Back to Home
Effective Date: 15 June 2025

Privacy Policy

How we collect, use, and protect your personal information

Quick Overview

Data Collection

Only what's necessary for service

Data Sharing

Never sold, only trusted partners

Your Rights

Full control, GDPR compliant

Security

Enterprise-grade encryption

Information We Collect

Personal Information

We collect information you provide when creating an account:

  • Contact information (name, email, phone)
  • Account credentials and preferences
  • Business information and details
  • Billing and payment information

Communication Data

When using our AI receptionist service:

  • Call recordings and transcriptions
  • Call metadata (duration, timestamp, caller information)
  • AI interaction logs and conversation summaries
  • Calendar data (when integrated) for scheduling

Technical Information

We automatically collect certain technical information:

  • Service usage statistics and analytics
  • Device and browser information
  • Log files and error reports
  • Cookies and similar tracking technologies

How We Use Information

Service Provision

  • Operating the AI receptionist and handling calls
  • Scheduling appointments and calendar management
  • Generating call transcripts and summaries
  • Providing customer support

Service Improvement

  • Analyzing usage patterns to enhance features
  • Training AI models for better performance (anonymized data)
  • Identifying and fixing technical issues
  • Developing new features and capabilities

Legal and Security

  • Preventing fraud and abuse
  • Complying with legal obligations
  • Maintaining service security and integrity

03. OAUTH & INTEGRATION PROTOCOLS

THIRD-PARTY CONNECTION MATRIX

Calendar Integrations

When you connect calendar services (Google Calendar, Microsoft Outlook), we access only the minimum data necessary:

  • Calendar availability to prevent double bookings
  • Creating new appointments when requested
  • Basic calendar information (not event details)

Important:You can revoke these permissions at any time through your Google or Microsoft account settings.

4. Data Sharing and Categories of Recipients

Service Providers

We share data with trusted service providers who help us operate our service:

  • ElevenLabs: Voice AI processing and call handling
  • Twilio: Phone services and SMS capabilities
  • Stripe: Payment processing (they maintain their own privacy policy)
  • Cloud Providers: Data hosting and infrastructure

We Never Sell Your Data:We do not sell, rent, or trade your personal information to third parties for marketing purposes.

5. Data Security

Technical Safeguards

  • End-to-end encryption for data in transit and at rest
  • Role-based access controls with multi-factor authentication
  • Continuous security monitoring and threat detection
  • Regular security audits and penetration testing

Organizational Measures

  • Regular staff privacy and security training
  • Data processing agreements with all service providers
  • Incident response procedures for data breaches
  • Privacy by design in our development processes

06. USER RIGHTS MATRIX

GDPR COMPLIANCE PROTOCOLS
STATUS: GDPR_ACTIVE

Under GDPR and other privacy laws, you have the following rights:

Right of Access

Request a copy of your personal data

Right to Rectification

Correct inaccurate personal data

Right to Erasure

Request deletion of your data

Right to Data Portability

Transfer your data to another service

Right to Object

Object to certain processing activities

Right to Restrict Processing

Limit how we process your data

To exercise these rights, contact us atprivacy@aireceptionist24.com

7. Data Retention

We retain your data for as long as necessary to provide our services and comply with legal obligations:

  • Account Data: For the duration of your account plus 30 days after closure
  • Call Records: As specified in your account settings (typically 30-90 days)
  • Billing Records: 7 years for tax and legal compliance
  • Log Files: 90 days for security and troubleshooting

8. International Data Transfers

For EU customers, we offer European data residency options. When data is transferred outside the EEA, we use appropriate safeguards:

  • Adequacy decisions for countries with adequate protection
  • Standard Contractual Clauses approved by the EU
  • Service provider certification programs

9. Cookies and Tracking

We use cookies and similar technologies for:

  • Essential cookies for service functionality
  • Analytics cookies to understand service usage
  • Preference cookies to remember your settings

You can control cookie preferences in your browser settings.

10. Contact Information

If you have questions about this Privacy Policy or our data practices:

Data Protection Officer

Email: contact@aicall.ai

Website: www.aireceptionist24.ai

We will respond to your inquiry within 72 hours.

11. POLICY UPDATE PROTOCOLS

DYNAMIC POLICY MATRIX
STATUS: MONITORED

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date. For material changes, we will provide additional notice (such as email notification).