Privacy Policy

1. Information We Collect

We collect information in three ways: information you provide directly, information collected automatically, and information from third parties.

Information you provide:

• Name, email address, and phone number when you book a demo or contact us
• Business name, website URL, and industry when you sign up as a client
• Billing and payment details (processed securely through Stripe — we never store full card numbers)
• FAQ content, business information, and knowledge base data you provide for your AI receptionist
• Communications you send to us via email or contact forms

Information collected automatically:

• IP address, browser type, operating system, and referring URLs
• Pages visited, time spent on site, and click behaviour
• Conversation logs from your AI receptionist widget (to improve accuracy and for your reporting dashboard)
• Device identifiers and session data

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our AI receptionist service
• Set up and customise your AI receptionist with your business knowledge
• Process payments and send invoices and receipts
• Send you onboarding emails, product updates, and support communications
• Respond to your inquiries and provide customer support
• Monitor and improve the performance and accuracy of AI responses
• Analyse usage trends to improve our platform
• Comply with legal obligations

We do not sell your personal information or your clients' conversation data to third parties.

3. How We Share Information

We share your information only in the following circumstances:

• Service providers: We use trusted third-party services (e.g. Stripe for payments, Anthropic for AI, SendGrid for email) who process data on our behalf under strict data processing agreements.
• Legal requirements: We may disclose information if required by law, court order, or to protect the rights, property, or safety of FrontDesk AI, our clients, or the public.
• Business transfers: If FrontDesk AI is acquired or merges with another company, your information may be transferred as part of that transaction. We will notify you before your data is subject to a different privacy policy.
• With your consent: We may share information in other ways if you give us explicit permission.

4. Cookies & Tracking

We use cookies and similar technologies to operate our website and improve your experience. These include:

• Essential cookies: Required for the website and dashboard to function. Cannot be disabled.
• Analytics cookies: Help us understand how visitors use our site (e.g. Google Analytics). You can opt out via your browser settings.
• Marketing cookies: Used to show relevant ads if you visit our site through paid channels. You can opt out via your browser or our cookie banner.

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

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide our services. Specifically:

• Account and billing data is retained for 7 years for accounting and legal compliance purposes.
• AI conversation logs are retained for 12 months by default. You can request earlier deletion.
• Marketing email preferences are retained until you unsubscribe.

When you cancel your account, we delete or anonymise your data within 90 days, except where we are legally required to retain it.

6. Your Rights

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

• Access: Request a copy of the personal data we hold about you.
• Correction: Ask us to correct inaccurate or incomplete information.
• Deletion: Request that we delete your personal data ("right to be forgotten").
• Portability: Receive your data in a structured, machine-readable format.
• Objection: Object to processing of your data for marketing purposes.
• Withdrawal of consent: Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at privacy@frontdeskai.com. We will respond within 30 days.

If you are located in the EU or UK, you also have the right to lodge a complaint with your local data protection authority.

7. Security

We implement industry-standard security measures to protect your information, including:

• TLS/SSL encryption for all data in transit
• AES-256 encryption for sensitive data at rest
• Role-based access controls limiting who can access your data internally
• Regular security audits and vulnerability assessments

No method of transmission over the internet is 100% secure. While we take every reasonable precaution, we cannot guarantee absolute security. If you believe your account has been compromised, contact us immediately at security@frontdeskai.com.

8. Children's Privacy

Our services are intended for business use and are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us and we will delete it promptly.

9. International Data Transfers

FrontDesk AI operates globally and may transfer your data to countries outside your own, including the United States, Australia, and the Philippines. When we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission, to protect your information in accordance with this policy.

10. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

• Email: privacy@frontdeskai.com
• Website: frontdeskai.com/contact

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by posting a notice on our website. Your continued use of our services after changes take effect constitutes your acceptance of the updated policy.