Red Flannel Solutions (“we”, “us”, “our”) operates the Red Flannel Intelligent Virtual Assistant (“RF IVA”, “the Service”). This Privacy Policy describes how we collect, use, store, and share information when you use the Service, including when you connect Google or Microsoft accounts.
Last updated: October 9, 2026
This policy applies to business customers and their authorized users who configure or use RF IVA (for example, connecting a calendar or receiving calls handled by the assistant). It also applies to people who call or message a business that uses the Service, including on WhatsApp and Facebook Messenger.
If you connect a Google account, RF IVA accesses Google user data only to provide scheduling features you request, including:
We use Google user data solely to operate RF IVA’s scheduling features. We do not sell Google user data. We do not use Google user data for advertising. We do not use Google user data to train generalized AI/ML models. Human access to Google user data is limited to securing, supporting, or improving the Service, or where required by law.
Our use of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.
If you connect Microsoft 365, we use calendar and profile data for the same scheduling purposes described above. Call and telephony metadata are used to operate the virtual receptionist (greeting, routing intents, booking confirmations, and troubleshooting).
Speech-to-text, text-to-speech, and language understanding may be processed by our systems and subprocessors (for example, Cartesia for voice synthesis/recognition and local or hosted language models for intent handling) solely to provide the call experience and related features.
A business may offer the Service on WhatsApp and on Facebook Messenger. When a person calls or messages that business there, we receive the conversation through the WhatsApp Business Platform and the Messenger Platform so the receptionist can answer, route the person to the right staff member, and send the reply the business authorizes.
From WhatsApp we may receive the person’s phone number and WhatsApp identifier, the profile name WhatsApp provides, the text of messages, image, document, audio, and video files they send, the time of each message, and delivery status. A WhatsApp voice call is handled like any other business call: we receive the caller number and the call audio, transcript, and outcome needed to answer and route it.
From Facebook Messenger we may receive the page-scoped identifier Meta assigns to that person for the business’s Page, the name Meta provides with the conversation, message text and attachments, and the time of each message.
We use this information only to provide the receptionist for that business, to keep a record of the conversation for that business, and to support and secure the Service. We do not sell WhatsApp or Messenger information. We do not use it to advertise, to build advertising profiles, or to share it with another business for that business’s own marketing. We do not use WhatsApp or Messenger content to train generalized artificial intelligence models.
Meta processes the same conversation as the provider of WhatsApp and Messenger, under Meta’s own terms. We also use the service providers described in this policy, including hosting and, for voice, speech recognition and synthesis, only to operate the call or message.
A person who wants the WhatsApp or Messenger information we hold about them deleted may email cliff.haas@redflannel.ai. The email should include the phone number or the name used in the conversation and the business they contacted. We will delete the messages, media, and identifiers we hold for that conversation, except where we must keep a record to secure the Service, prevent fraud, or comply with law. Stopping messages to the business in WhatsApp or Messenger stops new messages from reaching us.
We share information only with:
We do not sell personal information.
We retain connected-account tokens until you disconnect the account or your organization closes the Service. Call activity logs, WhatsApp and Messenger conversations, and booking records are retained as needed for the Service, support, security, and legal obligations, then deleted or anonymized. A deletion request under section 6 is handled as described there.
We use administrative, technical, and organizational measures appropriate to the sensitivity of the data, including encrypted transport (HTTPS/TLS), restricted server access, and secrets stored outside application source code.
The Service is intended for business use and is not directed to children under 13 (or the equivalent age in your jurisdiction).
We may update this policy from time to time. The “Last updated” date will change when we do. Material changes will be reflected on this page.
Red Flannel Solutions
Email: cliff.haas@redflannel.ai
Web: https://iva.redflanneltech.com/