Privacy Policy

1. Information We Collect

Information You Provide Directly:

• Account information: name, email address, phone number, business name, and address
• Payment information: credit card details, billing address (processed securely via Stripe)
• Business configuration: operating hours, services offered, pricing, staff information
• Communications: messages you send us, support requests, feedback

Information Collected Automatically:

• Call recordings and transcripts from calls handled by our AI
• Usage data: features used, call volumes, appointment metrics
• Device information: IP address, browser type, operating system
• Cookies and tracking technologies for analytics and functionality

Information from Third Parties: Calendar data from Google Calendar or other integrated services, CRM data if you connect third-party tools.

2. How We Use Your Information

We use collected information for the following purposes:

• Service Delivery: To answer calls, book appointments, send confirmations, and provide our core services
• Account Management: To create and manage your account, process payments, and provide customer support
• Service Improvement: To analyze usage patterns, improve AI accuracy, and develop new features
• Communications: To send service updates, security alerts, and (with consent) marketing communications
• Legal Compliance: To comply with applicable laws, regulations, and legal processes
• Security: To detect, prevent, and address fraud, abuse, and security issues

2A. SMS & Voice Communications

By providing your phone number or using Revenue Receptionist services, you consent to receive transactional phone calls and SMS messages related to appointment scheduling, confirmations, reminders, account notifications, customer support, and service operations.

Message frequency varies depending on usage and account activity. Message and data rates may apply.

You may opt out of SMS communications at any time by replying STOP to any message. Reply HELP for assistance. For additional support, contact support@revenuereceptionist.com.

Revenue Receptionist does not sell phone numbers or use customer phone numbers for unsolicited marketing communications.

Customers using Revenue Receptionist for outbound calling or messaging are solely responsible for obtaining all legally required consents from recipients before initiating communications through the platform.

3. Google User Data & Limited Use Disclosure

Revenue Receptionist's use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Data We Access: Google Calendar availability, event titles and times, and basic Google account information (name, email) necessary for calendar integration.

How We Use Google Data: Exclusively to check availability and create/modify appointments on your behalf when callers request scheduling. We display availability to enable real-time booking.

Limited Use Compliance: We do NOT:

• Sell Google user data to third parties
• Use Google data for advertising or marketing purposes
• Use Google data for user profiling unrelated to the service
• Transfer Google data to AI models for training purposes
• Share Google data except as necessary to provide the service

Data Retention: Google Calendar data is accessed in real-time and cached temporarily (up to 24 hours) for performance. Upon disconnecting your Google account, all cached data is deleted within 48 hours.

4. Call Recordings & AI Training

Call Recordings: Calls handled by Revenue Receptionist may be recorded for quality assurance, scheduling accuracy, dispute resolution, security, and service improvement purposes, subject to applicable law. Recordings are stored securely and encrypted at rest.

Recording Notice Responsibility: Customers are responsible for providing any legally required notices or obtaining consent for call recording in their jurisdiction, including under state two-party consent laws.

AI Systems: Revenue Receptionist uses artificial intelligence and automated systems to answer calls, assist with appointment scheduling, provide responses based on business configuration, and route communications appropriately. Callers may interact with an AI voice system; this is disclosed where required by law. AI-generated responses may be reviewed and improved for service quality and operational reliability.

AI Model Training: We may use anonymized and aggregated call data to improve our AI models. Your specific business data and customer information are NOT used to train models that serve other customers. Each customer's AI is trained only on their specific business information.

Retention Period: Call recordings are retained for 90 days by default. Enterprise customers may request extended or reduced retention periods.

5. Data Sharing & Disclosure

We Never Sell Your Data. We may share information in the following circumstances:

• Service Providers: With vendors who assist our operations (cloud hosting, payment processing, analytics) under strict confidentiality agreements
• Your Integrations: With third-party services you choose to connect (CRMs, calendars, practice management software)
• Legal Requirements: When required by law, subpoena, court order, or government request
• Safety & Rights: To protect the rights, property, or safety of Revenue Receptionist, our users, or the public
• Business Transfers: In connection with a merger, acquisition, or sale of assets (with notice to you)

6. Data Security

We implement comprehensive security measures to protect your data:

• Encryption: AES-256 encryption at rest, TLS 1.3 encryption in transit
• Access Controls: Role-based access, multi-factor authentication for staff
• Infrastructure: SOC 2 Type II compliant cloud providers (AWS)
• Monitoring: 24/7 security monitoring, intrusion detection, audit logging
• Testing: Regular penetration testing and vulnerability assessments
• Training: Mandatory security awareness training for all employees

7. HIPAA Compliance

For healthcare providers and covered entities, Revenue Receptionist offers HIPAA-compliant services:

• BAA Available: We execute Business Associate Agreements (BAAs) with all healthcare customers
• PHI Protection: Protected Health Information is encrypted, access-controlled, and audit-logged
• Minimum Necessary: We collect and use only the minimum PHI necessary for scheduling
• Breach Notification: Established procedures for breach detection and notification per HIPAA requirements

Contact compliance@revenuereceptionist.com to request a BAA.

8. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data (subject to legal retention requirements)
• Portability: Receive your data in a structured, machine-readable format
• Opt-Out: Unsubscribe from marketing communications at any time
• Restrict Processing: Request limitation of how we use your data
• Withdraw Consent: Where processing is based on consent, withdraw it at any time

California Residents (CCPA): You have the right to know what personal information is collected, request deletion, and opt-out of sale (we do not sell personal information). You will not be discriminated against for exercising these rights.

EU/UK Residents (GDPR): You have rights to access, rectification, erasure, restriction, portability, and objection. Our legal basis for processing includes contract performance, legitimate interests, and consent.

9. Data Retention

We retain your data for as long as necessary to provide services and fulfill the purposes described in this policy. Specifically: account information is retained while your account is active plus 30 days; call recordings are retained for 90 days; billing records are retained for 7 years for tax/legal purposes; aggregated analytics data may be retained indefinitely. Upon account deletion request, we delete or anonymize your data within 30 days, except where retention is required by law.

10. Cookies & Tracking Technologies

We use cookies and similar technologies for:

• Essential Cookies: Required for site functionality, authentication, security
• Analytics Cookies: Google Analytics to understand usage patterns and improve our services
• Preference Cookies: To remember your settings and preferences

You can control cookies through your browser settings. Disabling certain cookies may limit functionality.

11. Third-Party Services

We use trusted third-party services including: Stripe for payment processing, AWS for cloud infrastructure, Google Analytics for website analytics, Twilio for voice/SMS services, and various calendar integrations. Each provider has their own privacy policies and security measures. We select providers that meet our security and privacy standards.

12. International Data Transfers

Your data may be transferred to and processed in the United States where our servers are located. For transfers from the EU/UK, we rely on Standard Contractual Clauses and ensure adequate protection measures are in place.

13. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 13. If we learn we have collected such information, we will delete it promptly. If you believe a child has provided us with personal information, please contact us.

13A. Acceptable Use & Communications Compliance

Revenue Receptionist may not be used for unlawful, deceptive, abusive, or unauthorized communications activities.

Prohibited uses include, but are not limited to:

• Spam or unsolicited bulk messaging
• Fraudulent or misleading communications
• Robocalling in violation of applicable law
• Impersonation or deceptive caller identification
• Political spam or unlawful campaign outreach
• Harassment, abuse, or threatening communications
• Communications without legally required recipient consent

Customers are solely responsible for ensuring their use of the platform complies with all applicable telecommunications, privacy, consumer protection, and recording consent laws, including but not limited to the TCPA, CAN-SPAM Act, and applicable state call recording laws. To report abuse or suspicious communications, contact abuse@revenuereceptionist.com.

13B. Emergency Services Disclaimer

Revenue Receptionist is not a replacement for emergency services and should not be used for emergency communications.

Users and callers experiencing emergencies should contact 911 or the appropriate emergency service provider directly. Our AI systems are not equipped to detect emergencies or dispatch emergency assistance.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email and/or by posting a prominent notice on our website at least 30 days before changes take effect. Your continued use of our services after changes become effective constitutes acceptance of the updated policy.

15. Contact Us

For privacy-related questions, requests, or complaints, contact us at:

Email: privacy@revenuereceptionist.com
Mail: Revenue Receptionist, LLC
Attn: Privacy Officer
Los Angeles, California, USA

We will respond to your request within 30 days (or sooner as required by applicable law).