This explains what Smart Reception does with your data and your callers' data. It is a description of our practices, not legal advice about your own obligations.
Two kinds of information. From you as the account holder: your email address, your business name, address, opening hours, services and any knowledge-base answers you write. From your callers: the phone number they call from (unless they withhold it), an audio recording of the call, a written transcript, the time and length of the call, and the details the assistant is asked to take down, such as a name and a reason for calling.
Your business details configure the assistant so it answers callers accurately. Call recordings and transcripts exist so you can see who called and why, and so we can investigate a call that went wrong. We do not sell any of it, and we do not use your callers' recordings to train models.
Canadian privacy law requires that people know they are being recorded. The assistant announces at the start of every call that the call is recorded, before any recording is retained. You are responsible for keeping that notice enabled and for any additional disclosure your profession requires.
Calls are carried by our telephony provider and handled by our voice AI provider, which uses a speech and language model to hold the conversation. Recordings, transcripts and your account data are stored in our managed database. Each of these providers processes the data on our instructions only.
Recordings and transcripts stay in your call history until you delete them. Deleting a call from your call history removes the record from our database. Closing your account removes your business configuration and remaining call history.
You can read, export or delete any individual call from the call history screen at any time. You can correct your business details in settings. To request deletion of your whole account, or to ask what we hold about you, contact us from the email address on the account.
Data is encrypted in transit and at rest. Access to your business, calls and knowledge base is restricted at the database level to your own account, and call records can only be written by our servers — never from a browser.
If this policy changes in a way that affects how call data is used, we will tell account holders by email before the change takes effect.