Privacy Policy

1. Information We Collect

Personal Information

We collect information that you provide directly to us, including:

• Name and contact information (email address, phone number)
• Company name and business information
• Account credentials (username and password)
• Payment and billing information
• Communications you send to us
• Information provided when booking a demo or contacting support
• Mobile phone numbers provided during service onboarding for SMS notifications

Automatically Collected Information

When you access our website, we automatically collect certain information, including:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent, click patterns)
• Cookies and similar tracking technologies
• Referral source and exit pages

Call and Communication Data

When you use our AI receptionist service, we may collect:

• Call recordings and transcripts
• Caller information and phone numbers
• Appointment scheduling data
• Message content and metadata

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our AI receptionist services
• Account Management: To create and manage your account, process payments, and provide customer support
• Communication: To send you service updates, technical notices, security alerts, and marketing communications
• SMS Notifications: To send service control notifications to your mobile phone number for managing your AI receptionist service
• Personalization: To customize your experience and provide relevant content
• Analytics: To understand how users interact with our services and improve functionality
• Legal Compliance: To comply with legal obligations and protect our rights
• Security: To detect, prevent, and address fraud, security issues, and technical problems

3. SMS Communications

Service SMS Notifications

End users are existing clients of Rankin Receptions who have signed a service agreement and provided their mobile phone number during onboarding. As part of the onboarding process, clients are informed they will receive SMS notifications from +19735325163 to control their AI receptionist service.

SMS Controls

Clients can manage their AI receptionist service via SMS by:

• Texting ON to +19735325163 to activate the service
• Texting OFF to +19735325163 to deactivate the service
• Texting START to +19735325163 to opt-in to SMS notifications
• Texting STOP to +19735325163 to opt-out of SMS notifications at any time

SMS Data Usage

We use your mobile phone number solely for:

• Sending service control notifications and confirmations
• Providing service status updates
• Responding to your SMS commands (ON, OFF, START, STOP)
• Sending critical service alerts when necessary

We do not share your mobile phone number with third parties for marketing purposes. Standard message and data rates may apply based on your mobile carrier's plan.

4. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your browsing activities. You can control cookies through your browser settings, but disabling cookies may limit your ability to use certain features of our website.

Types of cookies we use:

• Essential Cookies: Required for the website to function properly
• Analytics Cookies: Help us understand how visitors use our website
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Track your browsing habits to deliver relevant advertisements

5. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: With third-party vendors who perform services on our behalf (payment processing, hosting, analytics, SMS delivery)
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law or to protect our rights and safety
• With Your Consent: When you explicitly authorize us to share your information

6. Data Security

We implement appropriate technical and organizational security 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 audits
• Access controls and authentication procedures
• Employee training on data protection practices
• Secure data storage and backup systems

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Opt-Out: Unsubscribe from marketing communications at any time
• SMS Opt-Out: Text STOP to +19735325163 to stop receiving SMS notifications
• Data Portability: Request a copy of your data in a structured, machine-readable format
• Restriction: Request restriction of processing in certain circumstances
• Object: Object to processing of your personal information for certain purposes

To exercise any of these rights, please contact us at privacy@rankinreceptions.com

8. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

Retention periods vary based on:

• The nature of the information collected
• Legal and regulatory requirements
• The purposes for which the information was collected
• Whether you have an active account with us

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately, and we will take steps to delete such information.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

13. Contact Us

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