Privacy Policy

1. Who we are

Smart Reception AI is operated by Muhammad Elahi, who is the data controller for the personal data described in this notice. Contact: support@smartreceptionai.xyz.

2. Data we collect

• Account data — your name, email address, and login credentials, used to create and secure your account.
• Business data — the business name, services, working hours, greeting, and booking link you enter so the AI receptionist can represent your business.
• Call data — phone numbers called or received, call status, duration, recordings or transcripts, and booking outcomes, used to provide the call log and transcript features.
• Support messages — anything you send us when you contact support.
• Usage and device data — basic telemetry, device identifiers, and IP address, used for security, fraud prevention, and product improvement.

3. Why we use it (legal basis)

• Contract performance — to create your account, provide the receptionist service, and show your dashboard.
• Legitimate interests — to secure the service, prevent fraud, and improve the product.
• Consent — where we ask for it, for optional communications.
• Legal obligation — where we must keep or disclose records by law.

4. Who we share it with

• Service providers — hosting, database, analytics, and support tooling providers that process data on our behalf.
• Paddle — our Merchant of Record, for the sale of memberships, subscription management, payments, tax compliance, and invoicing.
• Telephony and AI providers — the connected phone provider (Vapi) and AI model providers that place and power your calls.
• Professional advisers — legal and accounting advisers where needed.
• Authorities — where required by law.

5. Retention

We keep your data while your account is active and for a reasonable period afterwards to meet legal, accounting, and support needs. When data is no longer needed, it is deleted or anonymised.

6. Your rights

Depending on the laws that apply to you, you may have the right to access, correct, delete, restrict, or port your personal data, to object to processing, and to withdraw consent. To exercise any of these rights, email support@smartreceptionai.xyz and we will respond within one month.

7. Security

We use appropriate technical and organisational measures, including encryption in transit and access controls, to protect your personal data.

8. Cookies

We use essential cookies to keep you signed in and run the service. We do not use advertising cookies. You can control cookies through your browser settings; disabling essential cookies may prevent sign-in.

9. Changes

We may update this notice from time to time and will post the current version on this page.