AI Front Desk, Inc. ("AI Front Desk," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our services, visit aifrontdesk.com, or otherwise interact with us. Please read this policy carefully. If you disagree with its terms, please discontinue use of our services.
1. Information We Collect
We collect information in several ways:
Information you provide directly: When you request a demo, create an account, or contact us, we collect information such as your name, email address, phone number, company name, and any other information you choose to provide.
Information collected automatically: When you visit our website, we automatically collect certain information about your device and usage, including IP address and approximate location, browser type and version, pages viewed and time spent, referring URLs, UTM parameters and advertising attribution data, and device identifiers.
Information from third parties: We may receive information about you from third-party sources, including marketing partners, social media platforms, and data enrichment services.
2. How We Use Your Information
We use the information we collect to:
- Provide, operate, and improve our AI platform and services
- Process demo requests and communicate with prospective customers
- Send marketing communications (with your consent where required)
- Analyze usage trends and optimize our platform
- Ensure security and prevent fraud
- Comply with legal obligations
- Respond to customer support inquiries
3. Sharing of Information
We do not sell your personal information. We may share your information with:
Service providers: Third-party companies that help us operate our business, including cloud infrastructure providers, CRM platforms, email delivery services, and analytics tools. These providers are contractually bound to protect your information.
Business partners: With your consent, we may share information with integration partners (e.g., ClubReady, Mindbody) necessary to deliver our services to you.
Legal requirements: We may disclose information when required by law, court order, or governmental authority, or when we believe disclosure is necessary to protect our rights or the safety of others.
Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
4. Data Security
We implement enterprise-grade security measures to protect your information:
- SOC 2 Type II certified — independently audited annually
- 256-bit AES encryption for data at rest
- TLS 1.3 encryption for all data in transit
- Role-based access controls and least-privilege principles
- Complete audit trails on all agent interactions
- Regular penetration testing and vulnerability assessments
- 99.9% uptime SLA with redundant infrastructure
No method of transmission over the internet is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.
5. Data Retention
We retain personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required by law. Conversation logs and audit trails are retained for a minimum of 24 months to support our quality assurance and compliance obligations. You may request deletion of your information at any time (subject to legal requirements) by contacting us at the information below.
6. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to collect information about your browsing activity. These include essential cookies required for site functionality, analytics cookies (Google Analytics 4) to understand usage, marketing cookies for advertising attribution, and session cookies for demo request tracking. You can control cookie settings through your browser, though disabling certain cookies may affect site functionality.
7. Your Rights
Depending on your jurisdiction, you may have the right to access, correct, delete, or port your personal information; object to or restrict our processing; withdraw consent where processing is based on consent; and opt out of marketing communications at any time.
To exercise any of these rights, contact us at privacy@aifrontdesk.com.
8. Children's Privacy
Our services are designed for business use and are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will promptly delete it.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website with a new effective date. For significant changes, we may also send an email notification. Your continued use of our services after the effective date constitutes your acceptance of the updated policy.
10. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us:
AI Front Desk, Inc.
Email: privacy@aifrontdesk.com
Website: aifrontdesk.com
Austin, Texas, United States