PRIVACY POLICY — AI RECEPTIONIST SERVICE
Status: APPROVED FOR PRODUCTION USE — founder approval 2026-09-19 · Version 1.0 · Attorney review scheduled; not yet completed. (Record note: the text below is the original draft; approval was given by the founder, and no licensed attorney has reviewed it.) Effective: on first paid use.
What we collect
From callers: voice audio, name, phone number, email (if offered), reason for the call, appointment times, and confirmation codes — all captured by the AI assistant. From clients: business details, billing contact, payment data (processed by Stripe; card numbers never touch our systems).
How it is used
Answering calls, booking appointments, notifying the client about leads, and producing the client's call reports. We do not sell data and do not use call data for advertising.
Who processes it (subprocessors)
| Party | Role | Data |
|---|---|---|
| Vapi | voice agent runtime, call audio + transcripts | audio, transcripts, caller details |
| OpenAI (via Vapi) | language model | transcript text |
| Soniox (via Vapi) | speech-to-text | call audio |
| Stripe | payments | name, email, card |
| Resend | transactional email | email addresses |
| Twilio (future) | SMS + outbound calls | phone numbers, message content |
Sensitive data
Do not give the assistant health, financial-account or government-ID details. If such data is provided anyway, it is passed through the above subprocessors and deleted on request.
Retention and deletion
Call records are kept for the client's reporting and deleted within 30 days of cancellation or on request. Cancel/delete requests: info@beyondx.llc.
Calls are recorded
Every call begins with the disclosure "…this is an AI assistant, and this call may be recorded." Callers who object are offered an unrecorded path.
Region-specific
Washington My Health My Data Act and CCPA/CPRA apply as applicable; contact us to exercise rights.
Contact
BeyondX LLC, Olympia WA — info@beyondx.llc