Privacy Policy

This policy applies to the GateKeeperAI product, presented at gatekeeperai.org and verdictiq.org/gatekeeperai and delivered through the application at gatekeeperai.verdictiq.org. “You” means the business that uses GateKeeperAI. “Callers” means the people who contact your business through the receptionist.

• Account data. Your name, email, and password (stored hashed).
• Business data. Your business name, phone numbers, hours, services, and intake questions.
• Caller and lead data. Information callers provide (name, phone, email, request details), plus call recordings and transcripts used to produce your lead summary.
• Google user data. When you connect Google Calendar, the availability and event data described in Section 4. When you connect Google Business Profile, your business locations and the public Google reviews described in Section 4.
• Meta Platform Data. When you connect a Facebook Page, the Page and lead data described in Section 5. We refer to data GateKeeperAI receives from Meta’s APIs as “Platform Data”.
• QuickBooks data. When you connect QuickBooks Online, the company, list, and bill data described in Section 6.
• Bills you forward. If you use the Bills add on, the vendor invoices and bills that you or your vendors email to your GateKeeperAI bills address, including attached files and the email text. If a bill shows bank details for paying the vendor, the details we extract from it keep only the last four digits and a one way fingerprint used to detect changed bank details, never the full account or routing number. The bill file and email themselves are stored as you sent them, and once a bill is posted to QuickBooks, that bill’s own pages (or the email text, when there is no file) are attached to it there (see Section 11).
• Payment data. Subscription payments are processed by Stripe. Card details go directly to Stripe; GateKeeperAI never sees or stores your full card number.
• Usage data. Standard log and diagnostic data (IP address, timestamps, error logs) used to operate and secure the service.
• Website analytics. On gatekeeperai.org we use Google Analytics, loaded through Google Tag Manager, to understand how visitors find and use the site. It sets cookies and records information such as the pages you view, the links you click, the site that referred you, your device and browser type, and your approximate location. When you start a free trial, the Google Analytics identifier for that visit is passed to the GateKeeperAI app with the signup link, and when the trial begins we report that it began, and which plan was chosen, to Google Analytics under the same identifier, so we can tell which parts of the site lead to trials. The app itself runs no analytics scripts and sets no analytics cookies, and we never send your name, email, payment details, or any lead or caller data to Google Analytics. You can opt out by blocking cookies or with Google’s Analytics opt out browser add on. We also use the Meta pixel on gatekeeperai.org to measure which Meta ads lead to visits and trials. When you sign up or start a trial, the GateKeeperAI app reports that event to Meta through Meta’s Conversions API with your email address in hashed (SHA-256) form, your IP address, your browser’s user agent, and Meta’s click identifiers from your visit, so Meta can match the event to the ad that led to it. We never send Meta your name, payment details, or any lead, caller, or QuickBooks data.

• To operate the AI receptionist on the AI Receptionist plan: answer calls and chats, collect what a caller provides, and produce a lead summary for you. On the Capture and Operate plans, to record and transcribe calls that ring through to you and produce the same lead summary.
• To check your availability and to book, reschedule, or cancel appointments on your connected calendar.
• To monitor your Google reviews and, if you enable it, draft and publish replies to those reviews on your behalf.
• To deliver the leads from any Facebook Page you connect into your lead inbox, label them with the Page and ad that produced them, and notify you about them.
• If you use the Bills add on, to read the bills you forward, extract the vendor, amounts, and line items, match them to your QuickBooks vendors and accounts, and post the bills you approve to QuickBooks.
• To send the text messages described in Section 7 on your behalf.
• To send you lead notifications, summaries, and account communications.
• To secure, maintain, debug, and improve the reliability of the service.
• To produce de-identified, aggregate statistics about how the service is used, such as call counts and typical call length, that identify no customer or caller and that we may publish.

GateKeeperAI offers three optional Google integrations, each requesting only the permissions it needs. When you connect Google Calendar, it requests the scopes needed to schedule appointments on your behalf. When you connect Google Business Profile, it requests the single scope Google provides for review management. When you connect Gmail, it requests only the permission to send email as you:

Email campaigns. On plans that include campaigns, you can write a short sequence of emails and send it to a contact list you import. Before a campaign can launch you must confirm that the list is business contacts you have a lawful reason to email and that you did not buy or scrape it. Each campaign email is sent one at a time through gmail.send from your own address, at a paced daily limit, and carries your business name, your mailing address, and a one click unsubscribe link. Anyone who unsubscribes is not emailed again by your campaigns, and anyone who replies is not sent the rest of that sequence. To stop a sequence when someone replies without reading your mailbox, each campaign email lists two reply addresses: your own address, so the reply reaches your inbox as normal, and a private address on our reply domain (gkinbox.com), which receives a copy of the reply. We use that copy only to stop the sequence for that contact and show you the reply in your dashboard. If you choose paid list verification, the email addresses on your list are sent to our verification provider (ZeroBounce) to check whether each mailbox exists; no Google user data is sent to it.

We request the narrowest scopes that support checking availability, creating, rescheduling, and cancelling appointments, and sending the email you ask GateKeeperAI to send. If your email is on Outlook or Microsoft 365, GateKeeperAI instead requests Microsoft’s delegated Mail.Send, User.Read, and offline_access permissions on the same send only terms: it cannot read your mailbox. You can revoke GateKeeperAI’s access at any time from your Google Account permissions or by disconnecting the integration in your GateKeeperAI settings.

GateKeeperAI offers an optional Facebook integration that delivers your Facebook Lead Ads leads into your GateKeeperAI inbox. You connect it through Facebook Login for Business and choose exactly which Pages to connect. We call the data GateKeeperAI receives from Meta’s APIs Platform Data. We request the following permissions:

Lead data is used only to deliver, display, and notify you about your own leads, and to report on the ads that produced them. We never use Meta Platform Data for advertising, never sell it, never combine it with data from other businesses, and never send it to a third party except the subprocessors in Section 10 that operate GateKeeperAI on our behalf. You can disconnect a Page at any time in your GateKeeperAI settings, or revoke access entirely from your Facebook Business Integrations settings. See Section 11 for how we delete it.

GateKeeperAI offers an optional QuickBooks Online integration as part of the Bills add on. You connect it from your GateKeeperAI settings by signing in to Intuit and choosing the QuickBooks company to connect. It requests one permission, com.intuit.quickbooks.accounting, the permission Intuit provides for reading and writing accounting data. We call the data GateKeeperAI receives from QuickBooks QuickBooks data.

GateKeeperAI creates a bill in QuickBooks only after it is approved in GateKeeperAI. It never edits or deletes existing QuickBooks records and never creates payments. QuickBooks data is used only to provide the Bills features to your business. We never sell it, never use it for advertising, never share it with any other GateKeeperAI customer, and never send it to a third party except the subprocessors in Section 10 that operate GateKeeperAI on our behalf. Your QuickBooks lists are never sent to an AI service; matching a bill to them happens in our own code. QuickBooks data is never used to train any AI model. QuickBooks access tokens are encrypted with AES-256 before they are stored. You can disconnect at any time in your GateKeeperAI settings, except while a bill is being posted, or from the apps page of your QuickBooks company. See Section 11 for what disconnecting removes.

GateKeeperAI sends text messages on behalf of the businesses that use it: replies to people who contacted the business, automatic replies to form submissions and missed calls, and one time verification codes for electronic signatures. A text is sent only to someone who gave the business consent to be contacted, for example by texting the business, submitting a form, or opting in, and marketing texts require prior express written consent. Reply STOP to any message to opt out, or HELP for help. Message and data rates may apply. We do not sell or share mobile phone numbers, or text message opt in data and consent, with third parties or affiliates for their marketing or promotional purposes.

GateKeeperAI uses third-party AI services to power the voice and chat receptionist and to draft review replies. The only Google Calendar-derived data ever sent to an AI service is the computed set of free appointment times the receptionist may offer a caller (for example, “Tuesday at 2:00 PM”). Event titles, descriptions, and attendee details are never sent to any AI service. If you enable review replies, the content of a public Google review (reviewer display name, star rating, and review text) is sent to the AI provider solely to draft a reply for that review; drafts for critical reviews are held for your approval before anything is posted.

If you use the Bills add on, each bill you forward (the invoice file, or the email text when there is no file, together with the email subject) is sent to Anthropic solely to read the vendor, invoice details, and line items from it. QuickBooks data is never sent to any AI service.

GateKeeperAI never reads your Gmail, so no Gmail message content is ever sent to any AI service. The gmail.send permission is used only to deliver an email you wrote, approved, or set a rule to send, and never to send anything else.

If you enable AI reply drafts for leads, the content of a lead, including a lead that reached you through a Facebook lead ad, is sent to the AI provider solely to draft a reply to that lead. A draft is stored for your review and is never sent to anyone until you send it. Meta Platform Data is never used to train any AI model, and the providers below exclude API data from training.

These are hosted commercial APIs whose terms exclude API inputs and outputs from model training by default. GateKeeperAI does not operate self-hosted AI models. We do not use, transfer, or sell Google user data to train or improve any generalized or foundational machine-learning or AI model. We do not use Google user data for advertising, and we do not sell it or share it with data brokers.

Limited Use. GateKeeperAI’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.

• Encryption in transit. All data is transmitted over TLS/HTTPS.
• Encryption at rest. Data is stored in a managed Postgres database with encryption at rest; OAuth tokens, including QuickBooks tokens, are encrypted with AES-256 before storage.
• Bill files. Bill files are kept in private storage that only the GateKeeperAI service can read, and only the owners and administrators of your account can see your bills.
• Access controls. Production data is restricted to authorized personnel and enforced by per-tenant isolation so one business can never see another’s data. Our staff do not access the contents of your calendar except where strictly necessary for security or debugging, on a need-to-know basis.
• Least privilege. We request the minimum Google scopes required, and AI services receive only the minimum data needed to complete a task.
• Provider retention limits. Our AI providers delete API inputs and outputs from their systems within 30 days by default.

We do not sell your data or callers’ data. We share data only with the service providers that operate GateKeeperAI on our behalf, under contract: cloud hosting (Railway); database and file storage (Supabase); telephony and text messaging (Twilio); email delivery, including inbound email for the Bills add on (Resend, Brevo, and Mailjet); payment processing (Stripe); bot protection (Cloudflare Turnstile); rate limiting (Upstash); email address verification (ZeroBounce, only if you choose paid list verification); website analytics and ad measurement (Google Analytics and Meta, see Section 2); and the AI providers listed in Section 8. Integrations you connect, such as Google, Microsoft, Meta, and Intuit QuickBooks, receive only what is needed to carry out the actions you ask for. We may disclose data if required by law.

We retain account, business, and lead data for as long as your account is active. Call recordings and transcripts are kept for as long as your account is active unless you ask us to delete them sooner. We do not delete them on a fixed schedule, because the right retention period depends on your business and the record keeping rules that apply to it (for example, rules for law, medical, or tax practices), so you decide how long to keep them. You can ask us to delete specific recordings, or all of them, at any time, and we will do so within 30 days of your request. Recordings are deleted when your account is deleted. A caller who wants a recording deleted should contact the business they called, which controls those records. You may request deletion of your data, or delete your account, by contacting us at the address below; we will delete your data except where retention is required by law. Disconnecting Google Calendar or Google Business Profile immediately stops all access under that integration and revokes our stored tokens. Disconnecting Gmail in your GateKeeperAI settings immediately stops GateKeeperAI from sending as you and deletes the stored token and connected address; you can also remove GateKeeperAI from your Google Account permissions at any time. Disconnecting a Facebook Page immediately stops all access under that integration, unsubscribes the Page from our lead webhook, and deletes the Page access token we stored for it. Meta Platform Data is deleted when you delete the lead it belongs to, when you disconnect the Page, or when you delete your account, whichever comes first. To request deletion of all Meta Platform Data we hold for your business, email us at the address below and we will delete it within 30 days. Disconnecting QuickBooks in your GateKeeperAI settings stops access to the connected company at once: we ask Intuit to revoke the connection and delete the QuickBooks access tokens we stored. Disconnecting from the apps page of your QuickBooks company takes effect the next time GateKeeperAI contacts QuickBooks, when the revoked connection is detected and our stored tokens are deleted. If you connect a different QuickBooks company, we keep access to the previous company only until the bills already approved for it finish posting and attaching their files; we then revoke that connection with Intuit and delete its tokens automatically. You can revoke it sooner from that company’s apps page. The connected company name and the copy of your QuickBooks lists are kept with your bill history so past bills still show the vendor and account they were posted to. Bills you forwarded, their files, and the bill records built from them are kept for as long as your account is active and are deleted when your account is deleted. You can ask us to delete any of this sooner, and we will do so within 30 days of your request.

You may access, correct, request a copy of, or delete your personal data, and revoke Google, Meta, or QuickBooks access at any time. Meta access can also be revoked directly from your Facebook Business Integrations settings. To exercise any of these rights, contact us at hello@verdictiq.org.

We may update this policy from time to time. Material changes will be reflected by the effective date above and, where appropriate, communicated to you directly.

Questions about this policy or your data? Email hello@verdictiq.org.