Privacy Policy

Effective date: July 19, 2026  |  Last updated: October 17, 2026

This Privacy Policy explains how Soluzionali LLC (“Soluzionali,” “we,” “us,” or “our”) collects, uses, discloses, retains, and protects personal information through soluzionali.com, TellKeep by Soluzionali, and related applications, APIs, communications, integrations, and services (collectively, the “Services”).

1. Scope and roles

This policy applies when Soluzionali determines why and how personal information is processed. When an organization uses the Services for its employees, contractors, customers, prospects, or other users, that organization may be the data controller or business, and Soluzionali may process information as its service provider or processor. In those cases, questions about the organization’s use of information should first be directed to that organization.

If you received an email from an assistant and are not a TellKeep user, Section 10 is written for you and describes what we hold about you and how to ask us to stop. If a TellKeep customer sent you a link to add a note or files, or to download files, Section 10A is written for you.

2. Information we collect

Information you or your organization provide

• Identity and contact information, such as name, business email address, telephone number, employer, title, and organization.
• Account information, such as authentication records, account status, roles, preferences, and consent records.
• CRM and workflow information, including companies, contacts, opportunities, activities, notes, tasks, and records submitted through connected systems.
• Calendar and scheduling information, including event details, participants, availability, and follow-up instructions.
• Communications and content, including voice recordings, transcripts, meeting notes, prompts, messages, support requests, and other information processed at your direction.
• SMS consent information, including the consent language accepted, date and time, telephone number, IP address, user agent, and consent-policy version.
• Payment and commercial information, if paid Services are offered. Payment-card data may be collected directly by a payment processor rather than by Soluzionali.

Information collected automatically

• Device, browser, operating-system, IP-address, network, and approximate location information.
• Usage and diagnostic data, such as pages viewed, features used, timestamps, errors, logs, API calls, and performance data.
• Cookies and similar technologies used for essential functionality, security, analytics, and user preferences.
• Session-replay data describing how pages are interacted with (clicks, scrolling, navigation paths, and page structure). Displayed record content is masked and typed form values are never collected — see Section 11.

Information from integrations and third parties

At your or your organization’s direction, we may receive information from CRM, telephony, messaging, calendar, identity, cloud-hosting, analytics, and AI providers. The information available depends on the permissions granted to the integration.

3. How we use information

• Provide, operate, configure, maintain, and support the Services.
• Authenticate users, administer accounts, and enforce permissions.
• Perform requested CRM updates, meeting summaries, scheduling, notifications, and automated workflows.
• Send transactional account, security, workflow, and service notifications.
• Monitor performance, troubleshoot errors, prevent abuse, detect fraud, and secure the Services.
• Improve features, usability, reliability, and customer support.
• Comply with law, enforce agreements, and establish, exercise, or defend legal claims.
• Send marketing communications only where permitted and subject to applicable opt-out rights. Transactional SMS consent is not used as consent for marketing.

4. Artificial intelligence and automated processing

The Services may use artificial-intelligence models and automated systems to process prompts, recordings, transcripts, notes, CRM data, and other content solely to provide requested functionality. AI-generated content may be incomplete or inaccurate and should be reviewed before it is used for material business, legal, financial, medical, employment, or safety decisions. We do not represent that AI output is error-free.

We may use third-party AI providers as service providers. We configure and select providers based on the needs of the Services, contractual terms, security, and availability. Customer content is not sold for advertising, and we do not permit our AI service providers to use customer content to train or improve their models.

Google user data and Limited Use

TellKeep’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically, information obtained from Google Workspace APIs — including Google Calendar events and free/busy information — is used only to provide or improve the user-facing features you have connected your calendar to use. We do not use, and we do not permit any third-party service provider to use, Google user data to develop, improve, or train generalized or non-personalized artificial-intelligence or machine-learning models. Google user data is not sold, is not used for advertising, and is not transferred to others except as necessary to provide those features, to comply with applicable law, or as part of a merger or acquisition with your prior notice. Human review of Google user data is limited to cases where you give explicit consent for us to review specific content, where it is necessary for security purposes or to investigate abuse, or where it is required by law.

5. SMS and telephone communications

TellKeep sends transactional account notifications to users who have expressly opted in. Message frequency varies. Message and data rates may apply. Reply STOP to opt out and HELP for assistance. Consent to receive SMS messages is not a condition of purchase. We may send one final message confirming an opt-out. We do not sell, rent, or share mobile telephone numbers, mobile opt-in data, or SMS consent with third parties or affiliates for their own marketing or promotional purposes.

For additional details, see our SMS Opt-In and Opt-Out Consent Notice.

6. How we disclose information

We may disclose information in the following circumstances:

• Service providers: vendors that provide hosting, storage, security, communications, messaging, telephony, email, analytics, customer support, payment processing, and AI processing under contractual or legal obligations. Google user data is additionally subject to the Limited Use commitment in Section 4.
• Customer-directed integrations: systems selected or authorized by you or your organization, such as CRM, calendar, telephony, or identity providers.
• Your organization: administrators and authorized representatives of the organization that provides your account.
• Legal and safety matters: when reasonably necessary to comply with law, lawful process, protect rights or safety, investigate fraud or abuse, or enforce agreements.
• Business transactions: in connection with a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets, subject to appropriate confidentiality protections.
• With consent: when you direct or authorize the disclosure.

7. Data retention

We retain personal information for as long as reasonably necessary to provide the Services, fulfill the purposes described in this policy, comply with contractual and legal obligations, resolve disputes, maintain security, and enforce agreements. Retention periods vary by data type, customer configuration, legal requirements, and operational need. Information may remain in encrypted backups for a limited period before deletion through ordinary backup rotation.

8. Security

We use administrative, technical, and organizational safeguards designed to protect information, including access controls, authentication, encryption where appropriate, logging, monitoring, least-privilege permissions, and vendor risk controls. No system is completely secure, and we cannot guarantee that unauthorized access, loss, or misuse will never occur. Users are responsible for protecting credentials and promptly notifying us of suspected compromise.

9. Your choices and privacy rights

Depending on where you live and the nature of our relationship, you may have rights to request access, correction, deletion, portability, restriction, or objection regarding personal information, or to appeal a decision. These rights may be subject to exceptions. Where Soluzionali processes information on behalf of your employer or another customer, we may direct your request to that organization.

To submit a request, email privacy@soluzionali.com. We may verify your identity and authority before completing a request. Authorized agents may be required to provide written authorization.

10. Information about people who are not TellKeep users

This section is for you if a TellKeep customer’s assistant emailed you and you have never created a TellKeep account. We call you a “Recipient.” Our customers can give their scheduling assistant an email address, and that assistant may write to you to arrange a meeting on their behalf.

Who decided to contact you

Our customer did, not us. They chose to contact you and instructed the Services to help arrange a meeting. In data-protection terms, they are the controller of your information and Soluzionali is a processor acting on their instructions. This has a practical consequence: for most requests about your information we must ask them, and we generally cannot delete your information on our own initiative.

What we hold about you

• Provided by our customer: your email address, and your name where they provided it.
• From your own replies: the text of emails you send to the assistant, retained in full, and the original message as your mail provider transmitted it.
• Determined by us: your time zone where your message or our customer’s records indicate it, and which proposed times you accepted or declined.
• About delivery rather than about you: whether messages reached you, bounced, or were reported as unwanted, and the results of standard email-authentication checks.

We retain your reply in full so that any conclusion drawn about your availability can be checked against the sentence it came from. A summary that cannot be traced back to your own words cannot be corrected when it is wrong.

We do not train artificial intelligence on your messages

We do not use the content of your messages to train or improve generative artificial intelligence models, and we do not permit the artificial-intelligence providers we use to do so either. Your message is transmitted to a provider only to interpret what you said about the proposed times.

Who else can access it

Our artificial-intelligence and cloud-infrastructure providers process and store these messages so we can operate the Services. Authorized personnel may access message content where necessary to investigate a technical fault, protect the security of the Services, or comply with law.

How long we keep it

We retain Recipient information for as long as necessary to arrange the meeting and to keep a record our customer can review, after which it is deleted in line with the retention practices described in this policy, and in any event following deletion of our customer’s account or on their instruction. Two categories are kept longer, for reasons that protect you: records showing that you asked not to be contacted, and delivery and abuse records needed to protect our email systems.

If you do not want to be contacted again

Reply to the assistant and say so. It will stop contacting you straight away — about that request and any future one — without waiting for our customer’s instruction. Each person’s assistant is separate, so if someone else also contacts you through our Services you would need to tell theirs as well. To honor your request we must keep a record of your email address on a do-not-contact list — that record exists only to prevent you being contacted again, and is the reason we do not delete your address outright.

Exercising your rights when you have no account

You may request access to the information we hold about you, ask for it to be corrected, or ask for it to be deleted. Because our customer controls this information, the fastest route is usually to contact the person who emailed you. If you prefer to come to us, email privacy@soluzionali.com. We will forward your request to the responsible customer, confirm to you that we have done so, and assist them in responding. We may need to verify your identity first. You may also lodge a complaint with your local data-protection authority.

10A. If a TellKeep customer sent you a secure link

This section is for you if a TellKeep customer emailed you a link, and you have not created a TellKeep account. It may be a “Request Link,” asking you to add a note or upload files, or a “Secure File Link,” sending you files to view and download. We call either a “Secure Link” and you a “Responder.” Section 10A of our Terms describes how they work.

Who decided to contact you

Our customer did, not us. They chose to send you the link and decide what is done with anything you send. In data-protection terms, they are the controller of your information and Soluzionali is a processor acting on their instructions.

What we hold about you

• Provided by our customer: your email address, your name where they provided it, the message they wrote to you, and any files they sent you.
• From you: the note you write or the reply you send, and the files you upload, including each file’s name, type, and size.
• Recorded as your agreement: when you press Send on a Request Link, and each time you open a Secure File Link, the time, the version of our Terms and this policy shown to you, your IP address, and your browser’s identifying string.
• Recorded when you download: which file, when, your IP address, and your browser’s identifying string.
• Used briefly for security: your IP address, to limit repeated attempts to use a link.

What we send you

The email with the link. For a Request Link, a receipt listing what you sent and, if our customer chooses, a short note that the work you helped with is finished. We do not send you marketing, and we do not add you to any mailing list.

We do not train artificial intelligence on what you send

We do not use your note, your reply, or your files to train or improve artificial-intelligence models, and we do not permit the providers we use to do so either.

Who else can access it

The people in our customer’s organization who work on the task the link belongs to, and that organization’s administrators. For a Secure File Link, they see when you opened it and which files you downloaded, and when. Files are stored with our cloud-infrastructure provider and are reachable only through short-lived, signed links. Authorized Soluzionali personnel may access them where necessary to investigate a technical fault, protect the security of the Services, or comply with law.

How long we keep it

For as long as our customer keeps it in their workspace. It is deleted on their instruction, and in any event following deletion of their account, in line with the retention practices described in this policy. The records of your agreement and of your downloads are kept for as long as the link they belong to.

Exercising your rights

As in Section 10: the fastest route is usually to contact the person who sent you the link. You may also email privacy@soluzionali.com, and we will forward your request to the responsible customer, confirm to you that we have done so, and assist them in responding.

11. Cookies, analytics, session replay, and advertising

We use a small number of cookies and similar technologies. They fall into three groups, and you control the second and third.

Strictly necessary — always active

These are required for the Services to function and are set without consent because the Services cannot work without them:

• crm_voice_auth — keeps you signed in after login. It is an HTTP-only cookie, meaning it cannot be read by scripts running in your browser.
• sidebar_state — remembers whether you collapsed the navigation sidebar.

Analytics and session replay — only with your consent

These are off until you turn them on. When you first visit, we ask before loading anything: no analytics cookies are set and no analytics code runs unless you accept. You can change your mind at any time using the “Cookie Preferences” link in the site footer, which reopens the same panel and lets you withdraw consent as easily as you gave it.

We use PostHog as a service provider for product analytics, session replay, and error reporting. This technology records how pages of our website and application are used — pages visited, navigation paths, clicks, taps, scrolling, mouse movement, screen size, and errors — so that we can find and fix parts of the product that are confusing or broken. When you are signed in, this activity is linked to an internal account number and your workspace’s internal number, never your name or email address, so that we can see, for example, whether new users reach their first conversation. Web addresses are recorded without their query strings, so links that carry a code (such as a password reset) are never collected.

We configure this technology to exclude the content of your data. Specifically:

• Text displayed in the application — including CRM contact and company records, call notes, transcripts, and tasks — is masked before it leaves your browser, so that only layout and structure are recorded, not the words. Clicks in the application are recorded without the text or attributes of what was clicked.
• Values typed into form fields are never collected, including passwords, email addresses, search terms, and any free-text entry. This applies at all times and cannot be overridden by our configuration.
• Personal-track notes, which are private to the individual who recorded them, and raw call transcripts are excluded from recording entirely.
• We do not use session replay to monitor the performance, productivity, or conduct of individual users, and we do not sell or share this data.

PostHog processes this information on our behalf, in the United States, under a data-processing agreement, and is not permitted to use it for its own purposes. You can opt out at any time through “Cookie Preferences”, or by enabling “Do Not Track” in your browser, which we honour. Opting out does not affect your ability to use the Services.

On our website (not inside the application), the same analytics consent also turns on Google Analytics. It tells us which pages and campaigns bring visitors to the website, how they move through it, and whether a visit led to a demo request. It sets Google Analytics cookies (such as _ga) and is never loaded on the application’s screens, so it never sees any record, note, transcript, or task. Google processes this information under its own terms and privacy policy (policies.google.com/technologies/partner-sites); you can also use Google’s opt-out browser add-on.

Advertising — only with your consent

We advertise TellKeep on Google Search. To know whether an ad worked, we use the Google Ads conversion tag. Like analytics, it is off until you turn it on in the cookie panel, as its own choice, and you can withdraw it at any time through the same “Cookie Preferences” link.

With your consent, the tag sets Google Ads cookies (such as _gcl_au) on our website and tells Google two things only: that a visit came from one of our ads, and whether that visitor then requested a demo or created a workspace. In the application, the tag is loaded only at the moment a workspace is created, to report that one event; it never sees any screen, record, note, transcript, or task. Nothing you or your team write in TellKeep, and no Google user data obtained through our calendar integration, is ever sent to Google for advertising.

Google processes this information under its own terms and privacy policy (policies.google.com/technologies/ads). You can also control ad personalization in your Google account at adssettings.google.com.

12. International processing

Information may be processed in the United States and other countries where we or our service providers operate. Those jurisdictions may have data-protection laws different from those in your location. Where required, we use appropriate contractual or legal safeguards for cross-border transfers.

13. Children

The Services are designed for business use and are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided personal information, contact us so we can review and delete it as appropriate.

14. Third-party services and links

The Services may connect to or link to third-party services. Their privacy practices are governed by their own policies. Soluzionali is not responsible for the privacy, security, availability, or content of third-party services.

15. Changes to this policy

We may update this policy from time to time. We will post the revised policy and update the “Last updated” date. Where required by law or contract, we will provide additional notice or obtain consent.

16. Contact us

Soluzionali LLC
Orlando, Florida, United States
Email: privacy@soluzionali.com
General inquiries: hello@soluzionali.com