Privacy policy
This page says what data we hold, why we hold it and what you can ask us to do with it. We wrote it in plain words. We do not sell personal data, and we do not use it for advertising.
Who we are
CollabEZ FZE LLC, a company in the United Arab Emirates, trading as Sam & Sara. For any privacy question, write to [email protected].
Two roles
For visitors to this site and people who apply, we decide what we do with the data. For clients, we handle their business data on their instructions. The client decides what is collected from its own customers, and we only act on that client’s instructions.
What we collect
| From | What | Why |
|---|---|---|
| Visitors and applicants | The form fields: name, work email, company, website, revenue band and notes. Page visits and device data from analytics. | To answer you, to decide whether we can help, and to keep the site working. |
| Calls and chats | Audio recordings, transcripts, the phone number, the time and the outcome. | To keep records, fix errors and show the owner what happened. |
| Clients | Business documents, customer and job data, email and calendar content, financial data from connected tools, and hiring candidates’ applications. | To run the service the client asked for. |
| The client’s customers | What they say to Sara in calls, chats and texts. | To answer them and to book and follow up for the client. |
How we use it
We use data to answer your request, to run the service, to improve quality and fix errors, to keep records of consent, to keep the service safe and to meet legal duties. We do not sell personal data. We do not use it for advertising.
AI and training
Sara and Sam use AI models from outside providers to read and write. We do not use client data or recordings to train any general AI model, ours or a provider’s. People at Sam & Sara may read conversations to fix errors and run the service.
Calls and recording
Sara says she is an AI at the start of every call. Calls are recorded and transcribed, and the greeting says so. You can ask us to delete a recording by writing to [email protected]. See the Trust page for the full notice.
Who we share it with
We share data with providers that help us run the service, by category:
- Hosting and email: Cloudflare and Resend.
- Telephony and text messages.
- AI model providers.
- Payments.
- The client’s own connected tools, such as Gmail, Outlook or QuickBooks, when the client connects them.
We also share data when the law requires it, to protect people’s safety, or in a sale of the business. The Trust page lists these providers, and each client agreement names the ones that touch that client’s data.
Google and QuickBooks data
If a client connects Gmail, Google Calendar or QuickBooks, we read and write only what the service the client asked for needs. We use that data only to provide that service. We follow the Google API Services User Data Policy, including its Limited Use requirements.
How long we keep it
| Data | How long |
|---|---|
| Consent records | 5 years. |
| Recordings and transcripts of prospects | 12 months. |
| Recordings and transcripts of a client | While they are a client, plus 90 days, unless the client asks for less. |
| A client’s business data | Deleted or returned within 30 days of the end of the contract. |
Where it is stored
This site runs on Cloudflare’s global network. Client data is stored with our hosting providers, and each client agreement names the regions. Our staff are based in the United Arab Emirates and may access data from there.
Your choices
You can ask to see, correct, delete or export your data, and to stop calls and emails. Write to [email protected]. We answer within 30 days.
Security
Data is encrypted in transit and at rest by our hosting providers. Access is limited to what each job needs, each client’s data is kept separate, and access is logged. We hold no security certification, such as SOC 2, today, and we do not claim one.
State privacy rights
Residents of some US states, such as California, Texas and Florida, have rights to see, correct and delete their data and to opt out of its sale or sharing. We apply the same choices to everyone, and we do not sell or share personal data for advertising.
Children
Sam & Sara is for businesses. It is not for anyone under 18, and we do not knowingly collect data from them.
Changes
When we change this policy, we change the date at the top. For a major change, we email clients before it applies.