Privacy Policy

Privacy Policy

Receptionist Pro, Inc. (“Receptionist Pro,” “we,” “us,” “our”) respects your privacy and is committed to protecting it through our compliance with this policy. This Privacy Policy describes the types of information we may collect from you or that you may provide when you visit our website, use our platform, engage with our AI-powered call center or chatbot services (collectively, the “Services”), and outlines our practices for collecting, using, maintaining, protecting, and disclosing that information.

By accessing or using our Services, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our Services.

Scope of this Policy

This Privacy Policy applies to information we collect:

-Through our website(s), software platform(s), and AI-powered solutions, including chatbots and call handling services.

-In email, text, or other electronic communications between you and Receptionist Pro.

-Through call-center interactions, call recordings, and messaging or telecommunication features we provide.

It does not apply to information collected by any third party, including third-party websites or services that may link to or be accessible from our Services. Please refer to their privacy policies for details on how they handle personal information.

Information We Collect

A. Personal Information You Provide

We may collect personal information that you voluntarily provide when you:

-Register for an Account: Name, email address, phone number, payment details (e.g., credit card), company information, and any other relevant account setup data.

-Communicate with Us: Information included in emails, calls, live chats, or any other form of communication.

-Use Our AI-Powered Services: Content of conversations or messages processed through our chatbot or call management system, call recordings (where permitted by law), and feedback you voluntarily give.

B. Information Collected Automatically

When you interact with our Services, we may use automatic data collection technologies to gather certain information, including:

-Usage Details: Metadata regarding how and when you access our Services, pages viewed, and interactions with chatbot features or call handling.

-Device and Network Information: IP addresses, browser type, device identifiers, operating system details, mobile network information, and geolocation data (if enabled).

-Cookies and Tracking Technologies: We may place cookies, web beacons, and other tracking technologies to improve functionality, analyze usage, and personalize your experience.

C. Information from Third Parties

We may receive additional information about you from third-party sources, such as:

-Public databases and social media platforms (when you choose to link them)

-Payment processors or service providers that assist in billing or identity verification.

-Business partners that integrate with or utilize our Services.

How We Use Your Information

We use the information we collect for various purposes, including to:

-Provide and Manage Services: Process your account registration, authenticate logins, handle billing and payments, and deliver our AI call-center or chatbot solutions.

-Improve and Personalize: Analyze how you and others use our Services to enhance performance, develop new features, and customize user experience.

-Communicate with You: Send updates, service notifications, and administrative messages; respond to inquiries, provide technical or customer support.

-Compliance and Enforcement: Comply with legal obligations, enforce our Terms of Service, protect against fraudulent, illegal, or abusive activity, and protect the rights and safety of Receptionist Pro, our users, or others.

-Marketing: Send marketing or promotional messages (if you opted in), or show relevant content. You can opt out of marketing communications at any time.

We may combine information we receive about you from various sources to achieve these purposes and improve our Services.

Disclosure of Your Information

We may share or disclose your information in the following circumstances:

-Service Providers: We engage third-party companies (e.g., payment processors, cloud hosting, analytics providers) to help us operate and improve our Services. These vendors only have access to the information needed to perform their tasks.

-Business Transfers: If we merge, acquire, divest, restructure, or sell all or part of our assets, your information may be transferred as part of that transaction, subject to applicable confidentiality obligations.

-Legal Compliance: We may disclose information to comply with court orders, legal processes, or governmental/regulatory requests; to enforce our Terms of Service or agreements; or to protect the rights, property, or safety of Receptionist Pro, our users, or others.

-Consent: We may share your information for any other purpose disclosed at the time you provide it, or when you provide us your explicit consent.

We do not sell your personal information to third parties for monetary compensation. However, certain data sharing (e.g., for analytics or advertising) may be considered a “sale” under specific state laws if you are a resident of those jurisdictions. Please refer to Section 9 for additional state-specific rights.

Cookies and Similar Technologies

We and our service providers may use cookies, web beacons, pixels, and other tracking technologies to:

-Keep you logged in and recognize you when you return to our Services.

-Analyze traffic patterns and user behavior to improve the user experience.

-Measure the performance of email campaigns and marketing efforts.

You can manage cookies through your browser settings. Disabling cookies may impact some features of our Services.

Call Recording and AI Processing

Call Recording: We may record calls for quality assurance, training, or service-delivery purposes,

where permitted by law. You are responsible for notifying your end users or other call participants as required by applicable two-party or multi-party consent laws.

AI Processing: Our AI systems process input data (e.g., text or voice content) to generate responses or actions. This content may be stored briefly for processing or training purposes, but we take measures to safeguard any personal or sensitive information within that data.

Data Retention

We retain personal information only for as long as necessary to:

-Fulfill the purposes described in this Privacy Policy.

-Comply with legal obligations (e.g., record-keeping, tax, or regulatory requirements).

-Resolve disputes and enforce our agreements.

Once your data is no longer needed, we will securely delete or anonymize it. The retention period may vary based on business, contractual, or legal requirements.

Security Measures

We employ administrative, technical, and physical safeguards designed to protect your information against unauthorized access, loss, misuse, or alteration. These measures include encryption of data in transit (e.g., HTTPS) and restricted access to our data systems. However,

no security measures are 100% foolproof, and we cannot guarantee absolute security. You are responsible for keeping your login credentials confidential.

Your Choices and Rights

Depending on your location, you may have certain rights regarding your personal information, such as:

-Access or Update: Request a copy of the personal information we hold about you, or update your account details.

-Deletion: Request deletion of your personal information, subject to certain exceptions under law.

-Opt Out of Marketing: Click “unsubscribe” or adjust your preferences in your account settings to stop receiving promotional emails.

-Data Portability: In some jurisdictions, request your personal information in a portable format.

-Do Not Track: We do not currently respond to browser-based “Do Not Track” signals.

To exercise any of these rights, please contact us at [email protected]. We may require you to verify your identity before processing certain requests.

Children’s Privacy

Our Services are not intended for children under the age of 13 (or other age as required by local law), and we do not knowingly collect personal information from them. If you believe we have collected personal information from a child under 13, please contact us so we can take appropriate measures.

International Users

Our operations are based in the United States, and our data storage facilities may also be located in the U.S. We do not represent or warrant that our Services comply with privacy or data protection laws outside the U.S. If you choose to use our Services from another jurisdiction, you do so at your own risk and are responsible for compliance with local laws.

Changes to this Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email (if you have provided one) or by posting a prominent notice on our website or platform. Your continued use of our Services following any changes indicates your agreement to the updated policy.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, you may reach us at:

Receptionist Pro, Inc.
2172 W Nine Mile Rd 371, Pensacola FL 32534

(850) 818-3035

[email protected]