releases, public financial reports, customer reviews and job postings, and we keep short summaries with links to where we read them. We only record an email address we saw published; we never guess one, buy lists, or use people-search or data-broker sites.
• Emails from Bella: Bella, our business development assistant, may send one of those business contacts an email about Sharpe's service. Every email comes from our own address, copies a person at Sharpe who handles any reply, and includes a one-click unsubscribe link. After an address unsubscribes, asks us to stop, or bounces, we never email it again; to honour that we keep only a one-way fingerprint of the address, not the address itself. Bella may write a short series of up to four emails over about two weeks; a person at Sharpe reviews every email before it is sent. A person at Sharpe may also phone the business on the number it publishes; we never use an auto-dialer or a recorded message, we never send text messages, and we keep only the outcome of the call and a short note, never a recording. Bella may also draft a short LinkedIn note about Sharpe for one of those business contacts, which a person at Sharpe sends from their own LinkedIn account by hand, in their own name; nothing is ever sent to LinkedIn automatically. To see whether a business wrote back, we check our own team members' work mailboxes, which they connect themselves, for new messages from, or to, the business contacts we recorded, and keep those messages with the lead. We do not read, keep or search anything else in those mailboxes. We delete a record on request at hello@sharpe-ai.io.

3. Information about callers

When someone calls a business that uses Sharpe, our agent answers on that business's behalf. During the call we process:

• the caller's phone number and the number they dialled;
• the audio of the call and a written transcript of it;
• what the caller tells the agent: typically their name, a callback number, the address where work is needed, and a description of the job;
• the appointment, quote, or message that results;
• if the business uses it, a repair or service request: the unit or address, what is wrong, how urgent it is, whether staff may enter, and any access notes. We email it to the addresses the business chose and, for an emergency on the business's list, read a short summary to the business's on-call staff by automated phone call.

We process this information as a service provider to the business that the caller reached. That business decides how it is used and is responsible for its own notices to callers. If you called a business that uses Sharpe and have a question about your information, contact that business first. We will help them respond.

Our agent is instructed never to ask for or read back full payment card numbers, and we do not use voice recordings to identify anyone. We do not create voiceprints or any other biometric identifier from callers' voices. The only voice model we ever create is a customer's own, at that customer's written request, as described in section 2.

4. Information from website visitors

This website does not use advertising or analytics cookies and does not track you across other sites. Our hosting provider records standard server logs (IP address, browser type, pages requested, and timestamps) for security and to keep the site running. The customer portal stores a sign-in token in your browser for up to 30 days so you stay signed in until you sign out; signing out removes it.

The assistant on this website. Our home page carries a voice assistant you can talk to. It is optional: it only listens after you start a conversation and your browser asks your permission for the microphone. While it runs, ElevenLabs processes your speech and a transcript of the conversation on our behalf, and the conversation is recorded, which the assistant says at the start. We use those conversations to answer your questions and to improve how the assistant explains Sharpe. Do not give it payment card numbers or other sensitive details; it is instructed never to ask for them. No voiceprint or other biometric identifier is created. These recordings are deleted within 90 days.

Fonts on this site are loaded from Google Fonts, which means Google receives your IP address when the page loads. Google's handling of that request is described in Google's privacy policy.

5. Call recording and AI disclosure

Calls are recorded and transcribed so the business can review what was said, confirm bookings and quotes, and improve how its agent handles calls. Recordings and transcripts are available to the business in its portal. Sharpe staff access them only to support the customer, investigate a problem, or as required by law.

Some states require the consent of everyone on a call before it is recorded. The recording notice at the start of each call is how that consent is obtained: a caller who does not wish to be recorded can end the call or ask for a person. Businesses using Sharpe agree to keep this notice in place.

Sharpe is not an emergency service. If a caller describes a danger to life or property, the agent tells them to hang up and call 911 or their local emergency number.

6. How we use information

• To set up, run, and improve each customer's phone agent, including answering calls, quoting from the customer's price list, booking appointments, taking messages, and alerting the customer when a call needs a person.
• To create and manage accounts, verify sign-ins, and provide the customer portal.
• To bill for the service and send receipts, plan notices, and other transactional messages.
• To support customers, respond to requests, and investigate problems.
• To keep the service secure and prevent fraud, abuse, and misuse.
• To comply with law and enforce our Terms of Service.

We do not sell personal information, and we do not share it for cross-context behavioural advertising. Sharpe does not use call recordings, transcripts, or customer business profiles to train AI models; our providers process them only to deliver the service to us, under their own terms. We do not send marketing text messages.

7. Who we share it with

We share information only with the providers we need to run the service, each under contract to use it only for that purpose:

We may also disclose information when the law requires it, to protect the rights and safety of our customers, their callers, or the public, or as part of a merger, sale, or reorganisation of our business, in which case this policy continues to apply to the transferred information.

8. How long we keep it

• Customer accounts, business profiles, recordings, and transcripts: for as long as the account is open. When an account closes we delete the agent and its knowledge document, release its phone number, and delete stored recordings and transcripts within 90 days.
• Signup information that never becomes a paid account: deleted within 90 days of the last activity.
• Connection tokens: deleted within 24 hours of you disconnecting an account, cancelling, or a preview expiring, and the access is revoked with the provider where it allows that.
• Facts and documents you add in your portal: kept while your account is open and deleted when it closes; a document you remove is deleted when you publish, and portal test calls are deleted when you publish or discard your changes.
• Your voice model, if you made one: deleted with the preview after 24 hours if you do not subscribe, or when you remove it; otherwise kept while your account is open and deleted when it closes.
• How requests reach your team, and on-call numbers: kept while your account is open and deleted when it closes, or with the preview after 24 hours if you do not subscribe. The emails read to learn them are not stored at all.
• Service requests and emergency calls: kept with the business's call records, as for recordings and transcripts above.
• Billing records: kept for seven years as tax and accounting law requires.
• Server logs: kept for up to 90 days.

We may keep information longer when required by law or to resolve a dispute.

9. How we protect it

Data is encrypted in transit and at rest. Access is restricted to named staff with a need to know and protected by multi-factor authentication. Secrets are held in a managed vault, and our systems sit behind a web application firewall. No system is perfectly secure, and we cannot guarantee against every risk. If a breach affects your information, we will notify you and any regulator as the law requires.

10. Your privacy rights

Depending on where you live, you may have the right to know what personal information we hold about you, to receive a copy, to correct it, to delete it, and to opt out of its sale or sharing. We do not sell or share personal information for advertising, so there is nothing to opt out of on that front. Residents of California, Utah, Colorado, Connecticut, Virginia, Texas, Oregon, and other states with privacy laws can exercise their rights by emailing hello@sharpe-ai.io with the subject "Privacy request". We will confirm your identity, respond within 45 days, and never treat you differently for making a request. If we deny a request you may appeal by replying to our response.

Customers can update most of their own information in the portal or by emailing us. If you are a caller to one of our customers, we will pass your request to that business and help them respond.

11. Children

Sharpe is a business service and is not directed at anyone under 18. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, email us and we will delete it.

12. Where data is processed

Sharpe serves businesses in the United States and Canada. Our systems run in the United States, and information you provide is processed and stored there.

13. Changes to this policy

When we change this policy we update the effective date at the top. For significant changes we email our customers before the change takes effect. Continued use of the service after that date means you accept the updated policy.

14. How to contact us

Sharpe AI LLC, Salt Lake City, Utah.
Email: hello@sharpe-ai.io
Web: Contact page