Privacy Policy | AI Receptionist Pros

Last Updated: September 22, 2025

This Privacy Policy explains how AI Receptionist Pros (hereafter “we”, “us”, “our”) collects, uses, shares, and protects your personal information when you use our website, https://aireceptionistpros.com.  Please read this privacy policy carefully to understand our practices regarding your personal information and how we will treat it.

AI Receptionist Pros provides AI-powered call handling, appointment booking, and lead capture services for small businesses. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have. It applies to our public website at aireceptionistpros.com (the “Site”) and to our services delivered to customers (the “Services”).

If you are a caller or texter interacting with a phone number that belongs to one of our customers, we process your information on behalf of that customer as their service provider.

For complete details on topics referenced here, please review the following pages:

Recording default: Recording is off by default. If a customer enables recording, they must comply with applicable consent laws and provide required notice to callers (see Call Handling & Recording/Transcription Consent).

We rely on one or more of: performance of a contract; legitimate interests (e.g., service security and improvement); consent (e.g., certain cookies/marketing); and legal obligations.

We use necessary cookies to run the Site and optional analytics cookies to understand usage and improve performance. Manage preferences via your browser and, where offered, our on-site controls. Details: Cookie Policy.

Under no circumstances do we sell personal information in any way, shape or form.

Customers choose which features to enable (e.g., recording), what data to capture, and where it goes (e.g., CRM). They are responsible for caller disclosures, consent where required, and their own privacy notices to end users. See DPA and Call Handling & Recording/Transcription Consent.

We retain information as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. For customer-controlled data (e.g., recordings, transcripts), customers may set retention preferences where available or request deletion per our Data Retention & Deletion Policy.

We employ reasonable administrative, technical, and physical safeguards designed to protect personal information. No system is 100% secure. See Security Overview for more detail.

We may transfer personal information to countries other than your own. Where required, we use safeguards such as Standard Contractual Clauses and conduct transfer impact assessments. See International Transfers Note and DPA.

Depending on your location, you may have rights such as access, correction, deletion, portability, objection, or restriction. To exercise rights relating to data we control (Site/our operations), contact us using the details below or see Data Subject Rights (DSR) Instructions. For data we process for a customer, please contact that customer directly; we will assist them as required by our DPA.

Marketing opt-out: Use the “unsubscribe” link in marketing emails or contact us. We may still send transactional/administrative messages.

Do Not Track: We do not currently respond to DNT signals.

Our Site and Services are not directed toward children under 13 (or the minimum age in your jurisdiction), and we do not knowingly collect personal information from them.

Our Services are not designed for protected health information (PHI) or payment card data storage unless covered by a separate written agreement. For PHI uses, see HIPAA BAA. For payment processing details, see PCI Handling Statement.

We may update this Privacy Policy from time to time. The “Effective” date will change, and if changes are significant we will provide additional notice as appropriate.

We collect the categories of personal information described in Section 2 for the purposes in Section 3 and disclose personal information to service providers for business purposes as in Section 6.  We do not “sell” or “share” personal information as defined by the CPRA.  California residents may have rights to know, access, correct, delete, and opt out of certain uses.  See DSR Instructions to exercise rights or contact us as above.  We do not offer financial incentives for personal information.

Controller (Site and our own operations): AI Receptionist Pros (see Contact Us).

Processor (customer service data): We act as a processor when handling data on behalf of our customers.

Data Protection inquiries: privacy@aireceptionistpros.com

You may lodge a complaint with a supervisory authority, but please contact us first so we can help.