Privacy Policy

Overview

NoReceptionist (“we,” “our,” or “us”) provides an AI-powered receptionist service for businesses. This Privacy Policy explains how we collect, use, and protect information when you use our platform or when your customers interact with our AI via phone, SMS, or messaging channels. NoReceptionist is operated by Salient Media LLC.

Information We Collect

• Business account information (name, email, phone number)
• Call transcripts and conversation logs from customer interactions
• Appointment and booking details
• Customer contact information provided during interactions (name, phone, email)
• Instagram and Facebook account identifiers when you connect those integrations
• Google Calendar access tokens when you connect Google Calendar
• Notes about your meetings with customers: what you tell us after an appointment, and, if you connect a meeting notetaker, the text transcript of the meeting (the notetaker's audio is not kept)
• Gmail send authorization (the gmail.send scope) when you connect Gmail, send-only access used to send replies and follow-ups from your own address; we do not read, list, or otherwise access your mailbox

How We Use Information

• To power AI responses to your customers on your behalf
• To read your Google Calendar's free/busy availability and to create, reschedule, and cancel the appointments our AI books for you (we do not read the content of your existing calendar events)
• To send email replies and follow-ups from your connected Gmail address on your behalf (send-only, we never read your inbox)
• To send confirmation and reminder messages to customers
• To send marketing text messages, only to people who opted in to receive them from that specific business or from NoReceptionist
• To generate daily and weekly business summaries for you
• To operate, monitor, and debug the service (operational and diagnostic purposes only, we do not use this data to train or develop AI or machine-learning models)

Artificial Intelligence (Anthropic)

Our AI receptionist's responses are generated using Anthropic's Claude models. To produce replies, the following may be processed by Anthropic as a subprocessor: conversation content, your Google Calendar free/busy availability, and the content of email replies we send on your behalf via Gmail. Anthropic processes this data solely to generate responses for your account and does not use it to train its models.

No training on your data. We do not use Google user data, or any customer data, to train or develop AI or machine-learning models.

Google Calendar & Gmail

Calendar. When you connect Google Calendar, we read your calendar's free/busy availability (via the calendar.freebusy scope) to find open times for bookings, we do not read the content (titles, attendees, or descriptions) of your existing events. We use calendar write access (the calendar.events scope) only to create, reschedule, and cancel the appointments our AI books on your behalf.

Gmail. When you connect Gmail, we use send-only access (the gmail.send scope) solely to send email replies and follow-up messages from your own Gmail address on your behalf. We do not read, list, or otherwise access your mailbox, and we make no Gmail API calls other than to send. Inbound customer email reaches our platform through email forwarding, not the Gmail API. You can disconnect Google services at any time from your settings page.

Limited Use of Google User Data

NoReceptionist's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically, for data accessed through Google APIs (Gmail and Google Calendar):

• Gmail is send-only. We use only the gmail.send scope, solely to send email replies and follow-up messages from your own Gmail address on your behalf. We do not read, list, download, or store the contents of your mailbox, and we make no Gmail API calls other than to send.
• Google Calendar. We create, update and cancel the calendar events for bookings made through the Service, and we read the events on your calendar to find free time and avoid double-booking. We use only their times and whether they block time; the other event details Google returns (such as titles) are not stored or used for anything else.
• We use Google user data only to provide and improve the user-facing features described in this policy.
• We do not sell, rent, or transfer Google user data, and we do not transfer it to others except as necessary to provide or improve these features, to comply with applicable law, or as part of a merger or acquisition under continued protection of this policy.
• We do not use Google user data for advertising, and we do not use it to train or develop AI or machine-learning models.
• We do not allow humans to read Google user data unless we have your affirmative consent, it is necessary for security (such as investigating abuse), it is required by applicable law, or the data has been aggregated and anonymized for internal operations.

No email warming. We do not provide email warming services (automatically ramping send volume to build sender reputation). Email sent through connected Gmail accounts is limited to individual, event-triggered messages sent in response to your customers' inbound contact.

Meta Platform Data

When you connect Instagram or Facebook, we receive the following from Meta and use it only to run the receptionist service for your business. Your customers' messages to your account (including taps on message buttons), which your AI receptionist reads to reply on your behalf. Comments on your posts that match a comment automation you set up, so it can post your reply and send your private message. Your customers' profile details (name, username and account ID), so we know who you are talking to. On Instagram, whether a customer follows you, checked only when they are waiting on something you offer in exchange for a follow. Details of the ad or link that brought a customer to you, so your assistant knows what they came about and your dashboard can show which of your ads, links and posts bring in leads. Your own posts' captions and images, so you can choose a post for an automation, see which post a lead came from, and ask your assistant about your posts. And your connected account details, so we can connect your account, keep the connection working, and set up your account's message settings. The messages, the comments we respond to, your customers' profile details and the ad or link details are stored with your account's records (see Data Security below), so you and your assistant have the conversation history. We do not sell anything we receive from Meta, we do not use it for advertising, and we share it only with the service providers that process it for us to run the service (such as Anthropic, described above). You can disconnect your Instagram or Facebook account at any time from your settings page.

SMS Messaging

When your business uses NoReceptionist's SMS features, your customers may receive text messages from your business phone number, including appointment confirmations, reminders, replies to inbound texts, and other service-related communications generated by your AI receptionist (“Nolan”).

No sharing of opt-in data. Mobile information collected through SMS opt-in (including phone numbers and consent records) is not shared with or sold to third parties or affiliates for marketing or promotional purposes. This information is used solely to deliver the messaging service your business has configured. We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes.

Message types. Most messages sent through NoReceptionist are transactional and conversational, including: appointment booking confirmations, appointment reminders, replies to customer-initiated inquiries, and follow-up messages related to bookings or service requests. Separately, NoReceptionist and the businesses that use it may send optional marketing text messages (offers, promotions and updates), only to people who explicitly opted in to marketing texts from that specific sender. That opt-in is separate, optional, and never a condition of any purchase. See our SMS Terms for details.

Message frequency. Message frequency varies based on customer interactions with the business. Recipients typically receive messages only in response to their own inbound messages or in connection with appointments they have booked. Marketing text frequency varies.

Opt-out. Recipients can opt out at any time by replying STOP to any message. Replying HELP returns an automatic help reply, and you can reach support at support@noreceptionist.ai. Standard message and data rates may apply.

Carrier disclaimer. Carriers are not liable for delayed or undelivered messages.

Email Messaging

Businesses using NoReceptionist may send email to their own customers, appointment confirmations, reminders, replies to inbound inquiries, and follow-ups regarding past bookings or estimates. Emails are sent only to contacts who have previously contacted the business directly and provided an email address. We do not send to purchased, rented, or scraped lists.

Opt-out. Every email includes an unsubscribe link. Opt-outs take effect immediately, are permanent, and apply to all future email from that business. Hard bounces are suppressed automatically and not retried. Recipients may also contact privacy@noreceptionist.ai to be removed.

Meeting Notes

• We keep meeting notes as text only. When a meeting notetaker transcribes a meeting, its audio is not kept, and we never build voice profiles: who said each line comes from the meeting platform's participant list, from the phone system's own labels for a call your AI receptionist answered, or, for notes you send us yourself, from you.
• Where meeting notes are on and you have accepted their terms, calls your AI receptionist answers are turned into notes too (your own calls to your business line are not): your assistant digests each call and keeps what it learned on that customer's record: the call's summary, its digest, facts about your customer, promises made on the call, and the words from the call that back them up (exactly what is kept, and for how long, is below). A call from someone who is not yet a known customer is noted too, and its note joins their record once we know who called. The call's own transcript is deleted 90 days after the call, like a meeting's; what was learned from it stays. The phone provider that carries the call keeps its own copy under its own settings, which our 90-day deletion does not reach.
• Notes are used only to run the Service for your business (for example, to keep track of what you promised a customer). Neither we nor our service providers use them to train AI models.
• What is kept: what your assistant learned from a meeting or call stays on that customer's record (or with the call until we know who called), so your assistant keeps knowing them: - a phone call's summary; - the digest, which keeps word for word your customer's own words that mattered, and the words in which a price, a date or another number was said; - facts about your customer, and promises made on the call; - the words from the call that back up those facts and promises. That is a short phrase when the phrase alone fairly shows what was meant; otherwise it is the part of the call it sits in, up to about 1,200 characters (a long paragraph). The words are kept as they were said, whoever said them: your customer, you, your AI receptionist or anyone else on the call.
• How long transcripts are kept: a note's transcript, and a phone call's own transcript, are deleted 90 days after the meeting or call, with these exceptions: - A note keeps its words until it is digested. A note whose digest keeps failing is kept and tried again. Where meeting notes are off, or their terms are not accepted, a call's note waits, kept, and is read once they are on and accepted. - If your account becomes inactive, a call's note that has not been digested is deleted 30 days later. - A call's own transcript is not deleted before its words are in a note, unless the call cannot become one: meeting notes are off, nobody said anything on it, it was your own call, you deleted its note, or your account is inactive. A call that cannot be matched to your business from its own records is deleted at its 90 days. If a technical failure keeps a call from becoming a note, its transcript is kept so the note can still be made, it is checked again, and we are alerted to fix it; there is no fixed date by which a transcript kept this way is deleted. - While meeting notes are on but you have not yet accepted these terms, a call's transcript is kept so its note can still be made, but never more than 30 days past its 90 days or past the day you first had calls waiting, whichever is later. Then it is deleted without a note. The phone provider that carries your calls keeps its own copy under its own settings, which our 90-day deletion does not reach.
• Deleting notes: you can delete one note (on its call's page), one customer's notes (on their record), or all your notes at once (Settings › Meeting notetaker). Each time, you choose what happens to what your assistant learned from them. If you don't choose, it is removed. - Remove (the default): the notes go, and so does what was learned only from them: the facts and promises taken from them, and anything else on a customer's record built on their words (like a point on their profile, taken back at its next check). It also takes back what you chose to keep when you deleted notes before, for the same note, the same customer, or everyone when you delete all. Your assistant also clears the copies of all these notes it sent you, when it can tie a copy to its note: the message about the meeting or call in Telegram (deleted, or once it is older than 48 hours, replaced with a line saying it was removed), its copy in your chat with your assistant (replaced the same way), and items on your held list. These stay: a copy it can't tie to its note (one sent before it marked each message with its call), a message Telegram won't let it change, a short alert or a morning summary that mentioned a held item, the first parts of a long message Telegram split, and anything written later from the notes, like a draft, a plan or a reply that quoted them. Every one of these it knows of is listed for you when you delete, or, for a message that was going out to you while you deleted, in a message to you right after, when it can reach you. If a copy can't be cleared during the delete, your notes are not deleted (copies already cleared stay cleared); deleting again finishes the rest. If a message that was going out to you while you deleted can't be cleared, your notes are already deleted, and where trying again could help, your held list gets a Finish clearing button that tries again for that note's copies only and deletes nothing else. - Keep what I learned: only the notes go, with their words. What your assistant learned from them stays, with the words kept behind it as described above, and nothing it keeps says those notes are still there. Copies already sent to you stay too. A later delete with Remove takes it back. - Either way, what rests on something you still have stays: each phone call stays in your call log with its summary, and what your assistant learned from the conversation on the call itself stays (the customer's conversation history, promises made on the phone call, and anything on their record drawn from that conversation). The call's own transcript still goes at 90 days. - A note about several customers: deleting one customer's notes takes only that customer off it. The note, and the messages about it, stay for the others.
• A call itself cannot be deleted on its own.
• A call filed under the wrong customer: if you take it off them, what was learned from it comes off their record, its words included.
• Your chat: anything you yourself sent to your assistant stays with your assistant (in your chat history and anything it saved for you) until you ask us to delete your data.
• Where a meeting notetaker is used, it announces itself at the start of the meeting, and if a participant asks it to stop, it stops taking notes until they agree to resume. The notetaker is provided by Recall.ai, which transcribes the meeting for us and keeps no copy of it. You are responsible for obtaining any recording or transcription consent required where you and your customers are located.

Data Retention

Conversation logs and contact records are retained to provide conversation history and context for your AI receptionist. You may request deletion of your data by contacting us.

Data Security

We store data using Supabase with row-level security. Access tokens for third-party services (Google, Meta) are stored encrypted and used only to perform actions on your behalf.

Third-Party Services

We integrate with Anthropic (AI processing), Google (Calendar availability and Gmail send), Meta (Instagram/Facebook), Twilio (SMS), and Resend and Amazon SES (email). Each of these services has its own privacy policy governing their data practices.

Contact

For privacy questions or data deletion requests, contact us at privacy@noreceptionist.ai.