Privacy Policy

This Privacy Policy (“Policy”) describes how Nikhil Designs LLC (“Company,” “we,” “us,” or “our”) collects, uses, stores, and protects information when providing the AI Receptionist service (“Service”) to our clients (“Client,” “you,” or “your”) and their callers. By engaging our Service, you consent to the practices described in this Policy.

1. Information We Collect

• Caller Information: names, phone numbers, messages, inquiries, booking requests, and call metadata.
• Client Business Information: appointment availability, service descriptions, qualification rules, and contact details.
• Usage Data: call volumes, call outcomes (e.g., booked, unqualified, spam), and performance logs.
• Technical Data: calendar access logs, system integration details, and device/browser data when using the Client dashboard.

2. How We Use Information

• Answer, screen, and route calls on behalf of Clients.
• Qualify and book appointments based on Client-defined requirements.
• Sync appointments to Client calendars.
• Improve Service performance and caller experience.
• Generate reports, analytics, and insights for Clients.
• Comply with legal obligations (e.g., TCPA, GDPR, CAN-SPAM, and other applicable laws).

3. Data Sharing & Disclosure

We do not sell caller or client data. Information may be shared only as follows:

• With Clients: caller data and bookings are shared only with the subscribing Client.
• With Service Providers: secure third-party vendors may process payment, host data, or support integrations (e.g., telephony, calendar sync).
• For Legal Compliance: if required by law, subpoena, or court order.
• For Business Transfers: in the event of a merger, acquisition, or sale of assets, data may be transferred as part of the business.

4. Data Retention

• Call logs and booking records are retained for as long as the Client’s subscription is active.
• Upon cancellation, Clients may request exports of call and booking data within 30 days.
• After 30 days, data may be archived or deleted unless required for compliance.

5. Security

We implement reasonable administrative, technical, and physical safeguards to protect caller and client data. However, no method of storage or transmission is 100% secure. Clients are responsible for securing access to their own systems (e.g., calendars, CRMs).

6. Caller Transparency

Where legally required, the AI Receptionist may disclose to callers that it is an automated system. Clients are responsible for ensuring scripts and workflows remain compliant with industry-specific or regional telemarketing laws.

7. International Data Processing

Our Service may process or store data on servers located in the United States or other jurisdictions. By using the Service, you consent to the transfer of information outside your country, subject to applicable data protection laws.

8. Client Responsibilities

• Use caller data only for legitimate business purposes.
• Maintain compliance with applicable laws (TCPA, GDPR, CAN-SPAM, CCPA, or other relevant regulations).
• Promptly notify us if you suspect unauthorized use of your data.

9. Children’s Privacy

The Service is not intended for children under 13 (or the age of majority in applicable jurisdictions). We do not knowingly collect information from children.

10. Changes to this Policy

We may update this Policy with at least 15 days’ notice via email or platform notification. Continued use of the Service after notice constitutes acceptance of the updated Policy.

11. Your Choices & Rights

• Access/Export: Clients may request a copy of their call and booking data.
• Correction/Deletion: request corrections or deletion where permitted by law and contract.
• Opt-Out: unsubscribe from marketing communications using provided links; service emails will continue.
• Do Not Track: we do not respond to browser Do-Not-Track signals.

12. Contact