This notice concerns the Smet Software Solutions receptionist pilot and its connected Google account features. The service is undergoing supervised testing. Routine call forwarding has not been activated. Publishing this notice does not enable call handling.
Controller and contact
Sander Smet, Belgian sole proprietor trading as Smet Software Solutions. Address: Vijfstraten 103 bus 201, 9100 Sint-Niklaas, Belgium. Enterprise number: 1010.519.769. Effective date: 28 September 2026. Contact: info@smetsoftwaresolutions.be.
What we process
When enabled, unanswered calls to the owner's shared personal/business number can reach an AI receptionist. It identifies itself as AI, takes messages in Dutch, English or French, and prepares English summaries. Each assistant session is limited to 120 seconds. You may decline, hang up or email instead. Already processed information is not automatically erased when you hang up.
We process network-provided telephone numbers, call identifiers, times, duration, outcome, speech, transcripts, replies and summaries, including names, company, callback details and enquiries you provide. Avoid passwords, payment details and unnecessary sensitive information.
- Twilio connects calls, carries audio/metadata and supplies history for recovery.
- Google Gemini processes audio and conversation context, transcribes, generates replies, summarizes/classifies messages and synthesizes speech.
- Our hosted app temporarily processes audio and stores encrypted call content; identifiers, timing and delivery state remain operational metadata. Cloudflare carries traffic through its proxy/tunnel.
- Telegram receives owner summaries or status notices for all call types, including personal calls, silence, rejection and failures. Outages can cause delays, duplicates or notices without conversation content. Bot messages use Telegram's cloud chats, not end-to-end encrypted Secret Chats.
- Google Drive receives confidently identified business IT notes in the owner's configured folder, potentially including a supporting caller quotation. Telegram receives the note link. The app does not make notes public.
The owner reads messages. Provider retention and access depend on applicable terms and settings; we do not promise zero retention or no provider personnel access.
Connected Google account
Only the owner connects Drive. The requested drive.file scope covers app-created or explicitly selected files, not all Drive documents. The pilot creates/reuses its folder, creates notes and checks associated metadata. It stores refresh credentials in restricted configuration and retains file identifiers/links. It does not browse unrelated documents or send Drive document contents to Gemini.
Google user data supports these features, not advertising, sale or model training by this app. Use and transfer follow the Google API Services User Data Policy, including Limited Use where applicable. Google's handling of audio submitted to Gemini is separate.
Revoke access through Google Account connections. Revocation stops future authorized Drive operations, not existing copies. Contact us to remove stored credentials or request deletion.
Retention and owner voice
The app does not intentionally save raw caller recordings to disk. Local transcript cleanup is due after 24 hours once summarized, except pending classification retries (three attempts maximum). Other local records become eligible after 30 days when all delivery jobs finish. Blocked/undelivered jobs currently have no automatic retention maximum. Cleanup is periodic logical deletion, not guaranteed physical erasure from journals or backups. Drive/Telegram copies are not automatically deleted.
Manual retention routine: the owner reviews retained records weekly. Personal/status Telegram notices are removed after 30 days and business notices after 90 days, by the next weekly review. Unsuccessful or inactive IT lead notes are reviewed at 12 months after the last contact and removed unless a documented continuing purpose justifies keeping them; those exceptions are reviewed monthly. Necessary accepted-project information is managed separately as customer records. Delivery failures are resolved or abandoned at 30 days, except documented active issues reviewed monthly. Call-data backups, if kept, rotate after 30 days; deletions must be reapplied after restoration. This is owner-managed cleanup, not an automatic deletion feature of this application.
Optional owner voice enrollment sends reference audio and explicit consent to Google. The app stores the voice identifier; source recordings remain under owner control. Callers' voices are not enrolled. Profile removal requires operator/provider action. The routine removes reference recordings seven days after successful enrollment and keeps restricted consent evidence while the profile is in use, reviewing removal when the profile is retired.
Purposes and lawful bases
Purposes are receiving messages, handling enquiries, notifying the owner and limiting abuse. The basis for missed-message handling, owner notifications and abuse controls is our legitimate interest in receiving concise communications and running the service safely (GDPR Article 6(1)(f)), assessed for necessity and balanced against callers' interests and rights. Where a prospective individual customer asks for necessary steps before a contract, Article 6(1)(b) may apply to those steps. Optional owner voice enrollment uses the owner's separate, withdrawable consent (Article 6(1)(a)). Neither calling nor Google authorization is blanket consent to process callers' information.
AI classification controls note filing; limits may end/reject calls. The assistant cannot accept work or contracts. Summaries can contain errors.
Providers and international processing
Providers may process information outside Belgium and the European Economic Area; we do not promise EU-only processing or zero provider retention. Twilio's data protection addendum describes its controller/processor roles and applicable transfer mechanisms, including adequacy frameworks, binding corporate rules and standard contractual clauses. The paid Gemini API terms provide that prompts and responses are not used to improve Google's products, while allowing limited security/abuse logging and international processing. The pilot uses a billing-enabled project; this is separate from personal Drive.
Personal Drive uses Google's consumer service terms, not a Google Workspace processor agreement. See Google's consumer-service explanation and transfer frameworks. Telegram explains cloud storage, sharing and safeguards in its privacy policy. Cloudflare's privacy policy describes its network processing. These services may retain copies under their own terms and legal obligations. Contact us for details of the safeguards applicable to this pilot.
Your rights
Contact us for access, correction, deletion, restriction, objection or applicable portability, and to withdraw consent where relied upon without affecting earlier lawful processing. You can object to processing based on legitimate interests. We may verify identity before disclosing information. Requests are handled through the contact email above; there is no self-service deletion portal. Rights have conditions under the GDPR. You may complain to the Belgian Data Protection Authority.