Privacy Policy

1. Who we are

receptionists ("we", "us", "our") operates the website receptionists.io and the AI receptionist platform accessible through it. This Privacy Policy explains what information we collect, how we use it, and the choices you have.

2. Information we collect

2.1 Information you provide

• Account and contact details: name, email address, phone number, business name, and job title when you sign up or request early access.
• Billing information: payment method details processed by our third-party payment provider. We do not store full credit card numbers on our servers.
• Communications: messages you send us through support channels, emails, or forms on our website.

2.2 Information collected automatically

• Usage data: pages visited, features used, clicks, scroll depth, referring URLs, and session duration.
• Device and browser data: IP address, browser type and version, operating system, device type, and screen resolution.
• Cookies and similar technologies: we use cookies, pixels, and local storage to operate the site, remember preferences, and measure performance. See Section 8 for details.

2.3 Call and voice data

When our AI receptionist handles calls on your behalf, we process the audio and transcripts of those calls to deliver the service. Call recordings and transcripts are stored securely and are accessible only to you (the business account holder) unless you choose to share them. We do not sell call recordings or transcripts to third parties.

3. How we use your information

We use the information we collect for the following purposes:

• To provide, operate, and maintain the receptionists platform.
• To process transactions and send related billing information.
• To communicate with you, including responding to inquiries, sending service updates, and delivering marketing communications you have opted into.
• To analyze usage patterns and improve our services, features, and user experience.
• To detect, prevent, and address fraud, abuse, security issues, and technical problems.
• To comply with legal obligations and enforce our terms.

4. How we share your information

We do not sell your personal information. We may share information in the following limited circumstances:

• Service providers: third-party vendors that help us operate (hosting, payment processing, analytics, email delivery). These providers are contractually required to protect your data and may only use it to perform services on our behalf.
• Legal requirements: when required by law, regulation, legal process, or governmental request.
• Business transfers: in connection with a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your data becomes subject to a different privacy policy.
• With your consent: we may share information for purposes not covered by this policy if we obtain your explicit consent.

5. Google Calendar integration and use of Google user data

receptionists offers an optional integration with Google Calendar so that our AI receptionist can book, modify, and manage appointments on behalf of the connected business owner. This section explains exactly what data we access from Google, why we access it, and how we handle it.

5.1 OAuth scope we request

When you choose to connect Google Calendar, we request a single OAuth scope: https://www.googleapis.com/auth/calendar. This grants our application read and write access to the calendars you own or are able to access in your Google account. We do not request any other Google scopes — no Gmail, Drive, Contacts, profile, or other Google services are accessed.

5.2 What Google data we access and why

• Free/busy availability: we read your busy time blocks so the AI can avoid double-booking when a caller asks for a specific time.
• Event creation: we write new calendar events when a caller books with the AI receptionist. Event title, attendee name and contact details, start/end time, and a short notes field are written.
• Event modification and cancellation: we update or delete events that our service originally created, so you can reschedule or cancel from the receptionists dashboard.
• Calendar list: we read the list of calendars in your account so you can choose which one new appointments should be written to (defaults to your primary calendar).

We do not read the contents (titles, descriptions, attendees, or notes) of existing events that our service did not create, beyond the minimum required to determine free/busy time for conflict avoidance.

5.3 How Google user data is stored and protected

We store the OAuth refresh token issued by Google in our database, encrypted at rest, so that we can continue to check availability and write events on your behalf in between sessions. Tokens are transmitted only over TLS. We retain metadata about events we create (the Google event ID, the associated appointment record, and timestamps) so that we can later modify or cancel those events. We do not maintain a copy of unrelated calendar contents.

5.4 Limited Use disclosure

receptionists' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We use Google user data only to provide and improve user-facing features of receptionists — namely, booking, rescheduling, and cancelling appointments on the connected Google Calendar.
• We do not transfer Google user data to third parties except as necessary to provide or improve user-facing features, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with notice to affected users.
• We do not use Google user data to serve advertisements, including retargeting, personalized, or interest-based advertising.
• We do not allow humans to read Google user data unless we have the user's affirmative consent for specific events, doing so is necessary for security purposes (such as investigating abuse), or to comply with applicable law.

5.5 Revoking access

You can revoke receptionists' access to your Google Calendar at any time by either (a) clicking Disconnect on the Google Calendar card in the Integrations page of the receptionists dashboard, which deletes the stored refresh token from our systems, or (b) visiting myaccount.google.com/permissions and removing receptionists from your list of connected apps. Revocation immediately stops all future calendar reads and writes by our service.

5.6 Retention of Google data

The OAuth refresh token is retained for as long as the integration is connected and is deleted within 24 hours of disconnection. Google event IDs created by our service remain linked to their corresponding appointment records in our database for historical reporting, but after disconnection we no longer have the ability to read from or write to your Google Calendar.

6. Data retention

We retain your personal information for as long as your account is active or as needed to provide services. We also retain information as necessary to comply with legal obligations, resolve disputes, and enforce agreements. When data is no longer needed, we delete or anonymize it. Call recordings and transcripts are retained according to the retention settings in your account, and you can delete them at any time.

7. Data security

We implement industry-standard technical and organizational measures to protect your data, including encryption in transit (TLS) and at rest, access controls, and regular security reviews. While no system is 100% secure, we take reasonable steps to protect your information from unauthorized access, alteration, disclosure, or destruction.

8. Cookies and tracking technologies

We use the following tracking technologies:

• Essential cookies: required for the site to function (session management, security).
• Analytics: we use Microsoft Clarity to understand how visitors interact with our site. Clarity may record mouse movements, clicks, and scroll behavior. No keystrokes in password fields are captured.
• Advertising pixels: we use the Meta (Facebook) pixel to measure the effectiveness of our advertising and to serve relevant ads. You can opt out of personalized ads through your Facebook ad settings.

You can control cookies through your browser settings. Disabling certain cookies may affect site functionality.

9. Your rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: request a copy of the personal data we hold about you.
• Correction: request that we correct inaccurate or incomplete data.
• Deletion: request that we delete your personal data, subject to legal retention requirements.
• Portability: request a machine-readable copy of your data.
• Opt out of marketing: unsubscribe from marketing emails at any time using the link in any email we send.
• Withdraw consent: where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, contact us at the address listed in Section 13.

10. California residents (CCPA)

If you are a California resident, you have the right to know what personal information we collect, request its deletion, and opt out of its sale. As noted above, we do not sell personal information. To submit a request, contact us at the address in Section 13. We will verify your identity before processing the request and respond within 45 days.

11. International data transfers

Your information may be transferred to and processed in countries other than the one in which you reside. These countries may have data protection laws that differ from your jurisdiction. We take steps to ensure that your data receives an adequate level of protection wherever it is processed.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we make changes, we will update the "Last updated" date at the top of this page. If the changes are significant, we will notify you by email or by placing a notice on our website. Your continued use of the service after changes take effect constitutes acceptance of the revised policy.

13. Contact us

If you have questions about this Privacy Policy or want to exercise your data rights, reach out to us at:

receptionists
Email: hello@receptionists.io