The short version
- We collect what's needed to run the service: your business info, your customers' call recordings and transcripts, and billing.
- We use it to operate the service, support you, and improve our AI.
- We don't sell your data or your customers' data. Ever.
- We use a short list of trusted vendors (payments, voice, AI) to operate.
- Email ahsan@tradesreception.com to access, correct, or delete your data anytime.
1. Information we collect
When you sign up
- Business name, owner name, business address, phone, and email
- Billing information (handled by our payment processor, not stored by us)
- Calendar and CRM credentials you authorize us to access (e.g., Google Calendar via OAuth)
When your customers call
- Audio recordings and transcripts of incoming calls
- Caller phone number, time, and call duration
- Information your customers provide (name, address, service requested)
- Booked appointment details
When you use our website
- Anonymized analytics (page views, source, browser type)
- IP address for security and abuse detection
2. How we use information
- Operating the service — receiving calls, booking jobs, sending SMS confirmations, transferring emergencies to your cell
- Customer support — troubleshooting and tuning the AI for your business
- Billing — collecting payment and sending invoices
- Service improvement — aggregated analytics and identifying patterns to improve the AI
- Legal and compliance — responding to lawful requests, preventing fraud
We do not sell your information or your customers' information to anyone.
3. Who we share with
We share information with a small set of vendors who help us operate the service:
- Payment processor (e.g., Stripe) for billing
- Voice infrastructure providers (e.g., Vapi, Twilio) for call routing
- AI providers (e.g., OpenAI, Anthropic) for natural language understanding
- Cloud hosting (e.g., AWS, Vercel)
- Anonymized analytics (e.g., Plausible)
We require all vendors to maintain confidentiality and use data only to perform their service for us. We never share data with advertisers, data brokers, or unaffiliated third parties.
4. Your customers' rights
Your customers retain rights over their own information. If a customer asks you (or us) to delete their data, we will do so within 30 days of a verified request.
5. Your rights
Email ahsan@tradesreception.com to:
- Access the data we have about you
- Correct inaccurate information
- Delete your account and associated data
- Opt out of non-essential communications
- Request a portable copy of your data
6. Data retention
- Account info and billing records — retained for 7 years (tax and legal compliance)
- Call recordings and transcripts — retained for 90 days post-cancellation, then permanently deleted (or sooner upon request)
- Marketing communications — stopped immediately upon request
7. Security
We use industry-standard security practices: data encrypted in transit (TLS) and at rest, role-based access controls for our staff, and regular security reviews. No system is perfectly secure, but we take this seriously.
8. Children's privacy
Our service is for businesses, not individuals. We don't knowingly collect information from children under 13.
9. Changes to this policy
We'll post material changes here and notify active customers by email. The "Effective" date at the top reflects the latest version.
10. Contact
Questions? Email ahsan@tradesreception.com.
This service is operated from Houston, Texas. Governing law is the State of Texas.