Privacy Policy

1. Introduction & Scope

ApexReception AI ("we," "our," or "us") provides autonomous artificial intelligence telephone reception and web chat concierge software. We are firmly committed to safeguarding the sensitive business data, voice recordings, transcripts, and contact records entrusted to us by our business customers ("Clients") and their end-user callers.

2. Proprietary Customer Data & Zero Foundation Model Training

We do not use your proprietary business documents, patient communications, caller audio, or chat logs to train public machine learning models. All uploaded documents (PDFs, pricing sheets, employee schedules, and FAQs) are stored in dedicated encrypted vector namespaces isolated exclusively to your tenant.

3. Information We Collect

• Intake Information: Business name, contact name, email, website URL, industry, and telecommunication preferences.
• Call & Chat Content: Real-time audio stream data, text transcripts, and scheduling parameters necessary to coordinate appointments.
• Technical Metadata: IP addresses, browser agent strings, and latency metrics to ensure high audio fidelity.

4. Merchant of Record & Payment Processing

All checkout transactions, subscription recurring billings, invoicing, and tax collection are processed by AgentaOS acting as our Merchant of Record. We do not store or process complete credit card numbers or banking credentials on our servers. AgentaOS complies with PCI-DSS Level 1 specifications.

5. Security, HIPAA, and Data Retention

All data in transit is protected using TLS 1.3 encryption. Data at rest is encrypted using industry-standard AES-256. Voice audio logs and transcripts can be automatically purged upon request or after designated compliance retention cycles.

6. Contact & Data Protection Officer

For privacy inquiries, GDPR data deletion requests, or Business Associate Agreements (BAA) for healthcare entities, please email privacy@apexreception.ai.