Privacy Policy

AI Receptionist Agency ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our AI receptionist services.

By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, company name, business address
• Business Information: Industry, revenue data, call volume, missed call rates
• Account Information: Username, password, subscription preferences
• Payment Information: Billing address, payment method details (processed securely by our payment processor)
• Communication Data: Call recordings, transcripts, SMS messages, chat logs

Automatically Collected Information

• Usage Data: Pages visited, time spent, features used, interaction patterns
• Device Information: IP address, browser type, operating system, device identifiers
• Cookies and Tracking: Analytics data, preferences, session information

We use the information we collect to:

• Provide, maintain, and improve our AI receptionist services
• Process your transactions and manage your subscription
• Send you technical notices, updates, security alerts, and support messages
• Respond to your inquiries and provide customer support
• Personalize your experience and deliver targeted content
• Analyze usage patterns and optimize service performance
• Send marketing communications (with your consent)
• Detect, prevent, and address technical issues and fraudulent activity
• Comply with legal obligations and enforce our terms

We may share your information in the following circumstances:

Service Providers

We engage third-party companies to perform services on our behalf, including payment processing, data analysis, email delivery, hosting services, and customer service. These providers have access to personal information only to perform these tasks and are obligated to protect it.

Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities (e.g., court orders, government agencies).

With Your Consent

We may share your information with third parties when we have your explicit consent to do so.

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and audits
• Restricted access to personal information on a need-to-know basis
• Secure password protocols and multi-factor authentication
• Regular backup and disaster recovery procedures

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

Typical retention periods:

• Account information: Duration of active account plus 2 years
• Call recordings and transcripts: 1 year from call date
• Financial records: 7 years for tax and accounting purposes
• Marketing communications: Until you unsubscribe

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

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request transfer of your data to another service
• Objection: Object to processing of your information
• Restriction: Request restriction of processing
• Withdraw Consent: Withdraw consent at any time where we rely on consent

To exercise these rights, please contact us at privacy@ai-receptionist.lu

We use cookies and similar tracking technologies to track activity on our website and store certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our services.

Types of cookies we use:

• Essential Cookies: Required for website functionality
• Analytics Cookies: Help us understand how visitors use our site
• Marketing Cookies: Track visitors across websites for advertising
• Preference Cookies: Remember your settings and preferences

We use Calendly (calendly.com) to facilitate appointment scheduling and booking. When you interact with a Calendly scheduling link on our website, Calendly collects and processes personal data (such as your name, email address, and selected time slot) on your behalf.

Calendly may also collect technical data such as your IP address, browser type, and usage information in accordance with their own privacy policy.

• Data Controller: Calendly, LLC (Atlanta, GA, USA)
• Purpose: Appointment scheduling and calendar management
• Legal Basis: Contract performance and legitimate interest
• Data Transfer: Data may be transferred to and processed in the United States, subject to appropriate safeguards (Standard Contractual Clauses)
• Calendly Privacy Policy: calendly.com/privacy

We only use Calendly to schedule appointments with prospective and existing clients. No data collected via Calendly is sold or shared with unrelated third parties.

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us, and we will delete such information.

Your information may be transferred to and maintained on computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ. We ensure appropriate safeguards are in place for such transfers in accordance with applicable law.

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

If you have any questions about this Privacy Policy, please contact us: