Privacy Policy

Last updated: July 13, 2026

1. Introduction

Virtual Reception AI ("we", "us", or "our") respects your privacy. This Privacy Policy explains what information we collect, how we use it, and the choices you have. It applies to our website and services (the "Service").

2. Information We Collect

• Account information: name, business name, email, phone number, and billing details.
• Customer content: call recordings, transcripts, messages, appointments, and CRM data you provide.
• Usage data: log data, device information, IP address, browser type, and interactions with the Service.
• Cookies and similar technologies: used for authentication, analytics, and preferences.

3. How We Use Information

• Provide, operate, and improve the Service.
• Process payments and manage subscriptions.
• Answer calls, respond to messages, book appointments, and perform follow-ups on your behalf.
• Communicate with you about updates, security, and support.
• Detect, investigate, and prevent fraud, abuse, or security issues.
• Comply with legal obligations.

4. How We Share Information

We do not sell your personal information. We share information only with:

• Service providers who help operate the Service (hosting, telephony, SMS, email, payment processing, AI model providers, analytics).
• Legal authorities when required by law or to protect rights, safety, and property.
• Business transfers in connection with a merger, acquisition, or sale of assets.

5. Call Recording and AI Processing

Our Service may record and transcribe calls and messages to provide AI-powered responses, booking, and follow-up. You are responsible for providing appropriate disclosures and obtaining consent from callers where required by law.

6. Data Retention

We retain personal information for as long as your account is active or as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements.

7. Security

We use administrative, technical, and physical safeguards designed to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on your location, you may have rights to access, correct, delete, or port your personal information, and to object to or restrict certain processing. To exercise these rights, contact us using the details below.

9. Children's Privacy

The Service is not directed to children under 13, and we do not knowingly collect personal information from children.

10. International Transfers

Your information may be processed in countries other than the one where you reside. We take steps to ensure that transfers comply with applicable data protection laws.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date above.

12. Contact

For questions about this Privacy Policy or our data practices, reach us through the contact options on our website.