Privacy Policy

AI Receptionist (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy describes how we collect, use, store, and share information about you when you access or use our website, services, and AI-powered communication tools.

By using our website or services, you consent to the practices described in this Privacy Policy. If you do not agree with this policy, please do not use our services.

This policy applies to all visitors, users, and customers of AI Receptionist, including those who interact with our AI receptionist voice system, booking tools, social media management services, and any other features we offer.

We collect several types of information to provide and improve our services:

2.1 Information You Provide Directly

• Contact information such as your name, email address, phone number, and business name when you sign up, request a demo, or contact us.
• Business details including your company size, industry, and service requirements.
• Payment information when you purchase a subscription plan. We do not store full payment card details; these are processed securely by our payment processor.
• Communications you send to us, including emails, support tickets, and feedback.

2.2 Information Collected Automatically

• Device and browser information including IP address, browser type, operating system, and device identifiers.
• Usage data such as pages visited, time spent on pages, features used, and click patterns.
• Log data including access times, error reports, and system activity.
• Cookie and tracking technology data (see Section 5).

2.3 Information from AI Interactions

• Call recordings, transcripts, and voicemails processed through our AI receptionist system.
• Social media messages, comments, and interactions managed through our AI social media tools.
• Appointment booking details and calendar synchronization data.
• Customer inquiries and responses generated or facilitated by our AI systems.

We use the information we collect for the following purposes:

• To Provide Our Services: Operating our AI receptionist, managing appointments, handling customer communications, and delivering social media management tools.
• To Improve Our Services: Training and refining our AI models, enhancing voice recognition accuracy, and developing new features based on user behavior and feedback.
• To Communicate With You: Sending service notifications, updates, marketing communications (with your consent), and responding to your inquiries.
• For Billing and Administration: Processing payments, managing subscriptions, and maintaining accurate business records.
• For Security and Compliance: Detecting and preventing fraud, abuse, or security incidents, and complying with legal obligations.
• For Analytics: Understanding how users interact with our platform to improve user experience and service quality.

By providing your contact information and using our services, you consent to receive communications from AI Receptionist, including:

• Service-related emails and notifications regarding your account, appointments, and AI call activity.
• SMS or voice messages related to appointment confirmations, reminders, or urgent notifications.
• Marketing and promotional communications, including product updates, special offers, and industry insights (you may opt out anytime).
• Customer support responses and follow-ups.

You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails, replying STOP to SMS messages, or contacting us directly. Please note that even if you opt out of marketing messages, we may still send you service-related communications that are necessary for your use of our platform.

For AI receptionist services, your customers who interact with our AI system also consent to having their calls recorded, transcribed, and processed according to this Privacy Policy, as disclosed through your business’s own privacy practices and call notifications.

AI Receptionist uses cookies and similar tracking technologies to enhance your experience, analyze traffic, and understand how our website is used.

5.1 Types of Cookies We Use

• Essential Cookies: Required for the website to function properly, including authentication, security, and session management. These cannot be disabled.
• Functional Cookies: Remember your preferences and settings to provide a personalized experience.
• Analytics Cookies: Help us understand how visitors interact with our website by collecting anonymous data on page visits, feature usage, and navigation patterns.
• Marketing Cookies: Used to deliver relevant advertisements and measure the effectiveness of our marketing campaigns.

5.2 Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. Please note that disabling certain cookies may affect the functionality of our website and services.

We also use analytics tools such as Google Analytics and similar services to collect anonymous usage data. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

AI Receptionist does not sell your personal information. We only share your information in the following circumstances:

6.1 Service Providers

We engage trusted third-party service providers to perform functions on our behalf, including:

• Cloud hosting and infrastructure services
• Payment processing
• Email and SMS delivery services
• Analytics and performance monitoring
• Customer support tools
• Calendar and scheduling integrations

These providers have access only to the information necessary to perform their specific functions and are contractually obligated to protect your data.

6.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities, including to meet national security or law enforcement requirements.

6.3 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity. We will notify you via email or a prominent notice on our website before your information becomes subject to a different privacy policy.

6.4 With Your Consent

We may share your information with third parties when you have given us explicit permission to do so.

We take the security of your personal information seriously and implement industry-standard measures to protect it:

• All data transmitted between your browser and our servers is encrypted using TLS/SSL technology.
• Call recordings and voice data are encrypted at rest and in transit.
• We use secure cloud infrastructure with advanced firewalls and intrusion detection systems.
• Access to personal data is restricted to authorized personnel who need it to perform their job functions.
• We conduct regular security audits and vulnerability assessments.
• We maintain incident response procedures to address potential security breaches promptly.

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to promptly investigating and addressing any security incidents that may occur.

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law:

• Account Information: Retained for the duration of your active account plus 2 years after account closure, unless you request earlier deletion.
• Call Recordings and Transcripts: Retained according to your subscription plan settings. You can configure retention periods in your account dashboard.
• Payment Information: Retained for 7 years to comply with tax and accounting regulations.
• Analytics Data: Anonymized and retained indefinitely for product improvement purposes.
• Communications: Retained for 3 years for customer service and legal compliance purposes.

Upon request, we will delete or anonymize your personal information, except where we are required to retain it by law or for legitimate business purposes.

Depending on your location, you may have certain rights regarding your personal information:

• Right to Access: You have the right to request a copy of the personal information we hold about you.
• Right to Rectification: You can request that we correct inaccurate or incomplete information.
• Right to Deletion: You may request that we delete your personal information, subject to certain legal exceptions.
• Right to Restriction: You can ask us to restrict the processing of your data in certain circumstances.
• Right to Object: You have the right to object to the processing of your personal information for direct marketing purposes.
• Right to Data Portability: You can request a copy of your data in a structured, machine-readable format.
• Right to Withdraw Consent: Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us using the information in Section 13. We will respond to your request within 30 days, as required by applicable law.

Our website may contain links to third-party websites, services, or resources that are not operated or controlled by AI Receptionist. We are not responsible for the privacy practices, content, or security of these external sites.

When you click on a third-party link, you will be directed to that third party’s site. We strongly encourage you to review the Privacy Policy of every site you visit, as their data collection and use practices may differ from ours.

AI Receptionist integrations with third-party calendar systems, social media platforms, and communication tools are subject to those platforms’ respective privacy policies and terms of service.

Our services are not intended for use by children under the age of 13 (or 16 in certain jurisdictions). We do not knowingly collect personal information from children under these ages.

If we become aware that we have collected personal information from a child under 13 without verifiable parental consent, we will take steps to delete that information as quickly as possible. If you believe we may have collected information from a child, please contact us immediately.

Parents and guardians who believe their child has provided us with personal information can contact us to request deletion.

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will:

• Post the updated Privacy Policy on this page with a revised “Last Updated” date.
• Notify you via email or through a prominent notice on our platform at least 30 days before the changes take effect, where required by law.
• Obtain your consent for any material changes that affect how we use your personal information, where required by applicable privacy laws.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our services after any changes constitutes acceptance of the updated policy.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We take all privacy-related inquiries seriously and will make every effort to address your concerns promptly and thoroughly.