Privacy Policy

NeoReception.AI ("we," "us," or "our") is committed to protecting the privacy of our clients and their callers. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our AI receptionist services.

1. Information We Collect

From Business Clients

• Name, email address, and phone number during account setup
• Business name, address, and industry type
• Calendar and scheduling preferences
• Payment and billing information (processed securely via third-party providers)
• Custom AI configuration settings (voice, tone, scripts, FAQs)

From Callers

• Phone numbers of inbound and outbound calls
• Call recordings and transcriptions
• Information voluntarily shared during calls (name, appointment details, inquiries)
• Call metadata (date, time, duration)

Automatically Collected

• Website usage data, browser type, and IP address
• Cookies and similar tracking technologies
• Device and operating system information

2. How We Use Your Information

We use the information collected to:

• Provide, operate, and improve our AI receptionist services
• Train and customize your AI persona based on your business configuration
• Send call summaries, transcripts, and lead notifications
• Process payments and manage your subscription
• Respond to support requests and communicate service updates
• Comply with legal obligations
• Detect and prevent fraud or unauthorized use

We do not sell your data or your callers' data to third parties.

3. Call Recording & Transcription

NeoReception.AI records and transcribes calls as part of its core service. By using our service, you represent that you will comply with all applicable laws regarding call recording disclosure in your jurisdiction. In many states and countries, you are required to notify callers that calls may be recorded.

We recommend including a brief disclosure in your AI receptionist's greeting (e.g., "This call may be recorded for quality purposes."). We can configure this for you during onboarding.

Call recordings and transcripts are retained for 90 days by default. Extended retention may be available on certain plans.

4. Data Sharing & Disclosure

We may share your information with:

• Service providers: Vendors who assist with infrastructure, payment processing, and communications (e.g., telephony providers, cloud hosting)
• Calendar integrations: Third-party calendar platforms you connect (Google Calendar, Calendly, etc.)
• Legal compliance: When required by law, court order, or to protect our rights and users
• Business transfers: In connection with a merger, acquisition, or sale of assets

All third-party service providers are contractually required to protect your data and use it only to provide services on our behalf.

5. Data Security

We implement industry-standard security measures including:

• TLS/SSL encryption for all data in transit
• AES-256 encryption for data at rest
• Access controls and role-based permissions
• Regular security audits and vulnerability assessments

No method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your account data for as long as your subscription is active and for up to 30 days after termination. Call recordings are kept for 90 days unless you request earlier deletion or have a plan with extended retention. You may request deletion of your data at any time by contacting us.

7. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict certain processing
• Data portability
• Withdraw consent at any time

To exercise any of these rights, contact us at support@neoreception.ai.

8. Cookies

We use cookies to improve your experience on our website. You can control cookie settings through your browser preferences. Disabling cookies may limit certain site functionality.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that a minor has provided us with personal data, we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a new effective date. Continued use of our services after changes constitutes your acceptance of the revised policy.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us:

• Email: support@neoreception.ai
• Instagram: @neoreception.ai