Privacy Policy

Information We Collect

• Business and contact information, including business name, address, website, phone numbers, service area, business email, and primary contact details.
• Setup and receptionist configuration information, including hours, services, FAQs, routing rules, escalation preferences, provider/carrier details, and call forwarding details.
• Training materials you choose to submit, such as links, notes, files, audio/video, documents, menus, service lists, and other business materials.
• Call and demo information, such as caller inputs, transcripts, call metadata, summaries, routing status, and recordings if recording is enabled for a particular line or workflow.
• Billing and checkout information processed by Stripe. WelcomeOps does not store full payment card numbers.
• Technical information, including IP address, device/browser data, pages viewed, logs, security events, and diagnostics needed to operate and protect the service.

How We Use Information

• Provide, configure, test, secure, and improve the AI front desk and related customer onboarding.
• Create draft receptionist profiles, call flows, routing rules, summaries, and proof-of-value reports.
• Process payments, subscriptions, invoices, refunds, and support requests.
• Detect abuse, troubleshoot issues, maintain logs, and protect our customers and systems.
• Communicate with you about setup status, service updates, billing, support, and operational notices.

Vendors And Service Providers

We may use service providers for hosting, payments, email, voice/telephony, AI processing, transcription, text-to-speech, storage, monitoring, and security. Current categories include Cloudflare, Stripe, Twilio, Resend or email providers, voice/AI providers, storage providers, and operational tooling. These providers process information only as needed to deliver and secure the service.

Training Materials And Sensitive Information

Do not upload sensitive personal information, passwords, financial account details, private customer records, medical records, Social Security numbers, payment card information, employee HR files, or confidential legal documents. Only submit information you want the AI receptionist and WelcomeOps setup process to use for answering business calls.

Retention

We keep information as long as needed to provide the service, comply with legal and accounting obligations, resolve disputes, prevent abuse, and maintain operational records. Setup records, call summaries, logs, and uploaded material references may be retained while your account or pilot is active and for a reasonable period afterward. You can request deletion unless retention is required for legal, security, billing, or dispute reasons.

Your Choices

You may request access, correction, deletion, or export of your information by emailing hello@welcomeops.com. We may need to verify your identity or authority over the business account before acting on a request.

State Privacy Notices

If a state privacy law applies to your information, you may have additional rights to know, access, correct, delete, port, or limit certain uses of personal information. WelcomeOps does not sell personal information for money. If our practices change, this policy will be updated.

Security

We use reasonable administrative, technical, and organizational safeguards. No internet service is perfectly secure, so customers should avoid submitting unnecessary sensitive information and should promptly report suspected misuse.

Contact

Email privacy questions or requests to hello@welcomeops.com.