Spoto Privacy Policy

Last updated: 2 October 2026
Effective from: 2 October 2026

This policy explains what information the Spoto app and the Spoto phone agent handle, why, who it is shared with, and what choices you have.

Spoto is provided by Spoto, Baghdad, Iraq ("Spoto", "we", "us"). You can reach us at info@spoto.io.

1. Who this policy is for

Spoto has two parts:

The phone agent — an AI voice agent that answers a business's phone line and records appointments, orders and tickets (complaints and requests) for that business.
The Spoto app — a mobile app for the owner and staff of that business, used to see and manage what the agent recorded and to add records themselves.

Two groups of people are affected, and we treat their information differently:

You are	What applies to you
An owner or staff member who signs in to the app ("you", "app user")	Sections 2 to 12. For your account information, Spoto decides how it is used.
A customer or caller of a business that uses Spoto	Section 3. The business you called decides how your information is used. Spoto handles it only on that business's behalf.

The app is for businesses. It is not offered to the general public, there is no sign-up, and accounts are created by Spoto by invitation only.

2. Information we collect about app users

2.1 Account information

Your email address and password. The password is stored only in hashed form by our authentication provider. We cannot read it.
Your display name and, if provided, your phone number.
Your role in the business (for example owner or staff), which business or businesses you belong to, who invited you, and when you last used the app.

2.2 Device and app information

A push notification token, your device platform (iOS or Android), the app version and your language, so that we can send notifications to your device.
When you send a support request or an account deletion request: the app version, build number, platform, operating system version, device model and language, together with the subject and message you write.

2.3 Your settings

Language, appearance (light or dark), notification choices, quiet hours and time zone.
Whether the app lock is switched on. The app lock uses your phone's own lock (Face ID, fingerprint, PIN or passcode). Your biometric data never leaves your phone and is never sent to Spoto.

2.4 What you do in the app

A record of changes. When you or the phone agent create or change a record (an appointment, an order, a ticket, a product, working hours and similar), we keep an audit entry showing what changed, when, and who did it. This protects the business in a dispute, for example "I never placed that order".
Usage and diagnostic data, described in section 5.

2.5 What the app does not collect

The app does not access your location, contacts, camera, microphone, photos or files. The only device permissions it asks for are notifications and the phone's own lock (biometrics) for the app lock.

3. Information about a business's customers and callers

When a business uses Spoto, the following information about its customers is stored in that business's account. It comes from calls answered by the phone agent and from what the business's own staff enter in the app.

Identity and contact: name, phone number, and optionally a second phone number.
Optional profile details the business chooses to add: year of birth (shown as an age), area of residence, marital status, and free-text notes.
Appointments: who it is for, with which staff member or resource, when, its status, and notes.
Orders: the items, quantities, prices, total, pickup or delivery, the delivery address, notes and status.
Tickets: complaints, special requests and other follow-ups, including the subject, details, internal staff notes, status and resolution.
Call records: the caller's number, the time and length of the call, what the call was about, and how it ended.
Call recordings and transcripts: the audio of calls answered by the phone agent, and a written transcript of what was said.

Call recordings and transcripts. The caller's voice is processed in real time by our voice technology providers so that the agent can understand and answer. Calls answered by the phone agent are recorded, and a transcript of each call is logged and stored. A recording or transcript contains whatever the caller says during the call, which can include personal details beyond those listed above. We use recordings and transcripts to operate the phone agent, to check what was said when a booking, an order or a ticket is disputed, to investigate calls that went wrong, and to maintain and improve the quality of the agent. Access to them is limited to authorised Spoto personnel. Recordings and transcripts are not shown or played in the app.

Who is responsible. The business is the controller of this information. It decides what is collected and how it is used, and it is responsible for telling its customers about that. Spoto processes this information only to provide the service to that business, under our agreement with it.

If you are a caller or customer and want to see, correct or delete information a business holds about you, please contact that business directly. If you contact us, we will pass your request to the business and help it respond.

4. How we use information

We use the information above to:

Provide the service — sign you in, show you your business's records, let you create and update them, and keep the app and the phone agent in step with each other.
Keep businesses separate — every record belongs to one business, and an account can read only the businesses it is a member of.
Send notifications you have switched on, such as a new booking, a new order, an urgent ticket, a call that went wrong, or a daily summary.
Keep the service secure — prevent unauthorised access, limit abusive request rates, and keep the record of changes described in section 2.4.
Provide support and act on requests you send us, including account deletion requests.
Understand and improve the app — see which screens and features are used, and find and fix crashes and errors (section 5).
Operate and improve the phone agent — review call recordings and transcripts to resolve disputes, investigate failed calls and improve how the agent understands and answers callers (section 3).
Operate the business relationship — manage the subscription status of the business's plan and send service announcements.
Comply with the law and enforce our Terms of Service.

We do not sell personal information. We do not use it for advertising. We do not track you across other companies' apps or websites.

5. Analytics and error reporting

The app uses PostHog (hosted in the European Union) to collect product analytics and error reports. This is how we learn which features are used and what has broken.

What is collected

Which screens you open.
A fixed list of named actions, for example "an order was moved to the next stage" or "a ticket was created", with non-identifying details such as the type of record or the status it moved to.
Crash and error reports, including technical stack traces.
Your account ID (a random identifier, not your email) and your business ID, so that events can be attributed to an account and a business.

What is never collected

Customer or caller names, phone numbers or addresses.
Order contents, ticket text, notes, search text or anything else you type.
Your email address.
Screen recordings. Session replay is switched off.
On-screen text. Automatic capture of screen content is switched off.

Every event is passed through an automatic filter on your device that removes anything shaped like a phone number or an email address before it is sent.

Your choice. You can switch analytics off at any time in Settings → Privacy & security → Help improve Spoto. Switching it off stops the collection.

6. Notifications

If you allow notifications, we send them through Firebase Cloud Messaging (Google) and, on iPhone and iPad, Apple Push Notification service.

A notification carries only a short, general message and a reference to the record, for example "A new appointment was booked." It does not contain a customer's name, phone number or address. The details are loaded inside the app, after you open it and are signed in.

You choose which notifications you receive, and you can set quiet hours, in Settings → Notifications. You can also switch notifications off in your phone's settings.

7. Information stored on your device

To open quickly and to work with a poor connection, the app keeps a copy of recent business records in its own private storage on your device. This can include customer names, phone numbers, addresses and ticket text.

This copy is removed when you sign out.
Your sign-in session is kept in your device's secure storage.
On Android, the app's data is excluded from device backups.
The optional home screen widget shows only the time and the staff member or resource for upcoming appointments. It never shows a customer's name or number.

Because business phones are often shared or left on a counter, we recommend switching on the app lock in Settings.

8. Who we share information with

We share information only as described here.

Service providers. These companies process information on our behalf, under contract, to run the service:

Provider	What it does
Supabase	Database hosting, sign-in and authentication, server functions
Google — Firebase Cloud Messaging	Delivering push notifications
Apple — Apple Push Notification service	Delivering push notifications on iPhone and iPad
PostHog (EU)	Product analytics and error reporting (section 5). Customer and caller information is never sent to it
Google — Gemini	Real-time AI voice processing for the phone agent
LiveKit	Carrying and recording the phone agent's calls
Telephony and hosting providers	Connecting the business's phone line to the agent

Other members of your business. People who belong to the same business in Spoto can see that business's records, according to their role. Records you create or change show your name.

Apps you choose to open. When you tap Call or WhatsApp, the app hands the phone number to your phone's dialler or to WhatsApp. What happens next is governed by that service's own terms and privacy policy.

Legal reasons. We may disclose information if the law requires it, or to protect the rights, safety or property of Spoto, our customers or others.

Business transfers. If Spoto is involved in a merger, acquisition or sale of assets, information may be transferred as part of it. We will tell affected businesses.

9. International transfers

Our service providers may process information in countries other than the one you are in, including countries outside Iraq. Where we transfer information, we rely on contractual commitments from those providers to protect it.

10. How long we keep information

Information	How long
Your account	For as long as the account exists. After a confirmed deletion request it is deleted or anonymised within 30 days, except where the law requires us to keep it longer
A business's records (customers, appointments, orders, tickets, call records)	For as long as the business uses Spoto. Cancelled records are kept and marked as cancelled, not erased, so that the business's history stays accurate. After the business's service ends, they are deleted or anonymised within 30 days unless the business asks for them sooner or the law requires otherwise
Call recordings and transcripts	90 days after the call, then deleted, unless a recording is needed for an open dispute or the law requires us to keep it longer
The record of changes (audit entries)	Kept readily available for 12 months, then moved to an archive, and removed together with the business's records as above
Support requests	12 months after they are resolved
Analytics and error reports	According to PostHog's retention settings for our account, currently 12 months
Data cached on your device	Until you sign out or uninstall the app

11. Security

We protect information with measures that include:

Encryption in transit between the app and our servers.
Strict separation between businesses, enforced in the database itself, so that an account can read only its own business's records.
Role-based permissions, checked on the server for every change.
Rate limits on sign-in and on writes.
Sign-in sessions held in the device's secure storage, an optional app lock, and "sign out of all devices".
A record of every change, which cannot be edited or deleted through the app.

No system is perfectly secure. If we learn of a breach that affects your information, we will notify the affected businesses and, where the law requires, the relevant authorities.

You are responsible for keeping your password confidential and your phone locked.

12. Your choices and rights

In the app, you can:

Switch analytics off (Settings → Privacy & security).
Choose your notifications and quiet hours (Settings → Notifications).
Switch the app lock on or off.
Sign out of this device, or of all devices.
Request deletion of your account (Settings → Request account deletion). Nothing is deleted until Spoto has confirmed the request with you. You can also make this request by email to info@spoto.io.

You can also ask us to:

Give you a copy of the personal information we hold about you.
Correct information that is wrong.
Delete your information, or restrict how we use it.
Explain anything in this policy.

Depending on where you live, the law may give you further rights. To make a request, write to info@spoto.io. We may need to confirm your identity first. We will answer within 30 days.

Deleting your account removes your access. It does not delete the business's records, which belong to the business. If you are the only owner of a business and want its records deleted too, say so in your request.

13. Children

Spoto is a business tool. It is not directed at anyone under 18, and we do not knowingly create accounts for children. If you believe a child has an account, contact us and we will remove it.

14. Changes to this policy

We may update this policy. When we make a material change, we will tell you through an announcement in the app before it takes effect, and we will change the "Last updated" date above. Continuing to use Spoto after a change takes effect means you accept the updated policy.

15. Contact

Spoto
Baghdad, Iraq
Email: info@spoto.io

You can also contact us from the app: Settings → Contact support.

This policy is available in English and Arabic. If the two versions differ, the Arabic version applies.