Privacy Policy

This Privacy Policy (“Policy”) describes how ToolDesk Inc. (“Company”, “we”, “us”, or “our”), doing business as LeadTruffle, collects, uses, and discloses personal information when you use LeadTruffle (“Service”). Our Service enables automated, AI-driven lead qualification and communications between businesses (“Business Users”) and their potential customers (“Leads”) through SMS messaging. By using LeadTruffle, Business Users agree to the collection and use of information in accordance with this Policy, both for themselves and on behalf of their Leads. Business Users are responsible for ensuring they have appropriate consent from their Leads for LeadTruffle to process their data as described in this Policy.

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1. Information We Collect

1.1. Information You Provide
When you register for an account or communicate with us, we may collect personal information such as your name, email address, phone number, and any other information you choose to provide.

1.2. Automatically Collected Information
We may automatically collect certain information about your use of LeadTruffle, such as your IP address, device information, browser type, and usage data through cookies and similar technologies.

1.3. CRM Integration Data
When you choose to integrate our Service with your CRM system, we may access and process data from your connected CRM platform. This may include:

Client contact information
Service history and records
Quote and invoice data
Job and appointment details
Other business data available through your CRM’s API
This integration is opt-in, and you maintain control over what data is shared. You are responsible for ensuring you have the necessary rights and permissions to share this CRM data with our Service.

1.4. Customer Data
As a provider of email marketing and text message communication services, we may collect and process customer data on behalf of our clients. This may include email addresses, phone numbers, and other contact information of our clients’ customers.

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2. How We Use Your Information

2.1. Usage Purposes
We may use the information we collect for the following purposes:

To provide, operate, and maintain LeadTruffle
To communicate with you about your account and provide customer support
To personalize and improve LeadTruffle and our services
To analyze usage trends and enhance the security of LeadTruffle
To comply with legal obligations and enforce our agreements
To send email marketing and text message communications on behalf of our clients

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3. Sharing of Your Information

3.1. Sharing Conditions
We may share your personal information in the following circumstances:

With service providers who assist us in providing LeadTruffle and related services
With affiliates and subsidiaries for the purposes described in this Policy
In response to legal requests or to protect our rights or property
With our clients, in the context of providing our email marketing and text message communication services

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4. Data Retention

4.1. Retention Period
We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Policy unless a longer retention period is required or permitted by law.

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5. Your Rights

5.1. Access, Correction, or Deletion
You have the right to access, correct, or delete your personal information. You may also have the right to object to or restrict certain processing activities.

5.2. Opt-out for Email and Text Messages
For users receiving email marketing or text message communications through our services, you can opt-out by following the instructions provided in those communications.

5.3. SMS Opt-in and Opt-out Rights
By replying YES to our missed call text message, you provide explicit consent to receive further text messages related to your inquiry. If you no longer wish to receive text messages from us, you may opt out at any time by replying STOP. Opting out of SMS communications does not affect other forms of communication such as email, unless explicitly requested.

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6. Security

6.1. Protection Measures
We take reasonable measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction.

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7. Third-Party Services

7.1. Third-Party Links
LeadTruffle may contain links to third-party websites or services that are not owned or controlled by ToolDesk Inc. We are not responsible for the privacy practices of such third parties.

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8. Children’s Privacy

8.1. Intended Audience
LeadTruffle is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under the age of 13.

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9. Changes to This Policy

9.1. Policy Updates
We reserve the right to update or modify this Policy at any time. We will notify you of any material changes by posting the new Policy on this page.

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10. Contact Us

10.1. Inquiry
If you have any questions or concerns about this Policy, please contact us at support@tooldesk.co.

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11. Cookies and Similar Technologies

11.1. Online Tracking
When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email or home address. We (or service providers on our behalf) may then send communications and marketing to these email or home addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout.

11.2. Email Tracking
Our email campaigns may use tracking technologies such as web beacons, pixels, and other similar technologies to automatically collect certain information such as your IP address, browser type and version, and email engagement statistics.

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12. SMS and Email Communications

12.1. SMS Services
We use third-party service providers, including Twilio, for our SMS services. When using our SMS services, standard message and data rates may apply.

12.2. Compliance with Laws
For both SMS and email communications, we comply with all applicable laws and regulations, including the Telephone Consumer Protection Act (TCPA) and the CAN-SPAM Act.

12.3. Opt-out Options
You can opt-out of receiving SMS messages by replying STOP, QUIT, CANCEL, OPT-OUT, or UNSUBSCRIBE to any text message sent from us. To opt-out of email communications, click the “Unsubscribe” link at the bottom of any marketing email we send.

12.4. Missed Call SMS Notifications and Lead Qualification

If you call our business and we are unable to answer, we may send an automated text message to notify you of the missed call and offer further assistance.
If you wish to continue the conversation via text, you may reply YES to opt-in. Once opted in, we may ask a series of questions to help qualify your inquiry.
You can opt out at any time by replying STOP, QUIT, CANCEL, OPT-OUT, or UNSUBSCRIBE to any text message you receive from us.
Standard message and data rates may apply.

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13. Customer Data Notice

13.1. Data Processing
We process and store customer data on behalf of our clients who use LeadTruffle for their email marketing and text message communications. This data is processed in accordance with our agreements with our clients and this Policy.

13.2. Client Inquiry
If you are a customer of one of our clients and have questions about how your data is being used, please contact the client directly. ToolDesk Inc. acts as a data processor for our clients, who are the data controllers of their customers’ information.

13.3. Data Usage
We do not use the customer data we process on behalf of our clients for our own purposes or sell this data to third parties.

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14. Business User Information and Marketing

14.1. Additional Information
For Business Users of our Service, we collect and process additional business-related information including:

Company name, logo, and trademarks
Business contact information
Success stories and testimonials
Performance metrics and case studies
Other business-related information you provide to us

14.2. Marketing Rights
As detailed in our Terms of Service, Business Users grant us certain marketing rights to use this information. We may use this information for:

Marketing and promotional materials
Website content and presentations
Case studies and testimonials
Social media content
Sales and marketing communications

14.3. Marketing Discretion
While we have the right to use this information for marketing purposes, we will:

Exercise reasonable discretion in how we present your information
Maintain the accuracy of any claims or statistics we publish
Remove or modify content upon reasonable request
Not intentionally present your business in a negative light

14.4. Marketing Inquiry
If you have concerns about how your business information is being used in our marketing materials, please contact us at support@tooldesk.co.

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15. AI Voicemail Processing and Storage

15.1. Voicemail Collection and Processing
Our Service processes voicemails through the following workflow:

Recording of incoming voicemail messages
Automated transcription of voicemail content
Secure transmission of transcriptions to our AI system
AI analysis of transcribed content for informed follow-up
Generation of appropriate AI responses based on voicemail content

15.2. Purpose and Legal Basis
We process voicemails to:

Enable our AI agents to provide informed follow-up communications
Maintain context of lead interactions
Ensure appropriate response to lead inquiries
Improve service quality and response accuracy
Enhance lead qualification process

15.3. Security and Protection
All voicemail data is protected by:

Industry-standard encryption during transmission and storage
Secure transcription processes
Limited access controls
Regular security audits
Compliance with data protection regulations

15.4. Data Retention and Rights
Our voicemail handling policies include:

Standard retention period of 24 months for recordings and transcripts
Access controls limiting data to authorized personnel and systems
Secure deletion when no longer needed
Right to request copies of stored voicemail data
Right to request deletion of stored voicemail data
Regular review of retention needs and security measures

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16. Agency Data Processing and Privacy

16.1. Agency Data Responsibilities
As an Agency using LeadTruffle, you are considered a data controller for your end clients’ data. This means:

You are responsible for obtaining and maintaining all necessary data processing consents from your end clients
You must ensure your privacy policies adequately cover the use of LeadTruffle’s features
You must inform your end clients about the AI and automation features used in LeadTruffle
You are responsible for handling data subject access requests from your end clients

16.2. Sub-Account Data Processing
When managing sub-accounts, Agencies must:

Maintain separate data processing records for each end client
Ensure proper data segregation between different end clients
Implement appropriate access controls within their organization
Handle data deletion requests from end clients promptly

16.3. White Label Privacy Requirements
If using white label features, Agencies must:

Maintain their own privacy policy covering LeadTruffle’s functionality
Clearly disclose the use of AI and automation features
Provide appropriate contact information for privacy inquiries
Include information about data sharing with third-party services

16.4. Data Sharing and Transfer
In the Agency relationship:

ToolDesk Inc. processes data as instructed by the Agency
Agencies are responsible for the lawful basis of any data transfers
End client data may be shared between the Agency’s master account and sub-accounts
Data sharing between different Agencies’ accounts is prohibited unless explicitly authorized

16.5. Agency Privacy Compliance
Agencies must:

Comply with all applicable privacy laws and regulations
Maintain records of processing activities
Report any data breaches affecting their end clients
Cooperate with privacy audits when requested
Ensure their staff are trained in proper data handling

16.6. End Client Privacy Rights
When an end client exercises their privacy rights:

Agencies must forward relevant requests to ToolDesk Inc. when necessary
Agencies remain responsible for responding to their end clients
ToolDesk Inc. will assist Agencies in fulfilling these requests
Response times must comply with applicable privacy laws

16.7. Data Retention in Agency Relationships
For Agency relationships:

Data retention periods apply to both master accounts and sub-accounts
Agencies must inform end clients of applicable retention periods
Data may be retained after sub-account termination for legal purposes
Agencies can request early deletion of end client data

Contact Us
Email: support@tooldesk.co