Privacy Policy

Effective date: April 11, 2026

Introduction

HiReceptionist is a product of iVerse Apps. This Privacy Policy explains how we collect, use, and protect your information when you use the HiReceptionist AI receptionist platform at hireceptionist.com and through our associated services.

By creating an account or using our service, you agree to the practices described in this policy. If you do not agree, please do not use the service.

Information we collect

We collect the following categories of information:

Account information

• Your name and email address when you register
• Your password (stored as a one-way hash — we never see it)
• Billing name and address (collected by Dodo Payments for invoicing)

Phone numbers

• Your HiReceptionist phone number(s) provisioned through our service
• Caller phone numbers from incoming calls (stored as call records)

Call data

• Call transcripts — a written record of every conversation your AI handles
• Call summaries — AI-generated summaries of what happened on each call
• Call recordings — audio files, only if you enable this feature
• Call metadata — duration, timestamp, caller intent, outcome

Payment information

• Payment processing is handled entirely by Dodo Payments
• We never store or see your card number, CVV, or full banking details
• We retain subscription status and billing history for your account

Usage data

• Features used and configuration changes
• Login timestamps and session information
• Page views and dashboard activity

How we use your data

We use your data only for the following purposes:

• To operate the AI receptionist service on your behalf
• To generate call transcripts, summaries, and email notifications
• To send you post-call notification emails and SMS alerts
• To improve AI quality, accuracy, and response patterns
• To process billing and manage your subscription
• To respond to support requests and investigate issues
• To send essential product updates and policy change notices

We do not sell your data to third parties. We do not use your data for advertising.

Third-party services

Providing HiReceptionist requires us to share certain data with the following infrastructure providers. Each is bound by their own data processing agreements:

• VAPI — voice AI processing (US-based). Handles live call audio and transcription.
• Supabase — database and authentication (hosted on AWS). Stores all account and call data.
• Dodo Payments — payment processing. Handles all card transactions.
• Twilio — US and international phone number provisioning.
• Exotel — Indian (+91) phone number provisioning (India-based).
• Groq / OpenAI — AI language models used for call summary generation.
• Resend — transactional email delivery for call summaries and notifications.
• Vercel — web application hosting (US-based).

We share only the minimum data each provider needs to perform its function. We do not share your data with any third party for marketing or analytics purposes.

Call recordings & transcripts

• Recordings are stored securely and encrypted at rest
• Recordings and transcripts are accessible only by the account owner
• All recordings and transcripts are permanently deleted when your account is closed
• You can delete individual call recordings at any time from your dashboard

Your responsibility: Call recording consent laws vary by jurisdiction. In some US states and countries, you must inform all parties that a call is being recorded. You are solely responsible for complying with applicable recording consent laws in your jurisdiction. We recommend disclosing the recording to callers.

Data retention

• Account data (profile, settings, configuration) is kept while your account is active
• Call logs, transcripts, and summaries are kept for the duration of your account
• Upon account deletion: all data is permanently deleted within 30 days
• Payment records may be retained longer as required by applicable tax and accounting laws

Your rights

You have the following rights over your data:

• Access — view all data associated with your account from your dashboard
• Correction — update your name, email, and account details at any time
• Deletion — delete your account and all associated data from your account settings
• Export — download your contacts and call data as CSV (Pro and Business plans)
• Objection — contact us to object to any data processing
• Portability — request a full export of your account data by emailing us

To exercise any of these rights, use your account dashboard or email privacy@hireceptionist.com.

Cookies

We use only essential cookies required for the service to function. Specifically:

• Authentication session cookie — keeps you logged in during your session
• No third-party tracking cookies are used
• No advertising or retargeting cookies are used

If we add analytics in the future, it will be opt-in and disclosed in an update to this policy.

International data

HiReceptionist is operated by iVerse Apps, based in India. Your data may be processed in the United States (via Supabase/AWS, Vercel, VAPI) and India (via Exotel).

• GDPR (EU/EEA users): You have the right to erasure, data portability, restriction of processing, and the right to object. Contact us to exercise these rights.
• India DPDP Act 2023: We process personal data in compliance with the Digital Personal Data Protection Act 2023.
• US users: We comply with applicable state privacy laws including CCPA where applicable.

Children

HiReceptionist is not intended for users under 18 years of age. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a minor, contact us and we will delete it promptly.

Security

We take data security seriously:

• All data in transit is encrypted using TLS 1.2+
• All data at rest is encrypted by our database provider (Supabase/AWS)
• Our database uses Row-Level Security (RLS) — users can only access their own data
• Passwords are never stored in plain text — only bcrypt hashes
• We conduct regular internal security reviews of our infrastructure

Changes to this policy

We may update this Privacy Policy from time to time. For material changes — those that meaningfully affect how we use your data — we will notify you via email at least 14 days before the change takes effect. Continued use of the service after the effective date constitutes acceptance of the updated policy.

Contact us

For privacy-related questions or to exercise your data rights, contact us at: