Privacy Notice

This notice describes how AI Virtual Receptionist handles information in connection with this website, business inquiries and, when activated for a customer, managed AI receptionist services.

1. Information we may collect

• Website inquiries and onboarding: name, business name, email, phone number, website, industry, service area, business hours, services, call-handling preferences, FAQs, workflow details and information you choose to submit.
• Account and administration: login identifiers, authentication events, account settings, service configuration, support requests and security logs.
• Receptionist service data, when enabled: caller phone number, call time and duration, audio, transcripts, summaries, caller-provided details, call outcomes, lead information, routing and transfer events. Whether audio is recorded or retained depends on the deployed provider and customer configuration. Do not assume every call is recorded or that every deployment stores audio.
• Messaging data, when SMS is enabled: phone numbers, message content, delivery status, consent and opt-out records.
• Billing: subscription, invoice and payment-status information. Payment-card details should be handled by the designated payment processor rather than submitted through ordinary website forms.
• AI Trust Lab: Clerk account identifier for sign-in; submission title, description, industry, display name, difficulty score where provided, contact preference, submission time and abuse-prevention data. A human moderator reviews submissions before publication. If approved, selected content such as title, description, industry, display name and submission date may appear publicly; account email, contact preference and security records are not part of the public feed.
• Weekly story newsletter: email address, optional first name, explicit subscription choice, signup source, subscription status and timestamps. Newsletter signup data is stored in Cloudflare D1. Email delivery is a separate feature and may not be active merely because signup capture is available.
• Partner applications: name, email, optional website or social profile, promotion method, audience, experience, notes, application consent and submission time. If approved, internal commission or enrollment references and administrator notes may also be stored. Partner application records are not published.
• Technical data: IP address, browser/device information, request logs and similar data processed by hosting, authentication and security providers.

2. How we use information

We use information to respond to inquiries, prepare proposals and demos, configure and operate the receptionist service, route calls, deliver customer-requested notifications, provide support, administer accounts and billing, protect the service, troubleshoot issues, comply with legal obligations and improve reliability. We may use aggregated or de-identified information for service analysis where reasonably designed not to identify an individual.

3. Voice calls, recordings and transcripts

When a customer activates voice services, the receptionist may process caller audio and information spoken during a call to respond, capture details, summarize the interaction or transfer the call. Recording and transcription settings vary by deployment. Customers must choose lawful settings and provide required notices and obtain required consent before recording or transcribing. Further information is in our Recording & Transcription Notice. We do not promise a single retention period for all providers or customer configurations; the applicable service configuration and written agreement govern.

4. Service providers and disclosures

We use service providers to host, secure and operate the website and services. Depending on the feature actually enabled, these may include:

• GitHub Pages: public website hosting and delivery.
• Cloudflare: website/API infrastructure, Workers, database and security functions.
• Clerk: account authentication and session management where used.
• Formspree: business discovery and quick-contact form submissions and delivery.
• Retell AI, Inc. (Retell AI): our AI voice-agent platform. When a deployment uses Retell AI, it may process caller and agent audio, voice interactions, transcripts, summaries, call and text metadata, telephony/routing information, interaction logs and related content needed to provide the configured service. See Retell AI’s Privacy Policy and Trust Center and subprocessor information.
• HelloAnswer: only if it is configured to receive or process customer, caller or service information.
• Stripe: payment and subscription processing if enabled for your account.
• Other configured telephony, messaging, analytics or integration providers: as disclosed in the applicable customer setup or agreement.
• Website fonts and embedded chat: Google Fonts may receive technical connection information when fonts load. The embedded chat widget may send messages and technical data to the chat provider configured for the site; the applicable provider must be identified in the live configuration before the widget is used to collect customer information.

Providers process information under their own terms and privacy practices and as needed to provide the configured service. Retell AI states that it acts as a service provider when processing data on behalf of its customers, uses telecommunications carriers and other subprocessors to deliver the service, and may process information in the United States and other jurisdictions. Its current subprocessor list and privacy terms may change. The exact providers and data flows depend on the customer deployment and integrations actually enabled. We do not represent that every listed integration is active for every customer. Where applicable, our processing relationship with Retell AI and other vendors is also subject to the agreements and data-processing terms available for the relevant account.

5. Sharing and sale

We do not sell personal information. We may disclose information to providers needed to deliver the service, to the customer who controls the relevant business workflow, when required by law, to protect rights and safety, or in connection with a business transfer subject to appropriate safeguards. We do not publish private customer call content as marketing material without appropriate authorization.

6. Customer and caller responsibilities

Business customers decide what information their receptionist requests, which workflows it performs and whether recording, transcription or messaging is enabled. Customers are responsible for providing required caller notices, obtaining permissions, honoring opt-outs and ensuring their use of the service complies with applicable law. We configure the service according to the agreed scope and customer instructions.

7. Security and retention

We use reasonable administrative and technical safeguards appropriate to the service, such as access controls and provider security features. No internet transmission or storage system can be guaranteed completely secure. We retain information for the period reasonably needed for the stated purposes, the customer agreement, provider settings, legal obligations and dispute resolution. Retention may differ across systems. Customers should not send passwords, payment-card details, government identifiers or unnecessary sensitive information through general inquiry forms or to a receptionist.

8. Your choices and privacy requests

You may request access, correction or deletion of information you submitted, subject to applicable law, contractual responsibilities, security needs and legal retention requirements. For website inquiries, contact us at admin@aivirtualreceptionist.online. If you are a caller to one of our business customers, contact that business first because it may control the call and lead information. We will assist the customer with requests as required by our agreement and applicable law.

9. Children

The website and receptionist services are intended for business use and are not directed to children. Do not knowingly submit children's personal information unless the business workflow and applicable law specifically permit it.

10. Changes and contact

We may update this notice as features, providers and legal requirements change. The effective date will be updated when material changes are made. Questions or requests: admin@aivirtualreceptionist.online.

Terms of Service · AI Use & Compliance · Recording Notice · SMS Terms