1. Introduction
FL Reception ("we," "our," or "us") is an AI receptionist service provider based in Tampa Bay, Florida. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at flreception.com or use our AI receptionist services.
Our services are powered by the following third-party technology providers: Twilio (call and SMS infrastructure), Vapi (AI voice technology), Cal.com (appointment booking), Airtable (data storage), Make formerly Integromat (workflow automation), and Lovable (website platform). By using our services you agree to the data practices described in this policy.
2. Information We Collect
2.1 Information You Provide Directly
- Full name, business name, email address, and phone number when contacting us or signing up
- Business address, niche, and operational details during onboarding
- Payment information processed securely through Stripe — we never store credit card numbers directly
- Messages and inquiries submitted through our contact form on flreception.com
2.2 Information Collected Through Our Services
When our AI receptionist handles calls on behalf of our business clients we collect the following from callers:
- Caller phone number
- Date, time, and duration of the call
- Call status (missed, answered, busy, failed)
- Full call transcript generated by Vapi AI voice technology
- AI-generated call summary created by Vapi
- Caller name, email address, and other details provided voluntarily during the call
- Appointment details including preferred date, time, and service type
- SMS message content sent to and received from callers via Twilio
IMPORTANT: Calls handled by our AI receptionist may be transcribed. Our AI assistant informs callers at the start of each call that the call may be recorded for quality purposes.
2.3 Information Collected Automatically From Website Visitors
- IP address and approximate geographic location
- Browser type, version, and operating system
- Pages visited, time spent, and navigation patterns
- Referring website or search terms that brought you to our site
- Device type and screen resolution
2.4 Information From Third-Party Services
- Twilio (twilio.com) — call metadata, SMS content, phone numbers, call recordings.
- Vapi (vapi.ai) — AI voice conversations, transcripts, and call summaries.
- Cal.com (cal.com) — appointment booking data.
- Airtable (airtable.com) — lead, client, appointment, and metric storage.
- Make / Integromat (make.com) — webhook data and automation workflows.
- Lovable (lovable.dev) — website and client portal hosting.
- Stripe (stripe.com) — payment transactions.
3. How We Use Your Information
- To deliver, operate, and improve our AI receptionist services
- To send automated SMS follow-up to missed callers on behalf of our business clients
- To book, confirm, and manage appointments via Cal.com
- To log and track leads in Airtable for client reporting
- To provide business clients access to their performance data via our client portal
- To send automated appointment reminder SMS 24 hours before scheduled appointments
- To generate monthly performance reports for our business clients
- To process payments and send billing communications
- To respond to inquiries and provide customer support
- To detect and prevent fraud or abuse of our services
- To comply with applicable laws and legal obligations
4. Call Recording and Transcription Disclosure
FL Reception uses Vapi AI technology to answer and transcribe phone calls on behalf of our business clients. Calls handled by our AI receptionist may be recorded and transcribed.
Our AI receptionist is programmed to inform callers at the beginning of each call with a statement such as: "This call may be recorded for quality purposes." By continuing the call after this disclosure callers consent to recording and transcription under applicable law.
Call transcripts are stored in Airtable and accessible to the business client whose phone number received the call. Transcripts are retained for 12 months by default. Florida law (Section 934.03, Florida Statutes) permits recording of telephone calls with the consent of at least one party.
5. How We Share Your Information
We do not sell personal information to third parties. We share information only:
- With our technology service providers (Twilio, Vapi, Cal.com, Airtable, Make, Lovable, Stripe) as necessary to deliver our services
- With the business client whose phone number received the call
- When required by law, subpoena, court order, or government authority
- To protect the rights, property, or safety of FL Reception, our clients, or the public
- In connection with a merger, acquisition, or sale of business assets, with notice
6. Data Retention
- Lead records and call logs: 12 months
- Appointment records: 24 months
- Client account data: duration of service agreement plus 30 days
- Payment records: 7 years (tax law)
- Call transcripts: 12 months
Clients may request early deletion by emailing hello@flreception.com.
7. Your Rights and Choices
7.1 Access and Correction
Request a copy or correction of your personal data at hello@flreception.com.
7.2 Deletion
Request deletion subject to legal retention obligations at hello@flreception.com.
7.3 SMS Opt-Out
Reply STOP to any automated SMS message to opt out immediately.
7.4 Do Not Call
Contact the business directly or reply STOP to any SMS from their number.
8. Data Security
- TLS encryption for all data in transit
- Encryption at rest for data stored in Airtable
- Access controls limiting data access to authorized personnel only
- Regular security reviews of our technology stack
No method of electronic transmission or storage is 100% secure.
9. Children's Privacy
Our services are not directed to individuals under 18. We do not knowingly collect personal information from children.
10. Florida Privacy Rights
Florida residents may have additional rights under the Florida Digital Bill of Rights (FDBR). To exercise privacy rights contact hello@flreception.com.
11. Changes to This Privacy Policy
We may update this Privacy Policy periodically. We will notify clients of material changes by email at least 30 days before they take effect.
12. Contact Us
FL Reception · Tampa Bay, Florida · hello@flreception.com