Privacy Policy

What we collect

• Your name, email, and phone number when you create an account.
• Booking requests you submit: the service type, location, and time window you specify.
• Call recordings, transcripts, and metadata for outbound calls Neptune places on your behalf.
• Provider information returned by Google Places (business name, phone, address, rating).
• Payment information processed by Stripe — we never store card numbers.
• Standard web analytics: IP address, browser type, pages visited, session duration.

How we use it

• Place outbound AI voice calls to local businesses on your behalf.
• Present you with ranked availability offers and confirm the appointment you choose.
• Send you email confirmations when bookings are confirmed or fail.
• Track your monthly credit usage and billing status.
• Improve our service through aggregated, de-identified analytics.

Sub-processors

We share data with the following sub-processors only as needed to operate the service:

• Vercel — application hosting
• Neon — Postgres database (encrypted at rest)
• Retell AI — voice infrastructure (telephony, speech-to-text, text-to-speech, call recordings)
• Anthropic — language model inference for our conversational agent and outbound call AI
• Google — Places API (provider search) and Geocoding API (location resolution)
• Stripe — payment processing and subscription management
• Resend — transactional email delivery
• Clerk — authentication and user identity
• Inngest — background workflow orchestration
• Sentry — error tracking (no personally identifiable data in error payloads)
• PostHog — product analytics and session replay (paid plan users only)

Call recording and AI disclosure

Every outbound call Neptune places begins with an explicit disclosure: "Hi, this is Neptune, an AI assistant calling on behalf of [your name]." Calls may be recorded for quality and transparency purposes. In two-party consent states (CA, FL, IL, MD, MA, MT, NH, PA, WA), our AI additionally states that the call is being recorded before any substantive conversation begins. Providers can opt out at any time — our AI immediately ends the call gracefully if asked.

Data retention

• Call transcripts and recordings: 90 days, then permanently deleted.
• Account and booking data: retained while your account is active.
• Audit logs: 1 year.
• After account deletion: all personal data is deleted within 30 days. Stripe customer records are retained for IRS compliance purposes only.

Your rights

You can export or delete your account and all associated data at any time by emailing privacy@neptunescheduler.com. We respond within 30 days. Deletion is irreversible.

California residents (CCPA)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):

• Right to know — you may request a copy of the personal information we have collected about you in the past 12 months.
• Right to delete — you may request deletion of your personal information, subject to certain exceptions.
• Right to opt out of sale — we do not sell your personal information to third parties.
• Right to non-discrimination — we will not discriminate against you for exercising any of your CCPA rights.

To exercise these rights, email privacy@neptunescheduler.com. We will verify your identity before processing any request and respond within 45 days.

Analytics and session recording

We use PostHog for product analytics and, for paying users, session replay to understand how Neptune is used. Analytics help us fix bugs and improve the experience. You can decline analytics tracking using the cookie banner shown on your first visit, or by emailing us. Declining analytics does not affect your ability to use Neptune.

Contact

Questions about this policy? Email privacy@neptunescheduler.com.