Introduction
Reception Bee ("we," "us," or "our") provides an artificial‑intelligence voice receptionist service and related websites, dashboards and applications (collectively, the "Services"). Protecting the privacy and security of your information is important to us. This Privacy Policy describes what data we collect when you use our Services, how we use and share that data, and the choices you have. By accessing or using the Services, you agree to the practices described below.
Information We Collect
We collect information in a few different ways to deliver the Services and improve them over time.
Personal Data
When you communicate with us or create an account, we may collect personally identifiable information, such as:
Contact details – your name, email address, phone number and mailing address.
Business information – company name, job title and other data needed to provide you with our Services.
Billing details – if you become a paid subscriber, we may collect payment information via our third‑party payment processor. We never store full payment card information on our own servers.
Call and Conversation Data
Our AI voice receptionist answers calls on behalf of our clients (our "Subscribers"). When you call a Subscriber who uses our Services, the system may collect and generate:
Audio recordings and transcripts of the call. Calls with AI receptionists are recorded for quality assurance, to improve the Services and for other internal business purposes. Recordings are used to generate transcripts and may be necessary for functions such as booking an appointment and sending reminders.
Caller information – the phone number and any personal details you choose to share during the call.
The Subscriber owns the call recordings and transcripts and determines how that data is used and how long it is retained. De‑identified data from recordings and transcripts may be used by Reception Bee to understand how callers interact with the AI receptionist and to improve our technology.
Device and Usage Data
When you visit our website or use an online dashboard, we automatically collect technical data such as your IP address, browser type, device identifier and pages visited. We use cookies and similar technologies to analyze traffic and understand how visitors interact with our site. You can disable or restrict cookies in your browser settings.
How We Use Information
We use the information we collect to:
Provide, operate and maintain the Services, including answering calls, creating call summaries and scheduling appointments.
Communicate with Subscribers and callers, such as sending notifications or responding to inquiries.
Improve and develop the Services, including training and refining our AI models and creating new features.
Monitor and analyze usage to enhance security, prevent fraud and ensure the Services function as intended.
Comply with legal obligations and enforce our rights.
How We Share Information
We do not sell your personal information. We may disclose information to the following categories of recipients:
Subscribers. Call recordings, transcripts and caller details belong to the Subscriber you called. Subscribers determine how they use and store that data, and they are responsible for complying with applicable privacy laws and obtaining any required consents.
Service providers. We engage vendors to host our infrastructure, process payments, provide analytics or assist with other functions. These providers access information only as necessary to perform their services and are contractually required to protect it.
Legal and safety reasons. We may share information if required by law or to protect the rights, property or safety of Reception Bee, our Subscribers or others.
Business transfers
If we undergo a merger, acquisition or asset sale, your information may be transferred as part of that transaction.
Aggregated and de‑identified data. We may use and share de‑identified or aggregated information for research, analytics and to improve the Services.
Call Recordings and Consent
Subscribers may configure the AI receptionist to notify callers that the call is being recorded. By staying on the line after receiving such a notice, you consent to the recording of the call. If you do not consent to call recording, please hang up or contact the business through another channel. The Subscriber is solely responsible for providing call recording notices and obtaining any legally required consent.
Data Security and Retention
We implement reasonable administrative, technical and physical safeguards designed to protect information against unauthorized access, destruction or alteration. No security measures are perfect, however, and we cannot guarantee absolute security. We retain information only as long as necessary to fulfil the purposes outlined in this policy, comply with our legal obligations or enforce our agreements.
Children’s Privacy
Our Services are intended for use by businesses. We do not knowingly collect personal information from children under the age of 16. If we discover that a child’s information has been provided to us without appropriate consent, we will delete it.
Your Rights and Choices
If you are a caller and have questions about how your personal information is used, please contact the business you called. If you are a Subscriber or visitor to our website, you may contact us to access, update or delete your personal information or to object to its processing where applicable.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will post the updated policy on our website and indicate the effective date. Your continued use of the Services after any update constitutes your acceptance of the new policy.
Contact Us
For questions about this Privacy Policy or our data practices, please contact us.
Terms of Use
Acceptance of Terms
These Terms of Use ("Terms") are a binding agreement between you and Reception Bee governing your access to and use of our Services. By accessing or using the Services, you agree to these Terms. If you do not agree, do not use the Services.
Description of Services
Reception Bee provides an AI‑powered voice receptionist solution and associated websites and dashboards designed to answer calls on behalf of Subscribers, gather caller information, schedule appointments and send notifications. We may make changes to the Services, including adding or removing features, at any time without notice.
Eligibility
You must be at least 18 years old (or the age of majority in your jurisdiction) to use the Services. By using the Services, you represent that you meet this eligibility requirement and have the legal capacity to enter into these Terms.
User Responsibilities
When you use the Services, you agree to:
Use the Services only for lawful purposes and in accordance with these Terms and any applicable laws.
Not impersonate any person or entity or falsely state or misrepresent your affiliation with a person or entity.
Not attempt to access or interfere with the accounts or information of other users, Subscribers or callers.
Maintain the confidentiality of your account credentials and promptly notify us if you suspect unauthorized access.
Obtain any necessary consent from callers or other individuals when using the Services to record or process calls, as required by law.
Payment and Subscriptions
Some features of the Services may require payment. The terms of any subscription plan and pricing will be provided to you separately and are incorporated into these Terms by reference. All fees are non‑refundable unless expressly stated otherwise.
Intellectual Property
All content, software and other materials used in connection with the Services, including trademarks, logos and proprietary technology, are the property of Reception Bee or our licensors and are protected by intellectual property laws. You may not copy, modify, distribute or create derivative works based on any part of the Services without prior written permission.
Prohibited Uses
You may not:
Use the Services in any manner that could disable, overburden or impair our systems or interfere with other users.
Introduce any viruses, malware or other harmful code into the Services.
Use the Services to transmit unlawful, threatening, abusive, defamatory or otherwise objectionable content.
Harvest or scrape any data from the Services without our prior written consent.
Disclaimer of Warranties
The Services are provided on an "as is" and "as available" basis. Reception Bee disclaims all warranties of any kind, whether express or implied, including the implied warranties of merchantability, fitness for a particular purpose and non‑infringement. We do not warrant that the Services will be uninterrupted, error‑free or secure.
Limitation of Liability
To the maximum extent permitted by law, Reception Bee and its affiliates will not be liable for any indirect, incidental, special, consequential or punitive damages arising from or related to your use of the Services, even if we have been advised of the possibility of such damages. Our total liability to you for any claim arising under these Terms will not exceed the greater of one hundred dollars (USD 100) or the amount you paid, if any, for access to the Services during the six months prior to the event giving rise to the claim.
Indemnification
You agree to indemnify and hold harmless Reception Bee and its officers, directors, employees and agents from and against any claims, liabilities, damages, judgments, awards, losses and expenses (including attorneys’ fees) arising out of or relating to your violation of these Terms or your use of the Services.
Termination
We may suspend or terminate your access to the Services at any time and for any reason, including violation of these Terms. Upon termination, your right to use the Services will immediately cease.
Governing Law
These Terms and any disputes arising out of or relating to them or the Services will be governed by and construed in accordance with the laws of the Province of British Columbia and the federal laws of Canada applicable therein, without regard to conflict of law principles. You agree to submit to the exclusive jurisdiction of the courts located in Vancouver, British Columbia.
Changes to Terms
We may modify these Terms at any time. If we make material changes, we will notify you (e.g., by posting an updated version on our website). Your continued use of the Services after the effective date of the updated Terms constitutes your acceptance of the changes.
Contact Information
If you have questions about these Terms, please contact us.