Privacy Policy
ProAiReception.com
Last Updated: August 2026
1. Introduction
ProAiReception.com ("we," "us," or "our") operates an AI-powered virtual receptionist service that answers phone calls, books appointments, and captures leads on behalf of businesses. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you:
- Visit our website at ProAiReception.com
- Use our AI receptionist service
- Interact with Claire, our AI receptionist, via telephone
We are committed to protecting your privacy and complying with applicable privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) for our Canadian customers.
2. Information We Collect
2.1 From Business Customers
When you sign up for ProAiReception.com, we collect:
- Account Information: Name, email address, phone number, business name
- Business Information: Business name, address, industry, hours of operation
- Payment Information: Credit card details and billing address (processed securely by our payment provider)
- Integration Credentials (optional): If you connect services like Google Calendar or your CRM, we securely store OAuth tokens to schedule appointments and manage leads on your behalf. You can disconnect these integrations at any time.
2.2 From Callers
When someone calls a phone number answered by ProAiReception.com, we collect:
- Call Metadata: Caller phone number, date/time, call duration
- Voice Recordings: Audio recording of the call for quality assurance and service improvement
- Transcripts: Text transcription of the call
- Caller-Provided Information: Name, appointment details, service needs, and messages shared during the call
Important: At the beginning of each call, Claire discloses that you are speaking with an AI and that the call is being recorded.
3. How We Use Your Information
We use your information to:
- Provide the Service: Answering calls, booking appointments, capturing leads, and sending follow-ups
- Account Management: Process payments, manage subscriptions, and communicate with you about the service
- Service Improvement: Analyze call data to improve Claire's performance and our platform
- Compliance and Security: Meet legal obligations and protect against fraud or abuse
- Marketing Communications: Send service updates and (with your consent) promotional communications
We do NOT sell your personal information to third parties. We do NOT use your voice recordings or call transcripts to train AI models.
4. How We Share Your Information
We share information only as necessary to deliver our service:
4.1 Service Providers
We use trusted third-party providers to operate our platform:
| Provider | Purpose |
|---|---|
| Twilio | Telephony services, call routing, SMS notifications |
| OpenAI / ElevenLabs | AI voice and natural language processing |
| Stripe / LemonSqueezy | Payment processing |
| Google Cloud Platform | Secure cloud hosting and data storage |
| CRM Integrations | Sync with your existing tools (HubSpot, Salesforce, etc.) |
All providers are bound by contractual obligations to protect your data to standards consistent with applicable privacy laws.
4.2 Legal Requirements
We may disclose information when required by law, regulation, or legal process.
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.
5. Data Security
We implement industry-standard security measures to protect your information:
- Encryption: All data is encrypted in transit (TLS) and at rest
- Access Controls: Role-based access to personal information
- Secure Infrastructure: Data stored on secure cloud platforms with physical and network security
- Regular Audits: Security assessments and vulnerability testing
6. Data Retention
We retain your information only as long as necessary:
| Data Type | Retention Period |
|---|---|
| Account Information | Duration of service + reasonable period thereafter |
| Call Recordings & Transcripts | Up to 12 months (configurable upon request) |
| Payment Records | As required for tax and legal compliance |
You may request deletion of your data at any time (see Section 8).
7. Your Rights
Depending on your jurisdiction, you have the right to:
- Access your personal data
- Correct inaccurate data
- Request deletion of your data
- Restrict or object to processing
- Request data portability (transfer to another provider)
- Withdraw consent (where applicable)
- Opt-out of marketing communications
To exercise these rights, contact us at: support@proaireception.com
8. Cookies
Our website may use cookies to enhance your browsing experience. You can disable cookies in your browser settings, but this may affect website functionality.
9. Children's Privacy
Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.
10. International Data Transfers
Some service providers (e.g., Twilio, OpenAI) may store or process data outside Canada. We ensure appropriate safeguards (such as Standard Contractual Clauses) are in place to protect your information.
11. Updates to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with a revised effective date. We will notify you of material changes via email or through the Service.
12. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please contact us: