Privacy Policy

1. Information We Collect

A. Information You Provide to Us

We may collect the following information when you interact with our website or Services:

• Contact Information: Name, email address, phone number, business name, and other details you submit through forms.
• Account Information: Login credentials (encrypted), subscription details, business settings.
• Content You Provide: Messages, preferences, or instructions given to our AI receptionist.
• Booking Information: Appointment details, dates, times, and customer information.
• Payment Information: Processed securely by third-party payment processors; we do not store credit card numbers.

B. Information Collected Automatically

When you visit our website or use our Services, we may automatically collect:

• Device and Browsing Information: IP address, browser type, operating system, referring URLs, pages viewed.
• Usage Data: Chat logs, voice call logs, call duration, timestamps, click actions, and general interaction data.
• Cookies & Tracking Technologies: Session cookies, analytics cookies, and pixel tags to improve performance and personalization.

C. Information Collected Through Voice & Chat Services

When customers interact with our AI agents:

• Call Recordings: If enabled by the business account owner.
• Transcriptions: Used for service performance, analytics, and improvement.
• Chat Messages: Used to provide support and improve AI accuracy.

You are responsible for complying with any applicable notice and consent laws before enabling call recording or voice AI features for your customers.

2. How We Use Your Information

We use collected information to:

• Provide, operate, and improve our Services
• Personalize your AI receptionist's behavior
• Process appointments, inquiries, and customer messages
• Deliver customer support
• Send notifications, updates, and service-related communications
• Improve accuracy, performance, and reliability of our AI models
• Detect and prevent fraud or unauthorized access
• Comply with legal obligations

We do not sell your personal information.

3. How We Share Information

We may share information with:

A. Service Providers

Trusted third parties that help us operate the business, such as:

• Hosting providers
• Payment processors
• Analytics platforms
• Email/SMS providers
• AI processing tools
• CRM/automation platforms (including GoHighLevel if applicable)

These providers only access data as needed to perform their services.

B. Legal & Compliance

We may share information when required to:

• Comply with legal processes
• Respond to lawful government or regulatory requests
• Protect the rights, safety, and property of ReceptionGenie.ai and its users

C. Business Transfers

If we undergo a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction.

4. Cookies & Tracking

ReceptionGenie.ai uses cookies and similar technologies to:

• Keep your session active
• Analyze site traffic
• Remember preferences
• Improve user experience

You may disable cookies in your browser, though some features may not function properly.

5. Data Retention

We retain your information only as long as necessary to:

• Provide the Services
• Comply with legal requirements
• Resolve disputes
• Improve system performance

Call recordings and chat logs may be stored based on your account settings.

6. Data Security

We implement industry-standard security measures, including:

• Encryption
• Secure servers
• Access controls
• Network monitoring

However, no digital system is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.