Stratiphone Privacy Policy
Effective date: October 27, 2026
Last updated: October 27, 2026
Stratiphone is a virtual receptionist service operated by StratiBack LLC ("StratiBack", "Stratiback", "we", "us"), Madisonville, Louisiana, USA. This policy explains what information we collect through Stratiphone and the stratiphone.com website, how we use and share it, and the choices you have.
It covers three groups of people: 1. Callers: people who call a business that uses Stratiphone and reach our virtual assistant. 2. Business customers: businesses (and their staff) that sign up for Stratiphone, including early access. 3. Website visitors: people who visit stratiphone.com or join our waitlist.
1. Information we collect
1.1 From callers
When a call is forwarded to Stratiphone, we collect: - Call information: the number you called from (caller ID, if your carrier provides it), the business number you called, and the date, time and length of the call. - Your voice, processed in real time: your speech is streamed to a speech-to-text provider so the assistant can understand you. The assistant's replies are generated as text and converted to speech. - Transcripts: a written transcript of what you and the assistant said. - Your message: the details you give, such as your name, callback number, service address, a description of the problem, and how urgent it is. - Technical logs: timing and diagnostic records of each part of the call. These may include parts of the transcript. - Voicemail recordings (fallback only): if the assistant is unavailable, you may hear a short greeting and be invited to leave a voicemail. If you do, that voicemail is recorded as audio.
Recording. By default we don't keep audio recordings of your conversation with the virtual assistant. Your audio is processed in real time to create the transcript. The exceptions are fallback voicemails, described above, and any recording feature a business customer turns on in the future, which would be announced at the start of the call.
1.2 From business customers
- Contact details for the business and its staff (name, email, phone).
- Business profile information we use to configure the assistant, such as business name, hours, services, service area, urgent-call rules and greeting wording.
- Phone numbers used for call forwarding.
- Messages, transcripts and call records for calls made to your business (see 1.1).
- Communications with us.
- We don't collect payment details during early access.
1.3 From website visitors and the waitlist
- Waitlist form: your name, business name, trade, city and state, email and/or phone, and your consent to be contacted.
- Server logs: like most websites, our web server records basic request data (IP address, browser type, the page requested, and the time) for security and troubleshooting.
- No analytics or advertising trackers. The waitlist page doesn't use third-party analytics, advertising pixels or tracking cookies. Customer portal sign-in uses a strictly necessary session cookie (
stratiphone_session) to keep authenticated business users signed in.
2. Notice on calls (virtual assistant and transcription)
At the start of every call, the assistant announces that it is a virtual assistant for the business so callers know they are speaking with an automated assistant that transcribes the conversation to take a message:
"Thanks for calling [Business]. This is their virtual assistant. How can I help you?"
Businesses may also include an explicit transcription notice in their custom greeting. If a business turns on audio recording (not available today), the greeting will announce that the call may be recorded.
3. How we use information
- To answer calls for our business customers, take messages, and make the messages and transcripts available to the business the caller was trying to reach.
- To give callers safety guidance on life-safety calls (see section 9).
- To operate, troubleshoot, secure and improve Stratiphone, for example by reviewing call logs to fix errors and measuring call quality.
- To run our early-access program and contact waitlist signups about Stratiphone, by email or by a phone call from a person.
- To comply with law and enforce our terms.
We don't sell personal information, and we don't share it for cross-context behavioral advertising. We don't use callers' information to market to callers.
We don't send text messages to callers or business customers.
4. Who we share information with (service providers)
We share information only with service providers that help us run Stratiphone, and only as needed for that purpose:
| Provider | What it does for us | What it receives |
|---|---|---|
| Microsoft Azure Speech (and/or xAI) | Speech-to-text (turning caller speech into text) and text-to-speech (the assistant's voice). Real-time streaming audio is processed to transcribe caller speech and synthesize the assistant's spoken replies. | Caller audio, streamed in real time, and the assistant's reply text |
| Anthropic | The language model that understands the conversation and writes the assistant's replies | Call transcript text and the business profile |
| Postmark (ActiveCampaign) | Transactional email: waitlist signups to our inbox, and message summaries and operational alerts to business customers | Waitlist details, message summaries and transcripts |
| Our telephone carrier (Telnyx) | Phone numbers and routing forwarded calls to our system | Call audio and call information |
| Google (Google Workspace) | Our email inbox, where waitlist signups and business correspondence are received | Waitlist emails and correspondence (info@stratiback.com) |
Stratiphone's call system runs on servers operated by StratiBack LLC in our Baton Rouge, Louisiana datacenter.
We may also disclose information: - to the business you called (that's the purpose of the service) - if required by law or legal process - to protect people's safety or our rights - as part of a merger, acquisition or sale of assets, subject to this policy
5. How long we keep information
We delete call data automatically, once a day. Because deletion runs daily, something may be deleted up to a day after its period ends.
| Data | Retention |
|---|---|
| Call logs and transcripts, including the messages taken on calls and our system logs that may contain caller details | 90 days, then deleted |
| Voicemail recordings that have been delivered to the business | 30 days after the recording was made, then deleted |
| Message emails to the business that our email provider rejected | 90 days, then deleted |
| Voicemail recordings and message emails that haven't been delivered to the business yet, and voicemail recordings we weren't able to deliver | No fixed time limit. We keep them until they're delivered or we deal with them, so a caller's message isn't lost before the business receives it. |
| Copies held by our service providers | Microsoft Azure Speech, xAI, Anthropic and Postmark process data in accordance with their respective API data-handling terms |
| Waitlist signups | Until early access opens to you, or 12 months, whichever is sooner, or until you ask us to delete them |
| Business customer account data | For as long as you're a customer, then 90 days, unless the law requires longer |
| Web server logs | 30 days |
Business customers may ask us to delete specific calls or all of their call data sooner.
6. Your choices and rights
- Deletion and access requests. Email info@stratiback.com with "Privacy request" in the subject. Tell us the phone number you called from and roughly when you called, or the email you signed up with. We'll verify the request and respond within 30 days. If you were a caller, we may also involve the business you called, since they're our customer.
- Waitlist. You can ask to be removed at any time.
- State privacy rights. Depending on where you live, you may have rights to know, access, correct or delete your personal information. We won't discriminate against you for using them.
7. Security
We use reasonable safeguards appropriate to a small business, including: - encrypted connections (TLS) to our service providers and customer web portal - access limited to authorized StratiBack staff and authenticated business customers - secrets kept out of our code - firewalls that limit which networks can reach our call system (only carrier SIP/RTP media ports and administrative access)
No system is perfectly secure. If a breach affects your personal information, we'll notify you as required by law.
8. Not for health information (no HIPAA)
Stratiphone isn't designed for, and makes no claims about, HIPAA compliance. We don't sign business associate agreements for Stratiphone. Healthcare providers and other HIPAA-covered entities must not use Stratiphone to handle protected health information.
9. Not an emergency service
Stratiphone isn't an emergency service and can't connect callers to 911 or dispatch help. If a caller describes a life-safety emergency, such as a gas smell, fire, smoke, a carbon monoxide alarm or someone hurt, the assistant tells them to get to safety and call 911, and for a gas smell, to leave the building and call the gas company from outside. In an emergency, hang up and call 911, or call your gas utility from a safe place.
10. Children
Stratiphone and stratiphone.com aren't directed to children under 13, and we don't knowingly collect their personal information.
11. Changes
We may update this policy. We'll post the new version here with a new "Last updated" date. If the changes are material, we'll notify business customers by email.
12. Contact
StratiBack LLC
Madisonville, Louisiana, USA
Email: info@stratiback.com