Privacy Policy

Last updated: July 2025

1. Introduction

Virtual Receptionist HQ ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our virtual receptionist and AI phone answering service.

By using our service, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our service.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

  • Name and contact information (email, phone number)
  • Business information (company name, website, industry)
  • Billing and payment information
  • Service preferences and requirements

2.2 Call Data

When using our virtual receptionist service, we may collect:

  • Call recordings and transcripts
  • Caller information and phone numbers
  • Call duration and timing
  • Call routing and handling data

2.3 Technical Information

We automatically collect certain technical information:

  • IP addresses and device information
  • Browser type and version
  • Operating system
  • Usage patterns and analytics

3. How We Use Your Information

We use the collected information for the following purposes:

  • Providing and maintaining our virtual receptionist service
  • Processing payments and managing accounts
  • Improving our AI technology and service quality
  • Communicating with you about service updates
  • Providing customer support
  • Complying with legal obligations

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

  • Service Providers: With trusted third-party service providers who assist in operating our service
  • Legal Requirements: When required by law or to protect our rights and safety
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • Consent: With your explicit consent

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

  • Encryption of data in transit and at rest
  • Regular security assessments and updates
  • Access controls and authentication
  • Employee training on data protection

6. Data Retention

We retain your personal information only for as long as necessary to:

  • Provide our services to you
  • Comply with legal obligations
  • Resolve disputes
  • Enforce our agreements

Call recordings are typically retained for 90 days unless you request longer retention for business purposes.

7. Your Rights

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

  • Access: Request a copy of your personal information
  • Correction: Request correction of inaccurate information
  • Deletion: Request deletion of your personal information
  • Portability: Request transfer of your data to another service
  • Objection: Object to certain processing activities

To exercise these rights, please contact us using the information provided below.

8. Cookies and Tracking

We use cookies and similar tracking technologies to:

  • Remember your preferences and settings
  • Analyze website usage and performance
  • Provide personalized content
  • Improve our service

You can control cookie settings through your browser preferences.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable laws.

10. Children's Privacy

Our service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

  • Posting the new Privacy Policy on this page
  • Sending you an email notification
  • Updating the "Last updated" date

Your continued use of our service after any changes constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: privacy@virtualreceptionisthq.com