Privacy Policy - AI Receptionist System

Effective Date: September 24, 2026

1. Introduction

This Privacy Policy describes how the AI Receptionist System ("we," "our," or "us") collects, uses, processes, and protects information in connection with our 5-pillar acquisition engine (Reactivation, Reputation, Speed-to-Lead, Voice Reception, and Ad Scaling). This policy applies to operator accounts, tenant users, end-user leads, and visitors using our web services, APIs, and dashboard hosted at https://ai-receptionist-system-self.vercel.app.

2. Information We Collect

We collect information directly from operator users, automatically via service usage, and from third-party integrations required to operate the AI Receptionist System.

A. Operator & User Account Information

Authentication Data: User identifiers provided via Clerk authentication (clerkUserId), email addresses, and tenant membership details (tenant slug, role assignments such as owner or operator).

Tenant Configuration: Workspace settings, custom voice agent configurations, language preferences (e.g., en-GB), and transfer numbers (VOICE_TRANSFER_TARGET_NUMBER).

B. Lead, Voice, and Communication Data

Speed-to-Lead & Reactivation Data: Ingested lead contact details (phone numbers, email addresses), automated SMS outbound logs, incoming customer replies, intent classification labels, and campaign history.

Voice Reception Data: Telephony logs, incoming forwarded phone numbers (Telnyx DIDs), audio speech transcripts, call outcome classifications, booking requests, and transfer requests.

Reputation & Feedback Data: Customer ratings, public review links, private feedback submissions, and review request status.

C. Third-Party Integration Credentials & Tokens

Calendar OAuth Data: Access and refresh tokens for Google Calendar (calendar.events, calendar.freebusy) and Microsoft 365 (Calendars.ReadWrite), along with calendar event details and availability.

Advertising & Analytics Data: Meta Ads (META_AD_ACCOUNT_ID) and Google Ads (GOOGLE_ADS_CUSTOMER_ID) performance snapshots (ROAS, CPL metrics).

Billing Details: Customer identifiers (STRIPE_CUSTOMER_ID), currency settings, and transactional settlement logs processed via Stripe.

D. System & Device Information

Native Web Push Subscriptions: Browser Push API endpoint URLs and encryption keys (NEXT_PUBLIC_WEB_PUSH_VAPID_PUBLIC_KEY) stored for device notification delivery.

Technical Logs: IP addresses, browser user agents, runtime diagnostic logs, and environment configurations.

E. Cookies & Tracking Technologies

Cookies: Persistent and session cookies used for authentication, session management, and user preferences.

Web Beacons & Pixels: Tracking pixels and beacons for analytics, advertising performance measurement, and user interaction monitoring.

3. How We Use Information

We process personal and operational data exclusively to fulfill the functional capabilities of the AI Receptionist System:

Automated Speed-to-Lead Response: Classifying lead intent and immediately queueing outbound SMS or callback requests.

AI Voice Reception: Intercepting missed calls, conducting live speech synthesis and processing via Gemini Live WebSocket services, scheduling calendar appointments, or transferring urgent calls to human operators.

Customer Reactivation & Reputation Management: Generating reactivation text sequences, soliciting reviews, and routing feedback to public review platforms or private internal channels.

Ad Performance & Scaling Calculations: Calculating ROAS and CPL snapshots to inform automated or manual ad scaling decisions.

Notifications & Communications: Delivering inbox updates and browser Native Web Push alerts to operators regarding high-priority leads or call outcomes.

Billing & Access Management: Authenticating tenant operators, enforcing role permissions, and settling platform usage billing.

4. Third-Party Sub-processors & External Services

To provide real-time telephony, AI inference, search enrichment, and cloud operations, data is securely shared with the following categories of external providers:

Telephony & Messaging: Telnyx (SMS delivery, Voice call bridging, DID allocation).

AI Classification & Speech Processing: OpenAI (lead classification), Google AI / Gemini (live bidirectional speech-to-speech processing).

Email & Infrastructure Services: Cloudflare (Worker execution, email forwarding via Cloudflare Email, Secrets Store).

Search & Enrichment: Serper API (website and business search enrichment).

Calendar Integrations: Google Workspace API, Microsoft Graph API.

Payment Processing: Stripe (billing and connected account routing).

Hosting & Database: Vercel (frontend deployment) and Convex (backend database, mutations, and Node actions).

5. Security and Data Protection

Tenant Isolation: Operator data and tenant memberships are strictly isolated in Convex tables. Authorization requires verified bearer capabilities and Clerk authentication headers.

Secret Management: Sensitive credentials, API keys, and tokens are stored in Cloudflare Secrets Store and injected securely at runtime without raw key exposure in codebases or client logs.

Provider Mode Safeguards: Production provider mode enforces valid third-party credentials and rejects unconfigured or test provider fallbacks for live traffic.

Web Push Key Isolation: VAPID private keys are restricted to server-side Convex action environments and are never exposed to browser client interfaces.

6. Data Retention and Control

Lead & Call History: Tenant operators retain control over lead interaction records, caller logs, and reactivation histories stored within their Convex tenant space.

OAuth Permissions: Users may revoke calendar or third-party OAuth access at any time through their respective Google or Microsoft account security settings.

Push Subscriptions: Operators can enable or disable Native Web Push device registrations directly from their dashboard settings or browser permissions.

7. Contact Information

For privacy questions, access requests, or issues regarding data handling within the AI Receptionist System, please contact:

Operations Email: [email protected]

Production Web Dashboard: https://ai-receptionist-system-self.vercel.app/dashboard