Privacy Policy

1. Introduction

Virtual Receptionist ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered communication services.

2. Information We Collect

Personal Information

• Contact information (name, email, phone number)
• Business information (company name, industry, address)
• Account credentials and authentication data
• Billing and payment information

Usage Data

• Conversation logs and transcripts
• Voice recordings (if call recording is enabled)
• Analytics and performance data
• Device and browser information

3. How We Use Your Information

We use your information to:

• Provide and maintain our AI receptionist services
• Process transactions and send billing notices
• Improve our AI models and service quality
• Communicate with you about updates and support
• Comply with legal obligations
• Detect and prevent fraud or abuse

4. Data Sharing and Disclosure

We may share your information with:

• Service providers: Third parties that help us deliver our services (hosting, analytics, payment processing)
• Business partners: Integration partners you choose to connect
• Legal requirements: When required by law or to protect our rights
• Business transfers: In connection with mergers or acquisitions

We do not sell your personal information to third parties.

5. Third-Party AI Services and Sub-Processors

Our AI receptionist and chatbot are powered by third-party artificial intelligence services. We disclose these processors here in full transparency. In our mobile apps we also present this list in an in-app disclosure screen and require your explicit consent before any personal data is sent to these providers.

OpenAI, L.L.C.

• Data sent: chat and voice conversation transcripts, caller context, business knowledge base entries required to generate a response.
• Purpose: generate the AI receptionist and chatbot responses in real time.
• Retention on their side: requests are processed via the OpenAI API. Under OpenAI's business terms, API data is not used to train their models and is retained for up to 30 days for abuse monitoring.
• Location: United States.

Twilio Inc.

• Data sent: caller phone numbers, call metadata (duration, timestamps, direction), voice media stream during active calls.
• Purpose: route inbound and outbound telephony traffic for the AI receptionist.
• Retention on their side: per Twilio's terms — call metadata retained for billing and compliance; recording retention is configurable per project.
• Location: United States.

RevenueCat, Inc.

• Data sent: anonymous app-user identifier, Apple / Google subscription receipts and entitlement state.
• Purpose: validate subscription purchases and manage entitlements across devices.
• Retention on their side: for the lifetime of the subscription per RevenueCat's DPA.
• Location: United States.

We have a data processing agreement with each of the providers above and we have confirmed that they offer protections equivalent to those set out in this Privacy Policy. Personal data is transmitted over TLS 1.3, is not sold, and is not used to train foundation models outside of your account. You can revoke consent, delete stored conversations and delete your account from the app or by emailing office@virtualreceptionist.com.ai.

6. Data Security

We implement industry-standard security measures to protect your data:

• AES-256 encryption for data at rest
• TLS 1.3 encryption for data in transit
• SOC 2 Type II certified infrastructure
• Regular security audits and penetration testing
• Access controls and authentication requirements

7. Data Retention

We retain your data for as long as necessary to provide our services and comply with legal obligations. Conversation data is retained for 90 days by default, but you can configure shorter retention periods. Upon account deletion, we remove your data within 30 days.

8. Your Rights (GDPR)

Under GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data
• Portability: Receive your data in a structured format
• Objection: Object to certain processing activities
• Restriction: Limit how we use your data

To exercise these rights, contact us at office@virtualreceptionist.com.ai.

9. International Transfers

Your data may be transferred to and processed in countries outside your jurisdiction. We ensure appropriate safeguards (such as Standard Contractual Clauses) are in place to protect your data during international transfers.

10. Children's Privacy

Our services are not intended for children under 16. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us immediately.

11. Changes to This Policy

We may update this policy periodically. We will notify you of material changes via email or through our platform. Continued use of our services after changes constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related questions or concerns: