Reception Portal ("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 use our AI receptionist service, website, and related applications.
By using Reception Portal, you agree to the collection and use of information in accordance with this policy.
01Information We Collect
Personal Information
When you sign up for or interact with Reception Portal, we may collect:
- Name, email address, phone number, and business name
- Billing address and payment information (processed securely via third-party providers)
- Account credentials and preferences
- Information you provide through onboarding forms (business hours, services, FAQs)
Call Data
As an AI receptionist service, we process the following call-related data:
- Inbound and outbound phone numbers
- Call duration, timestamps, and frequency
- Call recordings and transcriptions (see Section 5 for details)
- Caller intent, appointment details, and extracted contact information
Usage Data
We automatically collect certain information when you access our platform:
- IP address, browser type, operating system, and device identifiers
- Pages visited, features used, and interaction patterns
- Referring URLs, session duration, and click data
- Performance metrics and error logs
02How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the Reception Portal AI receptionist service
- Answer incoming calls, book appointments, qualify leads, and route messages on your behalf
- Train and improve our AI models to deliver more accurate and natural interactions
- Process payments and manage your account and subscription
- Send service-related communications, updates, and support responses
- Analyze usage trends to improve features, performance, and user experience
- Detect, prevent, and address technical issues, fraud, or security incidents
- Comply with legal obligations and enforce our terms of service
03Data Storage & Security
We take the security of your data seriously and implement industry-standard safeguards to protect it.
- All data is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption
- Infrastructure is hosted on SOC 2 Type II compliant cloud providers within the United States
- Access to personal data is restricted to authorized personnel on a need-to-know basis
- We conduct regular security audits, penetration testing, and vulnerability assessments
- Call recordings and transcriptions are stored in isolated, access-controlled environments
While we strive to use commercially acceptable means to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to promptly addressing any breaches in accordance with applicable law.
04Third-Party Services
Reception Portal integrates with third-party services to deliver our product. These providers have their own privacy policies governing their use of your information:
- Telephony Providers — for call routing, phone number provisioning, and voice transmission
- AI & Speech Processing — for natural language understanding, voice synthesis, and transcription
- Payment Processors — for secure billing and subscription management (e.g., Stripe)
- Calendar & CRM Integrations — for appointment booking and lead management at your direction
- Cloud Infrastructure — for hosting, storage, and compute resources
We only share the minimum data necessary for these services to function. We do not sell your personal information to third parties.
05Call Recording & Transcription
Important: Reception Portal may record and transcribe calls handled by our AI receptionist. This is a core part of how the service operates, enabling accurate appointment booking, message delivery, and quality assurance.
Here is what you should know about call recording:
- Calls are recorded and transcribed to provide accurate service, including appointment details, caller requests, and message summaries
- Recordings are used for quality assurance, dispute resolution, and AI model improvement
- You are responsible for ensuring compliance with applicable call recording laws in your jurisdiction, including one-party or two-party consent requirements
- We provide configurable disclosure options so callers can be informed that calls may be recorded
- Call recordings are retained according to your account settings and our data retention schedule, after which they are securely deleted
- You can request deletion of specific recordings at any time through your dashboard or by contacting us
06Your Rights
Depending on your location and applicable law, you may have the following rights regarding your personal data:
- Access — Request a copy of the personal information we hold about you
- Correction — Request that we update or correct inaccurate or incomplete data
- Deletion — Request that we delete your personal data, subject to legal retention obligations
- Portability — Request your data in a structured, machine-readable format
- Opt-Out of Marketing — Unsubscribe from promotional emails at any time using the link in our emails or by contacting us
- Restrict Processing — Request that we limit how we process your data in certain circumstances
- Withdraw Consent — Where processing is based on consent, withdraw it at any time without affecting prior processing
To exercise any of these rights, contact us at the address provided in Section 9 below. We will respond to verified requests within 30 days.
07Cookies
Reception Portal uses cookies and similar tracking technologies to enhance your experience on our platform.
- Essential Cookies — Required for the platform to function, including authentication and session management
- Analytics Cookies — Help us understand how users interact with our service so we can improve it
- Preference Cookies — Store your settings and preferences for a personalized experience
You can control cookie preferences through your browser settings. Disabling certain cookies may limit functionality of the platform. We do not use cookies for third-party advertising purposes.
08Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will:
- Update the "Effective Date" at the top of this page
- Notify you via email or a prominent notice on our platform at least 14 days before changes take effect
- Provide a summary of what changed for your convenience
Your continued use of Reception Portal after the updated policy takes effect constitutes your acceptance of the changes. We encourage you to review this page periodically.
09Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please reach out to us: