Privacy Policy

This Privacy Policy explains how [Legal Business Name] ("SteadyReception," "we," "us," or "our") collects, uses, discloses, and safeguards information in connection with our AI phone reception service (the "Service"). The Service answers, handles, and routes inbound phone calls on behalf of our business customers ("Clients").

We process information in two roles: as a business serving our Clients, and as a service provider that handles calls from our Clients' callers ("Callers"). By using the Service or contacting us, you agree to the practices described here.

1. Information we collect

From Clients

• Account and contact details (name, business name, email, phone number, billing information).
• Configuration data you provide to set up your AI receptionist — greetings, scripts, FAQs, call-routing rules, and red-flag scenarios.
• Business data needed to operate the Service, such as calendar availability and CRM records, where you connect those tools.

From Callers (on our Clients' behalf)

• Call audio and recordings, where recording is enabled and legally permitted.
• Call transcripts and summaries generated by automated speech-to-text and AI.
• Caller phone number (caller ID), and any information a Caller chooses to share during a call — such as name, reason for calling, appointment details, or messages.
• Call metadata: time, duration, outcome, and routing decisions.

Automatically, from our website

• Standard log data (IP address, browser type, pages viewed) and cookie/analytics data used to operate and improve the site.

2. Call recording & consent

Phone calls may be recorded and transcribed to provide and improve the Service. Recording laws vary by jurisdiction — some require the consent of all parties to a call. Our Clients are responsible for ensuring that appropriate call-recording notices and consent mechanisms are in place for their callers, and we provide configurable greeting/disclosure options to support this. If you are a Caller and do not consent to recording, you may end the call or ask to be contacted by another method.

3. How we use information

• To answer, handle, qualify, route, and summarize calls as configured by the Client.
• To book appointments and update connected calendars and CRMs.
• To deliver call summaries, transcripts, and notifications to the Client.
• To provide support, maintain security, prevent fraud and abuse, and comply with law.
• To monitor, evaluate, and improve the accuracy and quality of the Service. We do not sell personal information.

4. How information is shared

We share information only as needed to run the Service, including with:

• Subprocessors that power the Service — for example telephony/voice providers, speech-to-text and AI/large-language-model providers, calendar and CRM platforms, and cloud hosting. [Confirm and list your actual subprocessors.]
• Our Clients, who receive the calls, transcripts, and lead data captured on their behalf.
• Authorities or third parties where required by law, to enforce our terms, or to protect rights, safety, and security.
• A successor entity in connection with a merger, acquisition, or sale of assets.

5. Data retention

We retain information for as long as needed to provide the Service, then for a limited period as required for legal, accounting, or security purposes. Call recordings and transcripts are retained for [retention period — e.g., 12 months] unless a Client configures a different period or requests deletion. [Confirm your actual retention schedule.]

6. Security

We use reasonable administrative, technical, and physical safeguards designed to protect information, including encryption in transit and access controls. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your rights & choices

Depending on where you live, you may have rights to access, correct, delete, or restrict the use of your personal information, or to object to certain processing (for example under GDPR or CCPA/CPRA). Callers should direct requests to the relevant Client where possible; we will assist our Clients in responding. To make a request directly, contact us using the details below. We will respond as required by applicable law.

8. Cookies & analytics

Our website uses cookies and similar technologies to operate the site and understand usage. You can control cookies through your browser settings; disabling them may affect site functionality.

9. Children's privacy

The Service is not directed to children under 16, and we do not knowingly collect their personal information. If you believe a child has provided us information, please contact us so we can delete it.

10. International transfers

We may process and store information in countries other than where you live. Where required, we use appropriate safeguards for cross-border transfers.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version here and revise the "Last updated" date above. Material changes will be communicated where required.

12. Contact us

Questions about this policy or your information? Contact us at ved@steadyreception.com or +1 (905) 923-2803.