Privacy Policy
Last updated: September 30, 2026
Who this policy covers
- Customers: businesses that sign up for CallRoster, and the people who manage the account.
- Technicians: crew members a customer adds to their on-call roster.
- Callers: people who phone a customer's business line and reach CallRoster.
For information about callers and technicians, the customer business decides why the information is collected, and we process it on their behalf to provide the service. Customers are responsible for telling their callers and staff about CallRoster where the law requires it.
Information we collect
- Account information: company name, your name, email address, business phone number, password (stored only in hashed form) and billing details. Card details are handled by Stripe; we never see or store full card numbers.
- Roster information: technician names, mobile numbers, optional email addresses, team (for example Lead or Helper), the rotation schedule, shift swaps and on-call pay rates.
- Call information: the caller's phone number, the name, address and details of the issue they give, how urgent it is, call transcripts, call recordings where recording is turned on, call times and what happened to the call.
- Text messages: texts technicians send to and receive from the company's CallRoster number, for example schedule questions and swap requests.
- Setup assistant: messages and any photos or screenshots you share with the setup assistant while setting up your account.
- Connected apps: if you connect Jobber, the access tokens needed to create requests and look up or add clients in your Jobber account.
- Technical information: log data such as IP address, browser type and the time of requests, used for security and to fix problems.
How we use it
- To answer calls, decide what is urgent, and put emergencies through to the right technician with a text summary.
- To run the on-call rotation: answer schedule questions by text, handle swaps and send reminders.
- To log each call in the customer's account and, if connected, in their Jobber account.
- To set up and manage accounts, free trials and billing.
- To send service messages, such as welcome texts to technicians, password resets and trial reminders.
- To keep the service secure, prevent abuse, and fix and improve it.
We do not sell personal information, and we do not use it for advertising. We do not use callers' or technicians' information to train AI models.
AI processing
CallRoster uses AI services to hold phone conversations, transcribe calls, understand technicians' text messages and run the setup assistant. The information needed for each task is sent to the AI provider only to perform that task. The providers we use do not train their models on this data under their business terms.
Service providers
We share information only with the providers we use to run CallRoster, each for its own part of the service:
| Provider | What it does |
|---|---|
| Twilio | Phone numbers, calls and text messages |
| Vapi | AI voice agent that answers calls, with transcripts and recordings |
| Anthropic | AI that reads technicians' texts and runs the setup assistant |
| Supabase | Database and sign-in |
| Railway | Application hosting |
| Stripe | Subscriptions and payments |
| Resend | Account email |
| Jobber | Only if you connect it: call details are sent to your Jobber account |
We may also disclose information if the law requires it, to protect people's safety, or as part of a sale or reorganisation of our business, with notice to customers.
Where information is stored
We are based in Canada. Some of our service providers store or process information in the United States and other countries, where it may be accessible to authorities under local law. We choose providers that protect information to a standard comparable to Canadian law.
How long we keep it
We keep account, roster and call information while the customer's account is active, so they can see their call history. If an account is cancelled, we delete or anonymise its information within 90 days, except records we must keep for tax, accounting or legal reasons. A customer can ask us to delete specific call records sooner.
Security
Information is encrypted in transit and stored with access controls, so each customer can see only its own account. Passwords are hashed. Access to connected apps like Jobber uses tokens you can revoke at any time from Jobber.
Your choices and rights
- You can ask to see, correct or delete personal information we hold about you by emailing privacy@callroster.ai. If your information was collected on behalf of a business that uses CallRoster, we will work with that business to respond.
- Technicians can stop on-call texts by asking their employer to remove them from the roster. Replying STOP to the CallRoster number also stops texts from that number.
- You can disconnect Jobber at any time from Jobber or from CallRoster.
- If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada.
Children
CallRoster is a business service and is not meant for children.
Changes
If we make important changes to this policy, we will tell customers by email or in the app before they take effect. The date at the top shows when it was last updated.
Contact
Job Perfect Inc., Privacy Officer
privacy@callroster.ai