Privacy Policy

Who we are

Your New Team is a California sole proprietorship owned and operated by David Wilch. We provide AI employees that help businesses communicate with customers through supported channels such as phone, SMS, and other supported messaging experiences.

Website: https://www.yournewteam.com
Contact email: founderynt@yournewteam.com

Information we collect

We collect information needed to operate the service, support our customers, and improve how AI employees assist businesses. The information we collect depends on how you use Your New Team.

• Account and profile details you provide when you sign up or manage your business
• Business knowledge you teach the platform, such as services, hours, policies, and preferred ways of working
• Customer communication data handled through supported phone, SMS, and messaging channels
• Technical and usage information related to how the product is accessed and operated
• Support messages and related correspondence you send to us
• If you connect a Gmail account, the Gmail information described in “Gmail access where connected” below

Customer account information

When you create or manage an account, we may collect your name, business name, email address, phone number, login credentials, and related business settings. This information helps us authenticate access, deliver the service, and communicate with you about your account.

Business knowledge provided by customers

Customers may provide business information so AI employees can represent the company accurately. This can include service descriptions, pricing guidance, location details, operating hours, FAQs, policies, and other materials you choose to share.

We use this information to power your AI employee experience and to support configuration, quality, and customer service for your account. You remain responsible for the accuracy of the business knowledge you provide.

Customer communications

When your business uses Your New Team to communicate with end customers, we process communication content and related metadata needed to deliver the conversation, create summaries, support follow-up, and help you review what happened.

Depending on the channels you enable, this may include call details, message content, timestamps, contact information shared during the conversation, and outcomes such as appointment requests or escalation notes.

AI conversation handling

Our AI employees process conversation content to understand requests, respond helpfully, collect relevant details, and escalate when needed. Conversation handling is designed to support your business operations, not to sell personal information.

AI systems can make mistakes. Customers should review important outcomes and configure guidance so the AI employee operates within clear business boundaries.

Call recordings and voice providers

Phone calls to Sarah are carried by our telecommunications provider, Telnyx, which also sends our text messages. Calls are handled by our voice AI provider, ElevenLabs, which converts speech to text, generates Sarah's replies and voice, and records the call audio and transcript. Voice demos on our website are handled by ElevenLabs in the same way.

Calls to Sarah are recorded. ElevenLabs keeps call recordings and transcripts for 30 days. We do not copy recordings into our own storage. During that period, the business can play back a call and read its transcript in its account. Recordings are used to provide the service, support quality review, assist with customer follow-up, and help resolve support issues.

Businesses are responsible for complying with applicable notice and consent requirements for call recording for their callers and operating locations.

Website Sarah demo consent

Before a live Sarah demo on our website starts, we ask you to agree to recording and transcription. The demo starts only after you select “I Agree & Start Demo.” If you cancel, no demo starts and your microphone is not used. Demo conversations are recorded and transcribed by ElevenLabs as described above. Please do not share sensitive personal information during a demo.

When you agree, we keep a record of your consent. That record includes your IP address, the date and time you agreed, browser information (your browser's user agent), the version of the consent notice you were shown, a demo session reference and, when available, the voice provider's conversation reference. We do not collect your precise location for this record.

We use this record to document recording consent, to keep the demo secure and prevent abuse, to meet legal and compliance obligations, and to resolve disputes. It is not used for advertising. Only authorized Your New Team administrators can view it, and IP addresses are masked unless an administrator specifically reveals one, which is logged. Consent records are kept as described in Data retention below.

SMS data where enabled

If SMS or other supported messaging is enabled, we process message content, phone numbers, SMS consent records, delivery status information, and related conversation history needed to send, receive, and manage those messages on behalf of your business.

Mobile information, including phone numbers and SMS consent records, will not be sold or shared with third parties or affiliates for marketing or promotional purposes. SMS consent is not shared with third parties for their marketing or promotional use. We will not share your SMS opt-in or consent with third parties for purposes unrelated to providing the messaging services you requested.

Information, including SMS opt-in or consent status, may be shared with service providers, telecommunications carriers, and other vendors only as necessary to provide messaging services and operate Your New Team, subject to the protections described in this Privacy Policy.

Where SMS messaging is enabled, we obtain consent before sending messages. We record that consent, including when it was given, the channel used, and related conversation or account context, so we can honor opt-in and opt-out choices.

Messaging is subject to carrier rules, applicable law, and our acceptable use requirements. Customers should only use messaging features for legitimate business communications.

Gmail access where connected

A business owner or administrator can choose to connect a Gmail account so Sarah can help with the business's email. Connecting Gmail is optional. When you connect, Google asks you to grant two permissions:

• View your email messages and settings (gmail.readonly), so Sarah can see new messages that arrive in your Inbox and Spam folders
• Send email on your behalf (gmail.send), so replies can be sent from your own Gmail address

We do not request permission to change, label, archive, or delete messages in your Gmail account.

While Gmail is connected, we read recent messages in your Inbox and Spam folders when Google notifies us of new mail and on a regular schedule. For each message we read the sender's name and email address, the reply-to and recipient addresses, the subject, the date, the message text, and technical email headers used to detect automated mail and to check that the sender is genuine. We do not read attachments.

How we use Gmail information

We use Gmail information only to provide the email features you see in My Office:

• Monitoring your Inbox and Spam folders for new messages
• Sorting messages into categories, such as a customer question, an appointment request, a new sales lead, or spam
• Identifying likely new leads, writing a short lead summary, and alerting you to them
• Drafting suggested replies for you to review, edit, approve, or dismiss
• Sending a reply in the original email thread when you approve it, or, if you turn on automatic replies, sending replies to routine questions only. Leads, orders, appointments, spam, and anything uncertain are left for you to review

To do this, message content is processed by artificial intelligence (AI). The sender's name and address, the subject, and the message text are sent to our AI provider, OpenAI, together with your business information and, for some appointment requests, a short list of open appointment times, so it can classify the message, write a lead summary, and draft a reply. Messages detected as spam or as automated mail are not sent to the AI provider. OpenAI processes this information on our behalf under its API terms. It does not use this information to train its models, and it may keep it for a limited period, for example to monitor for abuse, as those terms allow.

We do not use Gmail information for advertising, we do not sell it, and we do not use it to create, train, or improve AI or machine learning models.

Gmail information we store

To show your email activity in My Office, we store the following in our database, linked to your business:

• The connected Gmail address and the permissions you granted
• An encrypted Google refresh token, so the connection keeps working until you disconnect
• For each message: Gmail message and thread identifiers, the sender's name and address, the subject, the date received, and a short preview (snippet) of the message
• Results of AI processing: the category, any lead summary, and any drafted reply
• Status information, such as whether a reply was sent, when, and who approved it
• A record of each lead alert email we send you, which contains the lead summary, the sender's email address, and a link to the Gmail thread

We do not store the full text of your messages or any attachments. We do not store your Google password.

Disconnecting Gmail stops all new access but does not automatically remove Gmail information we have already stored. We do not currently delete stored Gmail information automatically on a set schedule; it is kept so your email history stays available in My Office until you ask us to delete it, as described below.

How Gmail information is shared

We share Gmail information only as needed to provide the email features described above, for security, or to comply with law:

• OpenAI, our AI provider, processes message content as described in “How we use Gmail information”
• Our hosting and database providers store and process the Gmail information listed above on our behalf
• Our email delivery provider sends lead alert emails to the business owner. These alerts contain the lead summary, the sender's email address, and a link to the Gmail thread

Lead alert text messages contain no email content. Gmail information shown in My Office is visible to people you have added to your business account.

Our team does not read your Gmail information unless you ask us to and agree that we may view specific messages, it is necessary for security purposes such as investigating abuse or a bug, or it is required by law.

Google API Services User Data Policy and Limited Use

Your New Team'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. Our use of information received from Google Workspace APIs, including Gmail, also adheres to the Google Workspace API User Data and Developer Policy.

This means we use Gmail and Google Calendar information only to provide and improve the user-facing email and appointment features described in this policy. We do not transfer it to others except as described above, for security purposes, to comply with applicable law, or as part of a merger, acquisition, or sale of assets after obtaining your explicit prior consent. We do not use or transfer it for advertising, to data brokers or information resellers, or to determine credit-worthiness or for lending purposes.

Your Gmail choices

• Disconnect Gmail at any time from Email settings in My Office. When you disconnect, we stop reading your mail, stop Gmail notifications to us, delete the stored Google refresh token, and ask Google to revoke our access.
• You can also remove Your New Team's access from your Google Account at any time on your Google Account permissions page.
• To ask us to delete Gmail information we have stored, email founderynt@yournewteam.com from the email address on your account. We confirm the request with an owner of the business account and respond within 30 days, unless applicable law requires a different period. Gmail must be disconnected first, so new mail is not collected again.
• When we complete a request, we delete the Gmail information listed in “Gmail information we store” for your business and remove the email details from our lead alert records. We keep only the records we need for security, legal, billing, or consent purposes, such as a log that the deletion took place; these records do not contain your email content. We may delay deletion while information is subject to a legal hold or another legal requirement.
• Deleted information may remain in our database backups until those backups expire on their regular schedule, and it is not restored to active use. Lead alert emails already delivered to your inbox are not affected. Information our service providers processed for us is handled under their own retention terms.

How we protect Gmail information

• The Google refresh token is encrypted before it is stored, using a key used only for this email feature. We do not store Google access tokens.
• Stored Gmail information can be read only by our server. It is not directly reachable from web browsers, and each request is limited to the business it belongs to.
• Only people on your business account can see your email activity in My Office, and only owners and administrators can connect or disconnect Gmail, change email settings, or approve replies.
• Our internal administration tools show only whether Gmail is connected and working, not message content or email addresses.
• Information is sent to and from Google over encrypted HTTPS connections, and Gmail notifications to us are checked to confirm they come from Google.

Calendar connections where connected

A business owner or administrator can choose to connect a Google Calendar or a Microsoft Outlook calendar. Connecting a calendar is optional. A connected calendar lets Sarah avoid offering times when you are busy, and lets appointments that are booked, rescheduled, or canceled through Your New Team appear on that calendar.

Appointment events we add show the customer's name and the service, plus a note with a Your New Team appointment reference. They are marked private, have no attendees, and do not send invitations. We change or remove only events we created.

Google Calendar access

When you connect Google Calendar, Google asks you to grant two permissions:

• See when you are busy (calendar.freebusy), so Sarah does not offer times when your primary calendar is busy
• View and edit events (calendar.events), which we use only on your primary calendar to add, move, and remove the appointment events we create

To check availability, we ask Google only whether times on your primary calendar are busy or free. We do not read the titles, descriptions, locations, or attendees of your other events.

Information received from Google Calendar is covered by the Google API Services User Data Policy and Limited Use commitments described above.

Microsoft calendar access

When you connect a Microsoft calendar, Microsoft asks you to grant three Microsoft Graph permissions:

• Read and write your calendars (Calendars.ReadWrite), which we use only on your default calendar to check when you are busy and to add, move, and remove the appointment events we create
• Sign you in and read your profile (User.Read), so we can record which Microsoft account is connected
• Maintain access (offline_access), so the connection keeps working until you disconnect

To check availability, we read only the start and end time, the free or busy status, and whether it is canceled for each event on your default calendar in the period being checked. We do not read event titles, descriptions, locations, or attendees.

We do not request access to Microsoft email, files, or contacts. Your New Team does not connect to Outlook or Microsoft 365 email.

How calendar information is used and shared

• We use calendar information only to work out open appointment times, to keep appointments booked, rescheduled, or canceled through Your New Team on your calendar, and to show the connection status in My Office.
• We combine busy times with your business hours and the appointments already in Your New Team to work out open times. We do not store your busy times.
• Busy times and calendar events are not sent to AI providers. Sarah may share a short list of open times with the AI services that write her replies: OpenAI for email replies, as described in “How we use Gmail information,” and our voice AI provider, ElevenLabs, when she offers times to a caller.
• We do not use calendar information for advertising, we do not sell it, and we do not use it to create, train, or improve AI or machine learning models.
• We store the connected account's email address and account identifier, an encrypted refresh token, the permissions you granted, the connection status and dates, and, on each synced appointment, the identifier of the calendar event we created. Our hosting and database providers store this information on our behalf.

Your calendar choices

• Disconnect a calendar at any time in My Office. We delete the stored refresh token, so we can no longer access that calendar. For Google Calendar, we also ask Google to revoke our access.
• Microsoft does not let us revoke your consent from our side. To remove it, use your Microsoft account's app permissions settings, or ask your organization's administrator for a work or school account. For Google, you can also remove our access on your Google Account permissions page.
• Disconnecting does not remove appointment events already on your calendar, and later changes to those appointments no longer update it. We keep a disconnected record of the connection, without the token, and the event identifiers stay with your appointment records.
• To ask us to delete stored calendar connection details, email founderynt@yournewteam.com from the email address on your account after disconnecting. We confirm the request with an owner of the business account and respond within 30 days, unless applicable law requires a different period.
• When we complete a request, we delete the stored connection details for that calendar. We keep your appointment records, including the identifier of each calendar event we created, and the security, legal, and billing records we need, such as a log that the deletion took place. We cannot delete anything in your Google or Microsoft account. Deleted information may remain in our database backups until those backups expire on their regular schedule, and it is not restored to active use.

How we use information

We use the information described in this policy to:

• Provide, maintain, and improve Your New Team services
• Operate AI employees across supported communication channels
• Authenticate users and protect accounts
• Generate summaries, alerts, and operational insights for customers
• Provide customer support and respond to inquiries
• Monitor reliability, prevent abuse, and secure the platform
• Meet legal, regulatory, and contractual obligations

Gmail information is used only as described in “How we use Gmail information” and the Limited Use section above, and calendar information only as described in “How calendar information is used and shared.” The general uses listed here do not expand those limits.

Data security

We take reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, or alteration. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Customers should protect account credentials, limit access to authorized team members, and notify us promptly of any suspected unauthorized access.

Data retention

We retain information for as long as needed to provide the service, support customer accounts, meet legal obligations, resolve disputes, and enforce our agreements. Retention periods may vary based on the type of data, account status, and operational requirements.

When information is no longer needed, we take steps to delete it or de-identify it in accordance with our retention practices and applicable requirements.

Third-party providers

We use trusted service providers to help operate Your New Team. These providers may process information on our behalf for purposes such as hosting, communications infrastructure, AI processing, authentication, analytics needed to run the product, and customer support tooling.

We require providers that process information for us to do so under appropriate contractual and security obligations. We do not sell personal information.

Your rights and choices

Depending on where you live and your relationship with Your New Team, you may have rights to request access to, correction of, or deletion of certain personal information, or to ask questions about how your information is handled.

Business customers control much of the business knowledge and communication settings in their accounts. If you are an end customer of a business using Your New Team, please contact that business first regarding communications handled on its behalf.

To make a privacy request related to Your New Team, email founderynt@yournewteam.com.

Children's privacy

Your New Team is intended for business use. We do not knowingly collect personal information from children for the purpose of offering the service to them.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and post the updated version on this page. Continued use of the service after an update means you acknowledge the revised policy.

Contact information

If you have questions about this Privacy Policy or how Your New Team handles information, contact us:

Your New Team
Owned and operated by David Wilch
California Sole Proprietorship
Email: founderynt@yournewteam.com
Website: https://www.yournewteam.com