Privacy Policy

This summary describes the main categories of personal information we collect, why we collect them, and who may receive them when you use AgentReception AI or interact with a business that uses our service.

This Privacy Policy explains how AgentReception AI collects, uses, shares, and protects information when you visit our website, create an account, use our platform, or interact with a business that uses our service. We wrote this policy in clear language so business owners, staff, and end customers can understand what to expect.

AgentReception AI (“AgentReception AI,” “we,” “us,” or “our”) provides an AI receptionist software service for appointment-based and service businesses such as salons, barbers, med spas, dental offices, cleaning companies, auto repair shops, and home service providers. Our website is agentreceptionai.com.

This policy applies to information collected through our website, web application, chat widget, messaging channels, voice features, billing flows, cookies or similar technologies, and support interactions connected to AgentReception AI. It describes both information about business users who subscribe to the service and information processed on behalf of those businesses about their customers and leads.

The information we collect depends on how you use AgentReception AI and your role as a business user or end customer. The table below summarizes the main categories.

We collect this information directly from business users, from end customers when they contact a business, from connected integrations, from service providers that help us operate the platform, and automatically through use of the service.

We use information to operate AgentReception AI and support the businesses that rely on it, including to:

• Provide, maintain, personalize, and improve the service.
• Run website chat, inbox, SMS, phone calls, WhatsApp messaging, appointments, follow-ups, voice agent features, and AI-assisted workflows.
• Notify businesses and, where permitted, their customers about service-related activity.
• Process subscriptions, usage tracking, invoices, and billing.
• Detect abuse, troubleshoot issues, monitor reliability, and protect security.
• Respond to support requests and communicate about product or account matters.
• Maintain consent, opt-out, and messaging compliance records where required by carriers, providers, or law.
• Comply with legal obligations, enforce our terms, and meet provider requirements.

AgentReception AI is built for customer care and appointment-related communications. It is not intended for cold outreach, purchased contact lists, or unsolicited marketing blasts. If a separate marketing feature is introduced in the future, it would require appropriate consent, notice, and controls.

AgentReception AI may use automated and AI-assisted tools to draft replies, summarize conversations, classify leads, suggest next steps, route inquiries, and support chat or voice interactions.

• AI features may use business-provided information, customer messages, conversation history, and related workspace context.
• AI output is meant to assist businesses and should not be treated as perfect or final.
• AI can make mistakes, omit important details, or generate responses that are inappropriate for a given situation.
• Businesses remain responsible for reviewing sensitive, regulated, or high-impact communications before sending them to customers.
• Businesses should avoid uploading unnecessary sensitive information unless it is needed to operate the service responsibly.
• Whether AI provider data is used for model training or other secondary purposes depends on the applicable provider settings and contractual terms in place at the time. We do not make blanket promises about AI data use beyond what our agreements and product configuration support.

We use service providers to help deliver AgentReception AI. When a business connects an integration, we access only the data reasonably needed to provide the connected feature.

• Google Calendar: create, update, sync, and display appointment-related events when a business connects calendar access.
• Twilio: SMS, voice calls, and WhatsApp messaging infrastructure.
• Stripe: subscription billing and payment processing.
• Resend: transactional email notifications such as account or service messages.
• Supabase: database, authentication, and related platform infrastructure.
• AI providers: AI-assisted features such as reply drafting, summarization, or voice support, where used.

Businesses can disconnect supported integrations where account or provider controls allow. Disconnecting a service may limit related features until it is reconnected.

When live billing is enabled for an account, subscriptions and payments are processed by Stripe. Payment information is submitted directly to Stripe under Stripe's privacy and security practices. We receive limited billing details such as the last four digits of a card, card brand, billing address, and transaction status to manage subscriptions and maintain billing records. We do not store full payment card numbers on our systems unless a future implementation explicitly states otherwise.

Checkout, subscription changes, and live charges may be disabled during test mode, controlled rollout, or maintenance. When disabled, no live payment data is collected through checkout flows in the Service.

We may use cookies, session storage, local storage, or similar technologies for login and session management, security, preferences, and core product functionality.

We may also use analytics or diagnostic tools to understand how the service is used, identify issues, and improve reliability. The specific tools in use may change over time as we evaluate privacy, performance, and operational needs.

Where required by law or where we offer meaningful choices, we will describe applicable cookie or analytics controls in product settings or an updated version of this policy. This section does not name every vendor or tool that may be used during rollout.

We may share information in the following situations:

• Service providers: with vendors that help us host, secure, message, bill, email, sync calendars, or otherwise operate the platform.
• Business users and authorized staff: with the business account and team members authorized to access a workspace.
• Legal and safety reasons: when we believe disclosure is required by law, regulation, legal process, or to protect rights, safety, and security.
• Business transfers: in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate safeguards.

We retain information only as long as reasonably necessary for the purposes described in this policy. Examples include:

• Account and workspace data: retained while the account is active and for a reasonable period afterward if needed for closure, dispute resolution, or legal requirements.
• Billing records: retained as needed for accounting, tax, fraud prevention, and legal obligations.
• Conversation, lead, and appointment records: retained while the workspace is active or until deleted or exported through future account tools or a support request, subject to applicable law and legitimate operational needs.
• Security and reliability logs: retained for a limited period where possible to investigate incidents, maintain service integrity, and protect the platform.
• Consent and opt-out records: retained as needed to honor messaging preferences and meet compliance or audit requirements.

We have not stated fixed retention day counts here because retention may vary by data type, account status, legal requirements, and product capabilities over time.

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. These measures may include access controls, encryption in transit where supported, monitoring, and internal policies for handling customer data.

• No method of transmission or storage is completely secure.
• We cannot guarantee absolute security against all threats.
• AgentReception AI does not claim SOC 2 certification, HIPAA compliance, or similar formal certification unless and until such status is formally achieved and publicly disclosed.

Businesses that use AgentReception AI may control customer, lead, conversation, and appointment data inside their workspace. End customers may need to contact the business directly for some privacy requests relating to information the business collected or generated through its customer relationships.

Depending on your relationship with AgentReception AI and where you live, you may have choices such as:

• Accessing or updating account information through workspace settings.
• Requesting correction of inaccurate account information.
• Requesting deletion of account-related information, subject to legal and operational limits.
• Requesting export of certain information through future account tools or support.
• Opting out of SMS by replying STOP to a message sent through the platform.

Additional privacy rights may apply depending on your location, including California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) rights where relevant.

AgentReception AI is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, please contact us and we will take appropriate steps to review and address the request.

AgentReception AI is operated from the United States. If you access the service from outside the United States, your information may be processed in the United States or in other countries where we or our service providers operate. Those locations may have different data protection laws than your home country.

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date and provide additional notice when appropriate, such as by email, in-product notice, or a prominent notice on our website. Your continued use of the service after an update becomes effective means you have reviewed the revised policy.

If you have questions about this Privacy Policy or our privacy practices, contact us at:

• General support: support@agentreceptionai.com
• Privacy requests: privacy@agentreceptionai.com
• Legal or formal notices: legal@agentreceptionai.com