ColdCapture – Terms of Use for AI Callback

Effective Date: 01.07.2025

These Terms of Use apply to the AI-powered callback service (“Service”) provided by ColdCapture (“we,” “us,” or “our”). By submitting your phone number and checking the consent box, you agree to the terms outlined below.

1. Nature of the Service

You are requesting a one-time, non-promotional callback initiated by an AI-assisted system. This callback is made in response to your request submitted through the ColdCapture widget or form.

  • No additional calls, messages, or follow-up communications will occur unless you explicitly provide consent during or after the call or via a separate action (e.g., meeting booking or opt-in form).
  • If you choose to book a meeting or otherwise consent during the interaction, you may receive further communications related to that engagement, such as call reminders, meeting confirmation messages, or requested follow-up content.

2. Use of AI and Automated Systems

The callback you receive may be delivered by an automated or AI-powered agent rather than a human. This system may process your responses for the purpose of fulfilling your request or collecting contextual data you share.

3. Call Recording and Transcription

The call may be recorded and transcribed. These records are used only for the following purposes:

  • Quality assurance
  • Fulfilling your request or inquiry
  • Improving the AI system’s accuracy and relevance
  • Audit and legal compliance (where applicable)

The transcripts may include your responses and any information you provide verbally. If you do not consent to call recording and transcription, you should not submit your phone number or request a callback.

4. Data Collected

When using this service, we collect and store the following information:

  • Your name, email address, and phone number
  • Your IP address and browser metadata at the time of submission
  • Timestamp of your request
  • Audio recordings and text transcripts of the call
  • Any additional information you voluntarily provide during the call

5. Legal Basis for Processing

We rely on the following lawful bases for processing your personal data:

  • Your consent to receive a call and provide personal information (GDPR Article 6(1)(a))
  • Our legitimate interest in responding to your inquiry and improving our services (GDPR Article 6(1)(f))

6. Data Retention

We retain personal data and call records only as long as necessary to fulfill the purpose for which it was collected:

  • Transcripts and recordings: stored for a maximum of 30 days, unless you have booked a meeting or consented to further engagement
  • Contact data: stored for up to 90 days if follow-up communication is requested or authorized by you
  • IP address and metadata: retained for 60 days for audit, abuse prevention, and compliance logging

You may request earlier deletion at any time (see Section 8).

7. No Marketing Without Consent

Unless you provide separate, clear consent (such as by checking an opt-in box, requesting follow-up, or booking a meeting with notification), your contact information:

  • Will not be used for marketing
  • Will not be shared or sold to third parties
  • Will not trigger future contact from us or our clients

Any future communication based on your actions (e.g. booking a meeting) will be strictly limited to what is relevant to your expressed interest or request.

8. Your Rights (for EEA Users under GDPR)

If you are located in the European Economic Area, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion (“right to be forgotten”)
  • Withdraw your consent at any time
  • Object to further processing where applicable
  • File a complaint with your local data protection authority

You may exercise your rights by contacting us at:

Email: andrew@coldcapture.com

Subject line: GDPR/Data Deletion Request

9. TCPA and U.S. Call Compliance

This service complies with the Telephone Consumer Protection Act (TCPA), Federal Communications Commission (FCC) guidance, and applicable state call recording laws, including in two-party consent states such as California, Pennsylvania, and Illinois.

  • You are informed before and during the call that it may be recorded.
  • You are notified before submitting your number that the call is AI-assisted and recorded.
  • You will not receive calls without your clear, documented consent.

10. Changes to These Terms

We reserve the right to update these Terms of Use at any time. The most current version will be posted on this page with an updated effective date.

11. Contact

If you have any questions about these Terms or your personal data, please contact:

Email: andrew@coldcapture.com

Address: Swobodna 1, 50-089 Wrocław, Poland

Data Protection Officer (if applicable): Andrzej Nawara

© 2025 · ColdCapture

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