Your data when you call

Who decides how your data is used

When you call a garage that uses Prospectrum, your call may be answered by a phone assistant powered by artificial intelligence. The assistant tells you so in its first sentence.

The garage you called decides what happens to your data: it is the controller under the GDPR. Prospectrum provides the tool and acts solely on that garage’s behalf and on its instructions, as a processor (Article 28 of the GDPR).

In practice: for any question or request about your data, contact the garage first. If you cannot reach it, write to contact@prospectrum.ai — we will pass your request on to the garage concerned, whose responsibility it is to answer.

What is collected

• Your phone number, as shown on the call.
• The audio recording of the conversation.
• The written transcript of the conversation and its summary.
• What you say during the call: your name, your vehicle or its registration plate, the reason for your call, the appointment details.

Nothing else is collected about you: not your location, not your contacts. Your number may be checked with the telephony operator to screen out unwanted automated calls, but no other outside information is gathered. You do not need to share sensitive information (health, personal circumstances) to book an appointment.

Recording is part of the service and starts as soon as the call is answered: it cannot be interrupted mid-conversation, including when the assistant puts you through to the garage. If you would rather not be recorded, go to the garage in person or write to it.

Why

• To handle your call: answer your request, book or change an appointment, pass a message to the garage, arrange a call-back.
• To send you the confirmation or reminder for your appointment by SMS.
• To run and secure the service: fix errors, prevent abuse and check the quality of the assistant’s answers.

Legal bases (Article 6 of the GDPR): performance of pre-contractual steps and of the service you request, for booking (Art. 6.1.b); the legitimate interest of the garage and its provider in a reliable and secure service, for security, error correction and quality control (Art. 6.1.f).

For how long

These are maximums, enforced by an automatic daily purge: when they expire, personal data is deleted or permanently anonymised. The two years on the customer record match the real return cycle for vehicle servicing — the French roadworthiness test is every two years — so that you are recognised if you call again, without keeping anything longer.

Who your data is shared with

To operate, the service relies on technical providers. They act only on instruction, do not use your data on their own account or for advertising, and are contractually bound by the same obligations (Article 28.4 of the GDPR). They are:

• a telephony and SMS operator;
• artificial-intelligence voice-processing providers (speech recognition, response generation, speech synthesis);
• a hosting provider, where the data is stored and encrypted in France.

Some of these providers are established outside the European Union, mainly in the United States. Those transfers are covered by the safeguards in Chapter V of the GDPR: an adequacy decision, or standard contractual clauses accompanied by a transfer impact assessment.

Prospectrum does not sell, rent out or hand over your data. We do not use recordings or transcripts to train artificial-intelligence models, and we select providers whose terms exclude that use — within the limits of what they contractually commit to.

The garage itself does have access to your exchange with the assistant: that is the whole point of the service. Each garage can access only its own calls.

See the named list of providers

Is any decision automated?

No. The assistant books appointments and passes on requests; no decision producing legal effects or significantly affecting you is taken automatically. The assistant is designed not to diagnose and not to give technical advice — those questions are passed to the garage — though no such safeguard can be guaranteed absolute. Separately, automatic screening of unwanted calls may end a call before it is handled, based on the rules the garage has set and the type of calling line; if your call is ended in error, contact the garage directly.

Your rights

You have the following rights over data about you (Articles 15 to 22 of the GDPR):

• access your data and obtain a copy of it;
• have it corrected if it is inaccurate or incomplete;
• ask for it to be erased;
• ask for its processing to be restricted;
• object to its processing on grounds relating to your particular situation;
• receive the data you provided in a reusable format (portability).

These rights are exercised with the garage you called, which is the controller. If you cannot reach it, write to contact@prospectrum.ai and we will pass your request on. The garage must answer within one month, extendable by two months if your request is complex (Article 12.3 of the GDPR).

You may also lodge a complaint with the CNIL — 3 place de Fontenoy, TSA 80715, 75334 Paris Cedex 07 — or at cnil.fr.