Privacy Policy

1. Who We Are

Reception Now (“we,” “us,” or “our”) operates the AI receptionist platform at receptionnow.com. We are the data controller for account and business information. Our customers (“Customers”) are the data controllers for caller and applicant data processed through their AI agents.

2. Information We Collect

Information you provide directly:

• Account information: name, business name, email address, password (hashed)
• Business configuration: business type, hours, services, phone numbers, addresses
• Knowledge base content you enter to train your AI agent
• Job postings and hiring questionnaires
• Payment information (processed and stored by Stripe — we do not store card numbers)

Information collected automatically through your AI agent:

• Caller phone numbers and call metadata
• Call recordings and transcripts (if recording is enabled)
• Lead information: names, contact details, reason for calling
• Job applicant information: names, contact details, resumes, questionnaire responses

Technical information:

• IP addresses and browser information (for security and rate limiting)
• Usage logs and error reports

3. How We Use Your Information

• Provide, operate, and improve the Service
• Build and maintain your AI receptionist agent
• Process subscription payments
• Send nightly summary reports and operational notifications
• Respond to support requests
• Detect fraud, abuse, and security incidents
• Comply with legal obligations

We do not sell your data. We do not use your data to train our AI models without your explicit consent.

4. Information Sharing

We share data only with:

• Supabase — database and authentication infrastructure hosted in the United States.
• Stripe — payment processing. Stripe's privacy policy governs payment data.
• Retell AI — voice AI platform that powers the phone answering capability. Call audio and transcripts pass through Retell's infrastructure.
• Anthropic — AI API used for chat, applicant summaries, and knowledge base queries. Input data is sent to Anthropic's API per their usage policy.
• Resend — transactional email delivery for reports and notifications.
• Law enforcement — when required by valid legal process.

5. Caller & Applicant Data

Callers who interact with your AI receptionist and applicants who submit job applications are considered end-users of your business's AI agent. As a Customer, you are responsible for informing these individuals about how their data is used, obtaining any required consent (including consent to record calls), and complying with applicable privacy laws (e.g., CCPA, GDPR) in your jurisdiction.

We process this data on your behalf as a data processor and follow your retention settings. Default retention is 30 days for call logs. You can adjust this or delete data at any time from your dashboard.

6. Data Retention

• Account and business configuration data: retained for the life of the account plus 90 days after deletion.
• Call logs and transcripts: retained per your configured retention window (default 30 days, adjustable 1–365 days).
• Applicant data: retained until you delete it or close your account.
• Billing records: retained for 7 years as required by accounting regulations.

7. Security

We use encryption in transit (HTTPS/TLS) and at rest. Sensitive operations require authentication. Webhook payloads are verified with HMAC signatures. We employ row-level security in our database so each customer can only access their own data.

No system is 100% secure. Please notify us at security@receptionnow.com if you discover a vulnerability.

8. Your Rights

Depending on your location, you may have the right to access, correct, export, or delete your personal data. To exercise these rights, email privacy@receptionnow.com. You can also delete your call data and adjust retention directly from your dashboard at any time.

California residents may request disclosure of personal information we share with third parties for direct marketing purposes. We do not share data for direct marketing.

9. Cookies

We use only strictly necessary cookies for session management and authentication. We do not use advertising cookies or third-party tracking cookies.

10. Children's Privacy

The Service is not directed to individuals under 18. We do not knowingly collect personal information from minors. If you believe we have collected such information, contact us and we will delete it promptly.

11. International Transfers

Our infrastructure is primarily located in the United States. If you are located outside the U.S., your data may be transferred to and processed in the U.S. By using the Service, you consent to this transfer.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or prominent in-app notice at least 14 days before they take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.

13. Contact

Questions about this Privacy Policy or our data practices?

privacy@receptionnow.com