Privacy Policy

Protecting your private information is our priority. This Statement of Privacy applies to AI Receptionist, and AI Receptionist and governs data collection and usage. For this Privacy Policy, unless otherwise noted, all references to AI Receptionist include info@oos-inc.com and AI Receptionist. The AI Receptionist application is a Voice AI Agent Creation platform. By using the AI Receptionist application, you consent to the data practices described in this statement.

Controller/Processor Role

For the website, self-serve sign-ups, and direct marketing, AI Receptionist acts as a data controller. For enterprise accounts where AI Receptionist processes data on behalf of a Customer, AI Receptionist acts as a processor/service provider under applicable law. Where AI Receptionist acts as a processor/service provider, the Data Processing Addendum (DPA) governs and controls in the event of any conflict with this Privacy Policy.

Collection of your Personal Information

1. Personal Data

In order to better provide you with products and services offered, AI Receptionist may ask you to provide certain personally identifiable information that can be used to contact or identify you (“Personal Data”). These may include, but are not limited to:

• Email address.
• First name and last name.
• Phone number.
• Address, State, Province, ZIP/Postal code, City.
• Cookies and Usage Data.

We collect Personal Data that you provide directly (for example, when you sign up, contact us, or make a purchase), as well as certain data collected automatically, such as Usage Data, cookies, and device information. We use this information for, but not limited to, communicating with you in relation to Services and/or products you have requested from us, and sending you newsletters, marketing or promotional materials, and other information that may be of interest to you. You may opt out of receiving any or all of these communications from us by following the unsubscribe link.

AI Voice & Communications Data

If you enable voice features or connect telephony, we may receive audio, transcripts, call metadata, and interaction logs (“Communications Data”) for providing Services and improving safety. Customers are responsible for obtaining all required notices and consents before providing such data to AI Receptionist. AI Receptionist may use Communications Data in an aggregated and de-identified form to improve, train, and enhance its models and Services, provided such use does not identify Customer or end users.

Sensitive Personal Data

We do not seek to collect sensitive categories of data unless strictly necessary for the Services and expressly provided by you, and where required, with your explicit consent.

2. Usage Data

Additionally, whether you visit our service or use a mobile device to access it, we might gather data from your browser (“Usage Data”). This Usage Data may contain information like the Internet Protocol address (IP address) of your computer, the type and version of your browser, the pages you visit on our service, the time and date of your visit, the amount of time you spend on those pages, unique device identifiers, and other diagnostic data.

When accessing the service via mobile device, we may collect device type, unique device identifiers, IP address, operating system, mobile browser type, and other diagnostic data.

3. Location Data

If you permit us to do so, we may use and keep track of your location data (“Location Data”). We utilize your information to offer features, enhance, and personalize our service. Whenever you use our Service, you have the option to enable or disable location services using your device's settings.

4. Tracking & Cookies Data

We use cookies and similar tracking technologies to track the activity on our Service, and we hold certain information. Cookies are files with a small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Other tracking technologies are also used, such as beacons, tags, and scripts, to collect and track information and to improve and analyze our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Use of Data

AI Receptionist Inc. uses the collected data to:

• fulfill the purpose for which you provide it;
• provide and maintain our Service;
• notify you about changes to our Service;
• allow you to participate in interactive features of our Service when you choose to do so;
• provide customer support;
• gather analysis or valuable information so that we can improve our Service;
• Monitor the usage of our Service;
• detect, prevent, and address technical issues;
• carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection;
• provide you with notices about your account and/or subscription, including expiration and renewal notices, email instructions, etc.;
• provide you with news, special offers, and general information about other goods, services, and events which we offer that are similar to those that you have already purchased or inquired about, unless you have opted not to receive such information;
• in any other way we may describe when you provide the information;
• for any other purpose with your consent.

Retention of Data

We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our legal agreements and policies. We will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period, except when used to strengthen security or improve functionality, or where legally obligated to retain it for longer time periods.

Retention Criteria: We determine retention periods based on the nature of the data, the purposes for which it is processed, and legal requirements. Where feasible, we anonymize or aggregate data instead of retaining it in a form that identifies you. When data is no longer needed, it will be securely deleted or anonymized.

Transfer of Data

Your information, including Personal Data, may be transferred to – and maintained on – computers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ from those of your jurisdiction. If you choose to give us information while you are not in the US, the data—including Personal Data—will be transferred to and processed in the USA.

International Transfers & Safeguards: Where required, we utilize safeguards such as Standard Contractual Clauses and comparable mechanisms, including where applicable, the UK International Data Transfer Agreement (IDTA) or other approved transfer mechanisms.

Disclosure of Data

We may disclose personal information that we collect, or you provide:

• If required to do so by law or in response to valid requests by public authorities.
• Where we or our subsidiaries are involved in a merger, acquisition, or asset sale, your Personal Data may be transferred.
• to our subsidiaries and affiliates;
• to fulfill the purpose for which you provide it;
• for any other purpose disclosed by us when you provide the information;
• with your consent in any other cases;
• If we believe disclosure is necessary or appropriate to protect the rights, property, or safety of the Company, our customers, or others.

Service Providers and Subprocessors: We engage third parties with confidentiality agreements and provide notice of material changes via our DPA. AI Receptionist may update its list of subprocessors and provide notice through its DPA.

Security of Data

While recognizing the importance of securing your data, no method of transmission over the Internet or method of electronic storage is 100% secure. We will strive to use commercially acceptable means to protect your Personal Data, but we cannot guarantee its absolute security.

Incident Notifications: If we become aware of a data breach impacting Personal Data, we will notify affected parties and/or regulators without undue delay and within the time periods required by applicable law. We implement administrative, technical, and physical safeguards consistent with industry standards (e.g., ISO 27001, SOC 2), where applicable.

E-mail Communications

From time to time, AI Receptionist may contact you via email for the purpose of providing announcements, promotional offers, alerts, confirmations, surveys, and/or other general communication. We may receive a notification when you open an email from AI Receptionist or click on a link therein.

If you would like to stop receiving marketing or promotional communications via email, you may opt out by clicking “unsubscribe”. Transactional vs. Marketing: You cannot opt out of essential service-related communications.

Your Data Protection Rights Under Various Laws

General Data Protection Regulation (GDPR)

If you are a resident of the European Union (EU) and European Economic Area (EEA), you have certain data protection rights under GDPR. We aim to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data. If you wish to be informed on what Personal Data we hold about you and want the same to be removed from our systems, please email us at info@oos-inc.com.

In certain circumstances, you have the following rights:

• the right to access, update, or delete your data on our site;
• the right to rectify your information if that information is inaccurate or incomplete;
• the right to object to the processing of your Personal Data;
• the right to request that the processing of your personal information is restricted;
• the right to request and be provided with a copy of your Personal Data in a structured, machine-readable and commonly used format;
• the right to withdraw consent at any time where your consent is required to process any of your personal information;

We may ask you to verify your identity before responding to requests. We will respond to all data subject requests within the time periods required by applicable law (for example, within 30 days under the GDPR or 45 days under the CCPA/CPRA). You have the right to complain to a Data Protection Authority about our collection and use of your Personal Data. Lawful Bases: We rely on contract, legitimate interests, consent, and legal obligations depending on the activity.

Children’s Data: We do not knowingly collect Personal Data from children under 13 (or under 16 in the EEA) without appropriate consent. If we learn we have collected such data, we will delete it promptly.

California Online Privacy Protection Act (CalOPPA)

According to CalOPPA, we agree to the following:

• Users can visit our site anonymously.
• Our Privacy Policy link includes the word “Privacy”, and can easily be found on the page specified above on the home page of our website.
• Users will be notified of any privacy policy changes on our Privacy Policy Page.
• Users can change their personal information by emailing us at info@oos-inc.com

Our Policy on “Do Not Track” Signals: When a “Do Not Track” browser feature is enabled, we respect the signals and don't track, install cookies, or employ advertising. You can enable or disable Do Not Track in your browser settings.

California Consumer Privacy Act (CCPA)/California Privacy Rights Act (CPRA)

If you are a California resident, you are entitled to learn what data we collect about you, ask to delete your data, and not to sell (share) it. To exercise your data protection rights, you can make certain requests by emailing info@oos-inc.com.

Service Providers

We may employ third-party companies and individuals to facilitate our Service (“Service Providers”), provide services on our behalf, perform service-related tasks, or assist us in analyzing how our Service is used. These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

You can request an up-to-date list of third-party Service Providers by emailing us at info@oos-inc.com.

Right to Deletion

Subject to certain exceptions, on receipt of a verifiable request from you, we will delete your personal information from our records and direct service providers to delete it from their records.

Changes to this Statement

AI Receptionist reserves the right to change this Privacy Policy from time to time. We will notify you about significant changes in the way we treat personal information by email, by placing a prominent notice on our site, and/or by updating privacy information. Your continued use of the application and/or Services available after such modifications will constitute your acknowledgment of the modified Privacy Policy and agreement to abide and be bound by that Policy. Where required by law, we will obtain your consent to material changes.