Privacy Policy

CloudSecretary is a service operated by Yo Respondo Telesecretariado S.L. (tax ID B-85171379), registered in the Mercantile Registry of Madrid, with its registered office at Comunidad de Canarias 46, 28231 Las Rozas, Madrid, Spain. In this policy, "we", "us" and "CloudSecretary" mean that company.

Contact for any privacy matter: info@cloudsecretary.com.

This policy explains how we handle personal information in two distinct situations, which are worth separating because the rules differ:

As a controller — information you give us directly: visiting this website, submitting a form, requesting a callback, opening an account, or being an authorized contact of a client.

As a service provider on behalf of our clients — information about their callers, captured when we answer a call. That information belongs to the client, not to us. We process it under their instructions and for no other purpose. If you are a caller trying to exercise a right over information taken during a call, the business you called is the one to contact; we will assist them.

From this website: name, phone number, email address, business type, approximate call volume, language preference, message content, the page you submitted from, and campaign parameters (UTM). Plus technical data: IP address, browser and device type, and pages visited.

From account holders: billing contact details, the phone numbers connected to the service, your call script and instructions, and your team’s contact details for message delivery.

From calls we answer on behalf of a client: whatever that client’s script instructs us to capture — typically the caller’s name, phone number, reason for calling, and the answers to the client’s own qualifying questions.

What we never collect

We do not record calls. The service is live answering, message taking and scheduling. Recording is not enabled by default on any account, and where a client requests it we will only proceed once applicable notice and consent requirements have been addressed.

We do not take payment card numbers, bank details, Social Security numbers or passwords over the phone, on any account. If a caller begins to provide them, the receptionist stops them.

• To respond to your enquiry and call you back when you ask us to
• To provide the service: answering, message taking, scheduling and escalation
• To bill you and keep the accounting records the law requires
• To send operational messages about your account (not marketing)
• To protect the service against abuse, spam and fraudulent form submissions
• To comply with legal obligations

We do not sell personal information. We do not share it with third parties for their own marketing.

Where European data protection law applies, our grounds are: performance of a contract (providing the service), legal obligation (accounting and tax), legitimate interest (security, preventing abuse, responding to enquiries you initiate) and consent (where specifically requested).

Depending on where you live, you may have the right to know what personal information we hold, to receive a copy, to have it corrected or deleted, to limit or object to certain processing, to have it transferred, to withdraw consent, and not to be discriminated against for exercising any of these.

Several US states — including California, Colorado, Connecticut, Texas and Virginia — grant residents specific rights of this kind. To exercise any right, write to info@cloudsecretary.com. We will verify your identity before acting and respond within the period the applicable law requires.

Enquiries that don’t become accounts: kept for up to 12 months from the date you contact us, so we can follow up, and then deleted automatically together with any notes about the enquiry. You can ask us to delete them sooner at any time.

Client accounts: for the duration of the contract, and afterwards for the periods commercial and tax law require — six years for accounting documentation under Spanish law.

Call records held for a client: for the retention period that client sets on their account, after which they are deleted. Clients may request earlier deletion of a date range and we confirm it in writing.

We use third-party providers to run the service — hosting, telephony, email delivery, payment processing and analytics. They act on our instructions and may only use the information to provide their service to us.

The company operating CloudSecretary is established in Spain, and personal information may be processed in the European Economic Area and in other countries where our team and providers operate. Where information is transferred outside a jurisdiction with equivalent protection, we rely on the safeguards required by applicable law.

Access to client accounts and call records is restricted to the receptionists assigned to that account and the users the client authorizes. Account access is logged. Our receptionists work under written confidentiality obligations covering everything they hear on a client’s line.

No system is perfectly secure, and we do not claim otherwise. If a breach affecting your information occurs, we will notify you and the relevant authorities as required by law.

This site uses cookies and similar technologies. What they are, which ones we use and how to refuse them is set out in our Cookie Policy.

The service is for businesses. It is not directed at anyone under 18 and we do not knowingly collect information from children.

We will post any change on this page and update the date at the top. Material changes affecting account holders will also be sent by email.

Yo Respondo Telesecretariado S.L. Comunidad de Canarias 46, 28231 Las Rozas, Madrid, Spain info@cloudsecretary.com

If you are in the European Economic Area and believe we have handled your information improperly, you may complain to the Spanish data protection authority (Agencia Española de Protección de Datos).