Privacy Policy
The short version
- CallSmart records and transcribes conversations you choose to capture, then drafts a follow-up email and CRM notes.
- To do that, conversations go to third-party transcription and AI services.
- We don’t sell personal information, show ads, or track you across other companies’ apps.
- Your data is stored in the United States.
- Recordings are deleted automatically after 90 days. Everything else stays until you delete it.
- You can delete a call or your whole account inside the app.
1. Who we are
Kima Technologies Inc. (“Kima”, “we”) makes CallSmart, a mobile and web service for mortgage brokers and agents in Canada. This policy covers the CallSmart iPhone app, the CallSmart web app and this website. It takes priority over Kima’s general privacy policy for CallSmart. Our other products have their own terms.
Our Privacy Officer can be reached at legal@usekima.com, or at 637 Lake Shore Blvd. W., Toronto, ON M5V 3J6.
2. Whose information this covers
You, the broker or agent. We’re responsible for your account information.
Your clients and anyone else in a conversation. You decide what to capture and how it’s used, and you’re responsible for telling people and getting any consent the law requires. We process that information on your behalf to provide the service. See section 10.
3. What we collect and how
| Information | Examples | How we get it |
|---|---|---|
| Account | Name, email, Apple sign-in ID, brokerage, title | You provide it, or Sign in with Apple |
| Profile and email settings | Mobile number, signature, signature photo, tone, greeting, reply-to address | You provide it |
| Conversations | Audio recordings, imported files, pasted transcripts, typed or dictated notes, photos of handwritten notes | You capture or add them |
| Client details | Names, email, phone, property, budget, income, down payment and its source, marital status, risk flags, and anything else said in a conversation | Taken from conversations, or typed by you |
| Drafts | Transcripts, follow-up emails, CRM notes, delivery status | Created by the service |
| Calls | Phone numbers, call times and length, recording identifiers | Created when you place a live call |
| Subscription | Plan, trial and renewal status, purchase identifiers. We never receive your card details | From Apple through RevenueCat, or from Stripe on the web |
| Usage | Your account ID, onboarding steps, features used, plan choices, device and app version | Collected automatically in the app |
| Notifications | A push notification token for your iPhone | Created when you allow notifications |
| Support | What you send us | You provide it |
The app asks before it uses your microphone, camera, photos, contacts or notifications, and you can turn any of these off in iPhone Settings. If you choose a client from Contacts, we receive only that contact’s details. We don’t upload your address book.
4. How we use it
- To record and transcribe conversations, and to draft your follow-up emails and CRM notes.
- To place live calls, show clients your verified number, send email you approve, and push notes to a CRM you connect.
- To run your account and subscription, including trial reminders and service messages.
- To keep the service secure, and to fix problems and support you.
- To understand which features are used and improve the product, using the usage information above. These events don’t include client names, emails, transcripts or call content.
- To meet legal obligations.
Our legal basis is your consent and the need to provide the service you asked for. You can withdraw consent at any time, as described in section 9. Some features stop working if you do.
5. Third-party AI and transcription
CallSmart uses third-party AI services. When you process a conversation, its audio goes to a transcription service, and the transcript, your notes or your note photos go to an AI service. These contain whatever was said, including client names and financial details. The AI service extracts details, checks for gaps and writes drafts. A broker can review, edit and approve each draft, and nothing is sent to a client until you approve it.
The app asks for your permission before it sends your first conversation to these services, and says which ones they are. You can withdraw it at any time in Account, then AI services. The app then won’t send new conversations, and any already being drafted will finish.
By default CallSmart uses Anthropic for AI. If you connect your own OpenAI, Google or other AI account in web settings, your data goes to that provider under your agreement with them.
We don’t use your conversations or client details to train AI models, and we require our providers not to either. CallSmart doesn’t make automated decisions that produce legal or similarly significant effects: lending and advice decisions stay with you.
6. Who we share it with
We share personal information only with the service providers below, to run CallSmart, and when the law requires it. We require each one, by contract, to protect it to the same or an equal standard as this policy and to use it only to provide its service to us. We also share with parties you direct us to, such as the client you send an email to or a CRM you connect.
| Provider | What it does | Data it handles | Where |
|---|---|---|---|
| Supabase | Database, sign-in and file storage | All account and call data | United States |
| Vercel | Runs the web app and server | Data passing through the service | United States |
| Railway | Background processing and live transcription server | Data passing through the service | United States |
| Upstash | Temporary cache and rate limiting | Account and dashboard data held briefly | United States |
| Twilio | Live calls and caller ID | Phone numbers, call audio | United States |
| AssemblyAI | Transcribes live calls | Call audio, transcripts | United States |
| ElevenLabs | Transcribes recordings and imports | Audio, transcripts | United States |
| Deepgram | Live transcription in the web app | Audio, transcripts | United States |
| Anthropic | AI extraction and drafting | Transcripts, notes, note photos, your writing preferences | United States |
| Resend | Sign-in codes, reminders and email sent through CallSmart | Names, email addresses, email content | United States |
| Apple | Sign in with Apple, payments, subscriptions, notifications | Account and purchase information | United States |
| Expo | Delivers push notifications | Push token, notification text (a client’s first name at most) | United States |
| RevenueCat | Manages subscription status | Account ID, purchase information | United States |
| PostHog | Product analytics | Account ID, usage events, device information | United States |
| Stripe | Web payments | Billing details, entered directly with Stripe | United States |
If Kima is reorganized or sold, information may transfer to the new owner, and this policy will continue to apply until you’re told otherwise.
7. Where your information is stored
Your account data, recordings, transcripts, drafts and client details are stored in the United States, with our database provider. The other service providers above also process information outside Canada, mainly in the United States. While it’s there, it may be accessible to courts and authorities in that country. We assess these transfers and protect them by contract.
8. How long we keep it
| Information | How long |
|---|---|
| Recordings and note photos | Deleted automatically 90 days after they’re added, or sooner if you delete the call or your account |
| Live call audio at our calling provider | Removed once the transcript is saved. If transcription fails, within 90 days |
| Transcripts, drafts, notes and client details | Until you delete the call or your account |
| Account and settings | Until you delete your account |
| Empty calls that were never processed | Deleted after 30 days |
| Usage analytics | Up to 14 months |
| Billing and tax records | As long as the law requires |
Service providers may hold data briefly under their own retention schedules, and deleted data can remain in encrypted backups for a short time until they’re overwritten. Email you’ve already sent stays with the people who received it.
9. Your choices and rights
- Delete a call: open the call, tap the ••• menu, then Delete call. This removes the call, its recording and its drafts.
- Delete your account: in the app, go to Account, tap your name, then Delete account. This removes your CallSmart calls, recordings, notes, settings and verified caller ID right away.
- Your Kima login: your sign-in is shared across Kima products, so deleting CallSmart keeps it. Email us to remove that too.
- Withdraw consent: turn off AI services in Account, stop using a feature, turn off a permission in iPhone Settings, delete your data, or email us.
- Access, correction and portability: you can ask for a copy of your personal information, ask us to correct it, or ask to receive it in a common format. Residents of Québec also have rights about dissemination and de-indexing.
Email legal@usekima.com for any request. We’ll reply within 30 days and may need to confirm your identity. Deleting your account doesn’t cancel an Apple subscription: cancel that in your Apple Account settings.
10. If you’re a client of a CallSmart user
Your broker or agent decides what’s recorded and is responsible for telling you. Please ask them first about access, correction or deletion, because they control that information. You can also email us. We’ll help or pass your request along, and we’ll tell you if we can’t act on it ourselves.
11. Security
We encrypt data in transit, limit who can access it, and keep each account’s data separate. No system is perfectly secure. If a breach creates a real risk of significant harm, we’ll notify you and the regulators as the law requires.
12. Tracking and advertising
We don’t sell personal information, show ads, or track you across other companies’ apps or websites. This website uses no cookies or analytics. It remembers your light or dark choice on your own device.
13. Children
CallSmart is for working professionals aged 18 or over and isn’t directed at children. If you think a child’s information has been provided to us by mistake, contact us and we’ll delete it.
14. Changes
If we change this policy, we’ll update the date above. If a change is significant, we’ll tell you in the app or by email before it takes effect.
15. Questions and complaints
Contact our Privacy Officer at legal@usekima.com. If you’re not satisfied, you can complain to the Office of the Privacy Commissioner of Canada or your provincial regulator, including the Commission d’accès à l’information du Québec.