PRIVACY POLICY
Public privacy notice, data processing terms, AI training rights, aggregated data rights, know-how rights, and platform improvement policy for Call Center Sync.
Public Version 3.0 | Effective Date: June 26, 2026
Operator: HepnerSync
Legal and Privacy Contact: legal@callcentersync.com
Key Points Summary. This summary is for convenience only. The full Privacy Policy below controls.
• CCS collects account, business, billing, platform, technical, campaign, communications, and support information to operate and improve the service.
• Most campaign and recipient information is controlled by the Customer that uses CCS. Individuals may need to contact that Customer for requests about campaign communications.
• CCS may process calls, recordings, transcripts, prompts, messages, email events, CRM data, logs, metadata, usage, billing, and error information to provide the service.
• CCS may use data for security, fraud prevention, abuse detection, billing, support, analytics, AI evaluation, quality improvement, debugging, legal compliance, and legal defense.
• CCS uses third-party providers for hosting, AI infrastructure, telecommunications, messaging, email delivery, analytics, security, support, and payment processing.
• CCS may retain records as needed for operations, billing, evidence, security, provider requirements, disputes, legal defense, and compliance.
• CCS is not intended for children or consumer personal use. Customers must not submit sensitive regulated data unless legally authorized and required agreements are in place.
• Privacy questions may be sent to legal@callcentersync.com.
Table of Contents
1. Scope and Relationship to the Terms
2. Information We Collect
3. How We Use Information
4. Customer Data and Customer-Directed Communications
5. AI, Analytics, Safety, and Service Improvement
6. How We Share Information
7. Cookies, Logs, and Similar Technologies
8. Retention, Security, and Data Location
9. Privacy Rights and Choices
10. Sensitive Data, Children, and Regulated Use Cases
11. Changes and Contact
1. Scope and Relationship to the Terms
This Privacy Policy explains how InventorySync LLC d/b/a HepnerSync d/b/a Call Center Sync, referred to as "Company," "CCS," "we," "us," or "our," collects, uses, discloses, retains, and protects information in connection with the CCS website, platform, account workflows, billing-credit workflows, AI calling, communications tools, telecommunications resources, integrations, support, and related services.
This Privacy Policy is incorporated into the CCS Terms of Service. Capitalized terms not defined here have the meanings in the Terms. If a Customer uses CCS to communicate with its customers, prospects, leads, patients, clients, employees, vendors, or other recipients, that Customer is responsible for providing any legally required notices and obtaining any legally required consents.
CCS is primarily a business-to-business platform. We usually process campaign and recipient information on behalf of the business Customer that configures and uses CCS. If you received a call, text, email, appointment reminder, follow-up, or other communication from a CCS-powered workflow, the responsible business Customer may be the best contact for requests about the communication, consent, opt-out, or underlying relationship.
2. Information We Collect
Account and Business Information
We may collect names, business names, trade names, email addresses, phone numbers, business addresses, billing contacts, legal contacts, compliance contacts, administrators, authorized users, account-owner information, business identifiers, website domains, industry information, onboarding information, support information, and information submitted during account creation, onboarding, verification, or support.
Billing, Credits, and Payment Information
We may collect billing contact information, credit purchase records, automatic replenishment settings, replenishment thresholds, payment method identifiers, transaction records, invoices, receipts, tax information, failed-payment events, chargeback information, credit balances, usage deductions, and payment processor records. We do not intend to store full payment card numbers. Payment information may be handled by third-party payment processors.
Customer Data and Campaign Information
Customers may submit or connect contacts, phone numbers, email addresses, lead data, CRM records, appointment data, customer notes, campaign metadata, source data, opt-out records, suppression lists, scripts, prompts, AI instructions, call objectives, workflow settings, webhooks, integration data, calendar information, tags, statuses, recordings, transcripts, summaries, messages, emails, call logs, text logs, and related campaign information.
Technical, Usage, and Device Information
We may collect IP addresses, device information, browser information, cookies, identifiers, authentication events, clickwrap events, timestamps, workspace IDs, campaign IDs, number IDs, feature usage, logs, API activity, webhook activity, integration events, performance metrics, error events, security events, fraud signals, provider logs, carrier events, and similar technical information.
Communications and Support Information
We may collect information from emails, support tickets, chat messages, onboarding sessions, demo requests, meeting notes, call recordings, product feedback, legal notices, billing questions, compliance inquiries, complaint records, and other communications with us.
3. How We Use Information
We may use information to operate, provide, secure, troubleshoot, debug, maintain, support, test, analyze, bill, and improve CCS; create and manage accounts; process credits and automatic replenishment; provision and administer Telecommunications Resources; connect integrations; route calls and messages; process AI communications; generate logs, transcripts, summaries, and records; send notices; provide support; and maintain legal, billing, compliance, and acceptance evidence.
We may also use information to detect and prevent fraud, abuse, security incidents, prohibited conduct, regulatory risk, carrier risk, provider risk, payment risk, deliverability risk, and reputational risk; enforce agreements; investigate complaints; respond to legal process; cooperate with carriers, providers, payment processors, regulators, law enforcement, courts, and affected parties; and defend legal claims.
We may use account, usage, technical, support, error, billing, and campaign information to understand platform performance, improve features, train or evaluate systems where permitted, develop new functionality, improve safety, improve quality controls, perform analytics, and maintain platform integrity.
4. Customer Data and Customer-Directed Communications
Customer is responsible for determining whether it may lawfully collect, upload, transmit, process, record, store, use, disclose, and contact individuals using Customer Data. Company does not verify that Customer obtained consent, notice, permission, data rights, opt-in, opt-out, or other legal authority for each communication or record.
When Customer uses CCS to send or facilitate calls, texts, emails, appointment reminders, confirmations, summaries, follow-ups, missed-call notices, sales notices, support notices, operational notices, or other communications to Customer contacts, Company processes recipient information, message content, metadata, delivery events, call events, recordings, transcripts, and related records as directed by Customer and as otherwise permitted by this Privacy Policy and the Terms.
Customer is responsible for providing legally required privacy notices, disclosures, consent requests, opt-out mechanisms, call recording notices, AI disclosures, and other notices to recipients. Company may redirect privacy, consent, opt-out, DNC, or communication-related requests to the responsible Customer where appropriate.
SMS Messaging Privacy
When you provide your phone number and consent to receive SMS messages from Call Center Sync, we may use your phone number to send messages related to your AI demo request, AI text responses, lead follow-up examples, appointment scheduling conversation examples, and related support communications.
We may collect and store your phone number, SMS consent status, message history, opt-in source, opt-in timestamp, and opt-out status for compliance, support, security, and service operation purposes.
Call Center Sync does not sell, rent, or share mobile phone numbers, SMS opt-in data, or SMS consent information with third parties or affiliates for marketing or promotional purposes. SMS-related information may be shared with service providers only when necessary to deliver, support, secure, or operate our messaging services.
You may opt out of SMS messages at any time by replying STOP. You may request help by replying HELP.
5. AI, Analytics, Safety, and Service Improvement
Subject to applicable law, the Terms, and any applicable signed agreement, we may collect, retain, analyze, transform, aggregate, de-identify, anonymize, tokenize, derive insights from, and use Customer Data, usage data, logs, transcripts, recordings, prompts, prompt structures, workflow patterns, feature interactions, performance metrics, error events, support information, and metadata to operate, secure, debug, improve, evaluate, benchmark, train, develop, and enhance CCS, AI systems, analytics, quality controls, abuse detection systems, documentation, and related services.
We may use data to monitor and improve AI behavior, detect errors or hallucinations, troubleshoot workflows, improve compliance-related features, improve time-zone or suppression logic, investigate unexpected outcomes, improve call quality, improve transcription or summarization, and reduce harmful or prohibited use. We may aggregate, de-identify, anonymize, or otherwise reduce identifiability where required or appropriate.
We do not intentionally publish Customer-identifying confidential information except as permitted by this Privacy Policy, the Terms, Customer instruction, applicable agreement, law, legal process, provider requirements, or as needed to operate, support, secure, enforce, or defend CCS.
6. How We Share Information
We may share information with third-party providers needed for hosting, cloud infrastructure, AI infrastructure, telecommunications, carrier services, messaging, email delivery, analytics, security, payment processing, billing, fraud prevention, support, monitoring, logging, debugging, legal compliance, and business operations.
We may share information with affiliates, personnel, contractors, and advisors under common ownership or operational control where reasonably necessary for business operations, support, security, billing, compliance, legal, or platform purposes.
We may disclose information to regulators, law enforcement, courts, carriers, providers, payment processors, fraud-prevention systems, complainants, affected parties, or other third parties when we believe disclosure is required, advisable, protective, or commercially reasonable, including to respond to complaints, subpoenas, investigations, carrier requests, provider requests, payment disputes, legal claims, abuse reports, or security incidents.
We may disclose information in connection with a merger, acquisition, financing, investment, reorganization, bankruptcy, sale of assets, transfer of business, or similar corporate transaction. We may also share information with Customer consent, Customer instruction, account configuration, or integration settings.
7. Cookies, Logs, and Similar Technologies
CCS may use cookies, pixels, local storage, analytics tools, logs, device identifiers, session identifiers, and similar technologies for authentication, preferences, security, fraud prevention, analytics, marketing attribution, debugging, performance measurement, product improvement, and platform operations.
Browser or device settings may allow users to limit certain cookies or tracking technologies. Some features may not function properly if cookies or similar technologies are disabled. Third-party providers may also use cookies or similar technologies subject to their own terms and privacy practices.
8. Retention, Security, and Data Location
Retention
We may retain information as long as necessary for operations, support, legal defense, audit evidence, clickwrap evidence, billing, credit records, automatic replenishment records, security, compliance, dispute resolution, fraud prevention, abuse detection, provider requirements, backup, tax, accounting, enforcement, and business purposes. We do not guarantee permanent retention or availability of Customer Data unless expressly agreed in writing.
When an account closes, we may delete, retain, aggregate, de-identify, anonymize, or archive information according to our standard processes and legal, provider, security, billing, dispute, and backup needs. Some information may remain in backups, logs, legal records, billing systems, provider systems, and evidence archives for a period of time.
Security
We use commercially reasonable safeguards designed to protect information, but no system is guaranteed secure, available, or error-free. We are not responsible for security failures caused by Customer credentials, Customer integrations, Customer devices, Customer users, Customer networks, third-party compromise, provider incidents, zero-day vulnerabilities, internet failures, or events outside our reasonable control.
Data Location
Information may be processed in the United States and other jurisdictions where we or our providers operate. Customer is responsible for determining whether cross-border processing is lawful for Customer Data and for providing any required notices or obtaining any required consents.
9. Privacy Rights and Choices
Depending on jurisdiction, individuals may have rights to access, delete, correct, restrict, object to, or receive a copy of certain personal information. Because most Customer Data is controlled by Customer, requests relating to Customer campaign data, communications, consent, opt-outs, appointments, or underlying business relationships may be directed to the responsible Customer.
We may verify requests, deny requests, limit requests, redirect requests, or retain information as permitted by law, including for security, legal defense, billing, fraud prevention, provider requirements, dispute resolution, compliance, and enforcement. Users may opt out of certain marketing emails by using unsubscribe links where provided, but we may still send transactional, legal, billing, security, compliance, and operational communications.
Customers are responsible for honoring opt-outs, DNC requests, unsubscribe requests, privacy requests, and suppression requests for their own communications and campaigns. CCS tools may assist with these activities, but Customer remains responsible for compliance.
10. Sensitive Data, Children, and Regulated Use Cases
CCS is not intended for children or consumer personal use. Customer must not submit children's data, protected health information, substance-use-disorder treatment records, sensitive health data, financial account numbers, payment card data, government identifiers, biometric data, precise geolocation, or similar regulated sensitive information unless Customer has all required legal authority and any required business associate agreement, data processing addendum, security exhibit, or other required written arrangement is in effect.
Customer is responsible for determining whether HIPAA, HITECH, 42 CFR Part 2, GLBA, state privacy laws, consumer financial laws, education laws, children's privacy laws, call recording laws, or other regulated-data laws apply to Customer Data or Customer communications. Company does not provide healthcare, financial, legal, or regulatory compliance advice.
11. Changes and Contact
We may update this Privacy Policy from time to time by posting an updated version, sending electronic notice, or making an in-platform notice available. Continued use after the effective date of an updated version constitutes acceptance where permitted by law.
Privacy questions may be sent to legal@callcentersync.com. Please include enough information for us to understand the request. If your request relates to a communication from a CCS Customer, we may redirect you to that Customer or request information needed to identify the responsible Customer account.