Privacy Policy

Effective Date: March 2026

1. Information We Collect

First Ring Reception LLC ("we," "us," "our") collects information in two contexts: (a) from businesses that subscribe to our virtual receptionist service ("Clients"), and (b) from individuals who call our Clients' phone lines ("Callers").

Information from Clients

Business name, contact name, email address, phone number, physical address, business hours, service offerings and pricing, calendar access credentials, and payment information (processed securely by Stripe; we do not store credit card numbers).

Information from Callers

Phone number (via Caller ID), name (if voluntarily provided during the call), call recording and transcript, appointment details (date, time, service type, address if provided), and any other information voluntarily shared during the phone conversation.

2. How We Use Information

Client information is used to build and operate the virtual receptionist service, provide dashboard access and reporting, send email notifications (appointment confirmations, weekly reports), process billing, and communicate about service updates.

Caller information is used to answer and route phone calls, check calendar availability and book appointments, provide accurate pricing information, generate call transcripts and summaries for the Client's dashboard, and send the Client email notifications about booked appointments and callback requests.

3. Information Sharing

We do not sell, rent, license, or share Client or Caller personal information with third parties for marketing or promotional purposes. We share information only in the following limited circumstances:

With our Clients: Callers' information (name, phone number, call transcript, appointment details) is shared with the specific Client whose phone line the Caller dialed. This is the core function of our service.
With Service Providers: We use third-party services to operate our platform. These providers process data only to perform services on our behalf and are contractually prohibited from using it for other purposes.
As Required by Law: We may disclose information to comply with legal obligations, court orders, or government requests.

4. Mobile Data & SMS Consent

Mobile information, phone numbers, and SMS consent will not be shared with, sold to, or rented to third parties or affiliates for marketing or promotional purposes. If SMS functionality is enabled, callers provide verbal opt-in during the phone call before any text message is sent. Standard message and data rates may apply. Reply STOP to opt out of future messages.

5. Data Retention

Call recordings, transcripts, and associated data are retained for the duration of the Client's active subscription plus 30 days after termination. After this period, data is permanently deleted. Clients may request data export at any time during their active subscription.

6. Data Security

We implement industry-standard security measures including encrypted connections (SSL/TLS), server hardening (firewall, fail2ban, restricted permissions), and access controls. Passwords are stored securely and API credentials are protected in environment variables not accessible to the public.

7. Your Rights

You may request access to, correction of, or deletion of your personal information by calling us at (321) 978-0806.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated to active Clients via email.

9. Contact

First Ring Reception LLC, Winter Springs, FL.
Phone: (321) 978-0806