Privacy Policy
Your privacy and data protection are our top priority
📋 1. Information We Collect
We collect information to provide and improve our AI virtual receptionist services:
🔐 Account Data
- • Name and email address
- • Company information
- • Phone numbers and business details
- • Account preferences and settings
💳 Payment Information
- • Billing address and contact details
- • Payment method (processed by Stripe)
- • Subscription and usage data
- • Invoice and transaction history
📞 Call Data & Recording
- • Call recordings with explicit consent
- • Call transcripts and AI analysis
- • Caller information and metadata
- • Recording consent documentation
- • Spam detection and screening results
- • Call duration, timing, and outcomes
- • Call forwarding and transfer records
📊 Usage Analytics
- • Service usage patterns
- • Performance metrics
- • Feature usage statistics
- • Error logs and diagnostics
🎯 2. How We Use Your Information
We use your information to:
Service Operations
- ✓ Provide AI virtual receptionist services
- ✓ Process and route phone calls
- ✓ Generate transcripts and analytics
- ✓ Detect and block spam calls
Business Management
- ✓ Process payments and billing
- ✓ Manage subscriptions
- ✓ Provide customer support
- ✓ Send service notifications
Service Improvement
- ✓ Improve AI accuracy and performance
- ✓ Develop new features
- ✓ Analyze usage patterns
- ✓ Personalize your experience
Legal Compliance
- ✓ Comply with legal obligations
- ✓ Respond to legal requests
- ✓ Protect against fraud
- ✓ Enforce our terms of service
🔒 3. Data Security
We implement enterprise-grade security measures to protect your information:
🛡️ Encryption
- • AES-256 encryption at rest
- • TLS 1.3 for data in transit
- • End-to-end encrypted call data
- • Encrypted database backups
🏢 Infrastructure
- • Google Cloud secure data centers
- • Multi-region data replication
- • 24/7 security monitoring
- • Regular penetration testing
👥 Access Control
- • Role-based access permissions
- • Multi-factor authentication
- • Regular access reviews
- • Employee security training
📋 Compliance
- • SOC 2 Type II certified
- • GDPR compliant
- • Call recording consent compliance
- • State-specific two-party consent
- • FCC and FTC regulatory compliance
- • Regular compliance audits
- • Data breach response plan
🤝 4. Data Sharing
⛔ What We Don't Do
We never sell, trade, or rent your personal information to third parties.
Limited Sharing Scenarios
We may share your information only in these specific cases:
🛠️ Service Providers
- • Stripe for payment processing
- • Google Cloud for hosting
- • Twilio for voice, SMS, and WhatsApp services
- • Meta Platforms for WhatsApp Business API
- • Analytics providers
⚖️ Legal Requirements
- • Court orders or subpoenas
- • Legal compliance obligations
- • Fraud prevention
- • Safety and security
✓ With Your Consent
- • Integration with your systems
- • API access you authorize
- • Third-party services you enable
- • Data exports you request
🏢 Business Transfers
- • Mergers or acquisitions
- • Asset sales
- • Business reorganization
- • Bankruptcy proceedings
🎙️ 5. Call Recording & Consent
Legal Compliance: We comply with all federal and state call recording laws, including two-party consent requirements.
⚖️ Consent Requirements
- • Explicit consent required for all call recordings
- • Two-party consent for 12 states (CA, CT, FL, IL, MD, MA, MI, MT, NV, NH, PA, WA)
- • Automatic consent detection based on caller location
- • Consent documentation stored with each call
🛡️ Your Rights
- • Right to decline call recording
- • Access recordings involving your calls
- • Request deletion of call recordings
- • Download transcripts of recorded calls
📊 What We Record
- • Audio recording of conversation
- • Call transcription (text version)
- • Call metadata (duration, timestamp)
- • Consent verification documentation
🔐 Data Protection
- • Encrypted storage of all recordings
- • Access controls for recordings
- • Automatic deletion after retention period
- • Audit logging for recording access
🛡️ 6. Your Privacy Rights
You have comprehensive control over your personal data:
📄 Access Rights
- ✓Access and download your data
- ✓Receive data in portable format
- ✓View how data is processed
✏️ Modification Rights
- ✓Correct inaccurate information
- ✓Update your preferences
- ✓Modify consent settings
🗑️ Deletion Rights
- ✓Request data deletion
- ✓Account closure and cleanup
- ✓"Right to be forgotten"
⚙️ Control Rights
- ✓Object to processing
- ✓Restrict data use
- ✓Withdraw consent anytime
Exercise Your Rights: Contact us at [email protected] or use your dashboard settings to manage your data preferences.
📱 6. SMS & WhatsApp Messaging
We offer SMS and WhatsApp messaging for appointment confirmations, reminders, and important service notifications.
📋 Message Types
- • Appointment confirmations and reminders
- • Service notifications and updates
- • Follow-up messages after calls
- • Account-related notifications
- • Critical service alerts when necessary
✅ Consent Requirements
- • Express written consent required before first message
- • Clear consent disclosure of message types and frequency
- • Easy opt-out via reply STOP, HELP, or CANCEL
- • Consent documentation stored with your account
⏰ Message Timing
- • Messages sent only during 8am-9pm local time
- • No overnight messaging except emergencies
- • Respect quiet hours and weekends
- • Frequency limits to prevent message spam
🛡️ Data Protection
- • Phone numbers encrypted and securely stored
- • Twilio SOC 2 compliance for SMS processing
- • Meta Business compliance for WhatsApp
- • 90-day message retention for service delivery
📞 SMS (Text Messages)
- • Carrier rates may apply - check with your provider
- • Message frequency: 2-4 messages per month maximum
- • Reply STOP to unsubscribe anytime
- • Reply HELP for assistance and contact info
- • We don't share your number with third parties
💬 WhatsApp Messages
- • No additional charges from WhatsApp
- • Enhanced message content with formatting
- • Interactive features (buttons, quick replies)
- • Same opt-out rights as SMS
- • End-to-end encryption via WhatsApp platform
🎯 Your Messaging Rights
- • Right to decline messaging during account setup
- • Right to opt-out anytime via STOP or account settings
- • Right to request message history involving your number
- • Right to choose SMS vs WhatsApp or disable both
- • Right to report compliance issues to support team
🍪 7. Cookies and Tracking
We use cookies and similar technologies to enhance your experience and analyze service usage.
⏱️ 8. Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations. Call recordings and transcripts are retained for 90 days unless otherwise specified in your subscription agreement. SMS and WhatsApp messages are retained for 90 days for service delivery and compliance purposes.
📧 9. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us at:
Email: [email protected]
Address: AI Virtual Receptionist, 20 Bay Street 11th Floor Toronto, M5J 2N8
📝 10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "last updated" date.