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Privacy Policy

Last updated October 17, 2026

This Privacy Policy explains how Apollo Alvarez, doing business as Cadence ("Cadence," "we," "us") collects, uses, and shares personal information through cadencephone.com and the Cadence AI phone receptionist service (the "Service").

1. Who We Are

Cadence provides an AI phone receptionist for small businesses. Our business customers ("Customers") forward their business phone numbers to Cadence. We then answer their calls, take messages, book appointments if the Customer turns that on, record and transcribe calls, and send call summaries.

Cadence is currently operated by Apollo Alvarez in New York. You can reach us at [email protected].

2. Information We Collect

From people who call our Customers ("Callers"):

  • voice and call audio;
  • phone number (caller ID);
  • name, if given or shown by caller ID;
  • message content, the reason for the call, appointment details, and anything else the Caller shares;
  • call recordings; and
  • call transcripts and AI-generated summaries.

From Customers:

  • business information: business name, hours, services, phone numbers, website, and the instructions you give us. During setup we may also read your public website to draft your receptionist;
  • account information: name, email address, phone number, and password. Passwords are stored only in hashed form;
  • billing information: Stripe handles your payments. We do not store full card numbers. Stripe may share limited details with us, such as card brand, last four digits, billing address, and payment status;
  • calendar information: if you connect a Google or Microsoft calendar; and
  • usage data: call counts, minutes used, call times and lengths, and how you use your account.

From website visitors:

  • basic technical data, such as browser type, pages visited, and IP address, which our hosting provider handles;
  • privacy-friendly visit counts that do not store raw identifiers; and
  • messages you send through the website chat or forms.

3. How We Use Information

We use information to:

  • answer calls, take messages, book appointments, and send summaries to the right Customer;
  • record, transcribe, and summarize calls;
  • set up and manage accounts and provide support;
  • bill for plans and extra minutes, and send receipts, renewal reminders, and service notices;
  • keep the Service secure, prevent fraud and abuse, and enforce our Terms;
  • fix problems and improve the Service; and
  • comply with the law and respond to valid legal requests.

We do not use call recordings or transcripts to train AI models.

4. Our Role: Caller Data Belongs to Our Customers

When we handle Caller information, we process it on behalf of the Customer whose number was called. The Customer controls that data and decides how it is used. Under privacy laws, the Customer is generally the "business" or "controller," and Cadence is its "service provider" or "processor."

If you are a Caller, the business you called is responsible for its own privacy practices. You can contact that business, or contact us, and we will pass your request to it (see Section 8).

For Customer account and billing information, Cadence is the business responsible.

5. How We Share Information

We share information only as needed to run the Service:

  • With the Customer you called. Callers' messages, recordings, transcripts, bookings, and summaries go to that Customer.
  • With service providers who process data for us:
    • Vapi: voice AI and call processing, including the speech, AI model, and telephone providers Vapi uses.
    • Stripe: payments and billing.
    • Cloudflare: website hosting and database.
    • Resend and FormSubmit: call summaries and account emails (FormSubmit as a backup).
  • For legal and safety reasons, when the law requires it, or when needed to protect rights, safety, or the Service.
  • With a successor, if the business is sold or merged, or moves into a company Cadence forms in the future.

6. We Do Not Sell Personal Information

We do not sell personal information. We also do not "share" it for cross-context behavioral advertising, as California law defines those terms.

7. Data Retention

  • Call recordings and transcripts:
    • We keep them until the Customer asks us to delete them, or until we stop providing the Service to that Customer, whichever comes first.
    • After the Service stops, we delete them within 7 days.
  • Messages, summaries, and bookings: we follow the same rule as recordings.
  • Backups and providers: copies in backups or held by our providers, such as Vapi, may last a short time longer, until they are deleted under those backup and provider retention settings.
  • Account and billing records: we keep these while the account is open. After that, we keep them only as long as tax, accounting, or other legal rules require (for example, sales tax records).
  • Exceptions: we may keep information longer if the law requires it or to resolve a dispute.

8. Access and Deletion Requests

  • Customers can ask to access, correct, export, or delete their information by emailing [email protected].
  • Callers can email us too. Because Caller data belongs to the business you called, we may forward your request to that Customer, or act on the Customer's instructions.
  • We may need to verify your identity before we act on a request. We will not treat you differently for making one.

9. State Privacy Rights

Depending on where you live, laws such as the California Consumer Privacy Act (as amended by the CPRA) and similar state laws may give you the right to:

  • know what personal information we collect and how we use and disclose it;
  • get a copy of it;
  • correct it;
  • delete it;
  • opt out of the sale or "sharing" of your information, or of targeted advertising. We do none of these;
  • limit the use of sensitive personal information, where that applies; and
  • appeal our decision on a request.

To use these rights, email [email protected]. Where the law allows, an authorized agent may make a request for you. These laws apply only where their thresholds are met. Where we process data for a Customer, we will help that Customer respond.

10. Security

We use reasonable safeguards, including:

  • encryption in transit;
  • access controls;
  • hashed passwords; and
  • established providers for hosting and payments.

No system is completely secure. If a breach affects your personal information, we will notify you as the law requires.

11. Children

The Service is for businesses and is not directed to children under 13 or to anyone under 18. Customers must be 18 or older. We do not knowingly collect personal information from children. A child might call a Customer's number, and those calls are handled under the Customer's own practices. If you believe we have collected a child's information, contact us and we will delete it as appropriate.

12. Call Recording Notice

Every call answered by the Service opens with a notice that the call is recorded. If a Caller doesn't want to be recorded, they can hang up and contact the business another way. Customers are responsible for any additional notices or consents their callers' locations or their industry require.

13. Text Messages (Planned)

Texting is not yet available. Before texting launches, we will update this policy to explain:

  • how SMS consent is collected;
  • the types and frequency of messages;
  • "Message and data rates may apply";
  • "Reply STOP to opt out, HELP for help";
  • that mobile numbers and SMS consent are never shared with third parties for marketing; and
  • carrier (10DLC) registration details.

14. United States Only

The Service is offered only to businesses in the United States. We do not target users outside the US.

15. Changes to This Policy

We may update this Privacy Policy. When we do, we will change the "last updated" date at the top. For material changes, we will email Customers before the change takes effect.

16. Contact Us

Apollo Alvarez, doing business as Cadence Email: [email protected] Website: cadencephone.com