Privacy policy

Who this covers

AI Receptionist is an AI assistant that businesses use to answer their phone calls, texts and website chat. That means we handle information about three groups of people:

• Our customers: the businesses that sign up, and the people on their team who use the dashboard. For their account information we decide how it is used.
• People who call, text or chat with a business that uses AI Receptionist. We handle this information on behalf of that business and only to provide the service to it. The business decides why it is collected; its own privacy policy also applies, and requests about it are best sent to that business. We will help it answer them.
• Visitors to this website, including anyone who uses the chat bubble or the contact form.

What we collect

• Account details: name, email address, business name and details, team members, and the settings and information a business gives its assistant (hours, services, FAQs, documents).
• Conversations: for calls, texts and chats handled for a business, the phone number or contact details of the caller, what was said (transcripts and, where the business has recording on, audio recordings), summaries, messages taken, bookings and follow-ups. The assistant tells callers it is an AI, and, where required, that the call may be recorded.
• Billing details: plan, invoices and payment status. Card details are entered with and held by our payment processor, Stripe; we never see or store full card numbers.
• Connected software: when a business connects a calendar, CRM or other tool, we store the access it grants (encrypted) and read or write only what the assistant needs to do its job.
• Technical data: IP address, browser type, pages visited and timestamps, kept in our server logs for security and troubleshooting. We do not use advertising cookies or sell browsing data. The dashboard uses a single sign-in cookie.

How we use it

• To answer calls, texts and chats for the business, and to send that business its reports, alerts and summaries.
• To run, secure, support and improve the service, including detecting spam, fraud and abuse.
• To bill customers and send account and service emails.
• To meet legal obligations.

We do not sell personal information, and we do not use callers' conversations to advertise to them.

Text messages and mobile numbers

Text messages are sent on behalf of the business a person contacted, about that conversation: for example answers to questions, appointment confirmations and reminders, and replies to messages. Reply STOP to any message to stop texts from that business, and HELP for help. See our SMS terms.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are never shared with any third party, except with the service providers that deliver the messages for us.

Who we share it with

Only with the business the information belongs to, and with service providers that process it for us under contract and only to run the service:

• Twilio (phone calls, text messages, speech recognition and voice);
• Anthropic (the Claude AI models that understand and answer conversations);
• Stripe (payments);
• our email delivery provider, and our hosting and storage providers;
• any software a business chooses to connect, for that business's own data.

We may also disclose information if the law requires it, to protect people's safety or our rights, or as part of a merger or sale of the business, in which case this policy continues to apply.

How long we keep it

Each business controls how long its conversations are kept and can delete a single conversation or everything about a caller at any time. Account information is kept while the account is open and for a limited time afterwards for billing, tax and legal reasons. Server logs are kept for a short period for security.

How we protect it

Data is sent over encrypted connections. Integration credentials, voicemail transcripts and caller memory are encrypted at rest. Card numbers and Social Security numbers are removed from transcripts before they are stored or sent to the AI. Access to the dashboard is limited to each business's own team, and every caller can reach only their own records after the identity check the business chooses. No system is perfectly secure; if a breach affects your information we will tell the affected business and, where the law requires, you.

Your choices and rights

Depending on where you live (for example under the GDPR or the California Consumer Privacy Act) you may have the right to access, correct, delete or get a copy of your information, and to object to or limit some uses of it. Customers can do most of this in the dashboard. Callers and texters should contact the business they spoke with; you can also contact us and we will pass the request on and help the business respond. We will not discriminate against anyone for using these rights.

Children

AI Receptionist is a service for businesses and is not directed to children under 13. We do not knowingly collect their information for our own purposes.

Where data is processed

We and our service providers process data in the United States and possibly other countries. Where the law requires it, we use appropriate safeguards for international transfers.

Changes

We will post any changes here and update the date above. If a change is significant we will tell customers by email before it takes effect.

Contact

Use the contact form and the team will reply.