Privacy policy

1.Who we are

Reception Loop provides an AI receptionist that answers calls for small service businesses. For call data, the business that subscribes is the data controller and we act as its processor. For our own website, billing and account records, we are the controller.

2.What we collect

We collect three separate kinds of information.

• Call data: audio recordings, transcripts, the caller's phone number, anything the caller tells the agent, and the outcome of the call.
• Account data: the name, email address and business details of the person who signs up, plus billing information held by our payment processor.
• Usage data: pages visited, features used, and error diagnostics, so we can see what is broken and what is slow.

3.Call recording and consent

Calls are recorded so the business can review what was said and so the agent can write the job up accurately. By default the agent discloses recording in its greeting, which is what two-party-consent jurisdictions require.

Subscribing businesses control that setting and are responsible for complying with the recording laws that apply where they and their callers are located. If a caller objects to being recorded, the business can delete that call from its dashboard.

4.Why we use it

We use information only for purposes a caller would reasonably expect.

• To answer the call, book the appointment and create the record in the business's CRM.
• To show the business its own call history, transcripts and outcomes.
• To keep the service secure, detect abuse and fix faults.
• To bill correctly and support the account.

5.What we never do with it

We do not sell personal information. We do not use recordings or transcripts to train machine-learning models, ours or anyone else's. We do not share call content with other customers, and we do not use it for advertising.

6.How long we keep it

Recordings and transcripts are kept for the retention window the business chooses, which defaults to ninety days. Once the window passes, deletion is permanent and includes backups within thirty days.

Account and billing records are kept for as long as the account is open and then for the period tax rules require.

7.Who we share it with

We use a small number of subprocessors, each with a contract that restricts them to processing on our instructions.

• Telephony and voice providers, to carry and transcribe the call.
• Model providers, to generate the agent's replies during the call.
• The CRM or calendar the business connects, which receives exactly the fields it has mapped.
• Hosting, storage, email and payment providers.
• Law enforcement, where we are legally required, and only after checking the request is valid.

8.Where it is processed

Calls are processed in the region closest to the number that received them, currently the United States and the European Union. Where data crosses a border, we rely on standard contractual clauses or an equivalent transfer mechanism.

9.How we protect it

Data is encrypted in transit and at rest. Access to production call data is limited to the people who need it to run the service, is logged, and requires multi-factor authentication. Recordings are stored in object storage that is not publicly addressable and is served only through short-lived signed links.

10.Your rights

Depending on where you live, you may have the right to access, correct, export or delete your personal information, to object to processing, or to complain to a regulator.

If you are a caller rather than a subscriber, the business you called controls that record. Ask them first, and if you cannot reach them, contact us and we will help identify the right controller.

11.Cookies and analytics

The marketing site uses only what is needed to serve the pages and, if enabled, privacy-friendly product analytics that do not follow you across other websites. The dashboard uses a session cookie to keep you signed in.

12.Changes and contact

If this policy changes in a way that materially affects how call data is handled, we will tell subscribers by email before it takes effect.

Questions, requests and complaints go to privacy@receptionloop.example.