Privacy Policy

Effective date: August 13, 2026

This Privacy Policy explains how Receptionist Max (“Receptionist Max,” “we,” “us,” or “our”) handles information when people visit receptionistmax.com, create or use a Receptionist Max account, contact support, request a live demonstration, or communicate with a business that uses Receptionist Max.

1. Scope and roles

Receptionist Max provides AI-assisted phone answering, caller intake, lead and appointment-request tools, business-knowledge features, integrations, call records, and related account and billing services.

When a caller contacts one of our business customers, that business decides why and how it uses the caller’s information. In that setting, the business customer is generally responsible for its own privacy notices, retention choices, call-recording notices, and legally required consents. Receptionist Max processes the information to provide the service and operate the customer’s account.

2. Information we collect

Account and contact information

We may collect a name, email address, phone number, business name, website, role, login information, support requests, communication preferences, and other information submitted during registration, setup, a demo request, or account administration.

Business configuration and customer content

Customers may provide business hours, service areas, FAQs, scripts, routing rules, appointment details, lead information, uploaded content, contact records, and other information used to configure their receptionist and workflows.

Calls and communications

Depending on the customer’s settings and applicable requirements, we may process caller and recipient phone numbers, caller-provided names and contact details, call audio, recordings, transcripts, summaries, call timing and duration, routing events, outcomes, messages, callback requests, appointment requests, and related support communications. AI-generated transcripts and summaries may contain errors.

Billing information

Payment-card information is collected and processed by our payment processor. Receptionist Max may receive payment-customer and payment-method identifiers, a limited payment-method description, transaction status, amounts, dates, invoices, wallet activity, usage records, and dispute or refund information. We do not need to store a complete card number to operate recurring billing.

Integrations

If a customer connects another service, we may process account identifiers, authorization tokens, configuration choices, and data exchanged with that service as directed by the customer. The connected provider’s own terms and privacy policy also apply.

Device, log, website, and campaign information

We may collect IP address, browser and device information, pages or features used, login and security events, error and diagnostic records, referring-site host, and cookie or similar-technology data needed to operate, secure, and improve the website and service.

If a landing-page address contains an approved campaign field, we may process utm_source, utm_medium, utm_campaign, utm_term, utm_content, or an approved advertising click identifier such as gclid, gbraid, wbraid, msclkid, or fbclid. We do not retain an unrestricted query string for campaign attribution.

3. How we use information

We use information to:

• create, authenticate, administer, and secure accounts;
• answer and route calls, capture caller requests, create transcripts or summaries, and perform customer-configured workflows;
• sync business knowledge and connected services;
• provide support, service notices, requested demo communications, and other requested communications;
• process subscription, add-on, usage, wallet, and related billing;
• detect abuse, fraud, security incidents, and service failures;
• with consent where required, understand website use, measure campaign performance, and attribute a demo request, account creation, or eligible purchase to a campaign;
• monitor performance, troubleshoot, and improve service quality; and
• comply with applicable obligations and enforce our terms.

We do not send names, email addresses, phone numbers, form contents, call content, or transcripts to Google Analytics through our website event measurement.

4. AI-assisted processing and call notices

Receptionist Max uses automated and AI-assisted systems to participate in calls, generate responses, summarize conversations, and help perform configured tasks. AI output can be incomplete or incorrect and should not be treated as professional, emergency, legal, medical, or financial advice. Receptionist Max is not an emergency service.

Business customers are responsible for telling callers when an AI receptionist, call recording, or transcription is used whenever notice or consent is required. Customers must not configure the service to collect information they are not authorized to process.

5. How we disclose information

We may disclose information:

• to the Receptionist Max customer whose receptionist or account generated the information;
• to hosting, telephony, AI, payment, transactional email, security, analytics, and support providers that help us operate the service;
• to Google Analytics after the visitor grants analytics consent, for website and campaign measurement as described below;
• to a connected service when a customer enables and directs that integration;
• when reasonably necessary to protect users, the public, our rights, or the security of the service;
• to comply with a valid legal request or applicable requirement; or
• as part of a financing, acquisition, reorganization, or transfer of all or part of the business, subject to appropriate handling of the information.

We do not sell contact information or disclose it for another company’s independent marketing. We do not disclose phone or text opt-in information to third parties for their independent marketing. Service providers may process information only to perform services for us or as otherwise permitted by their agreements and applicable requirements.

6. Cookies, consent, analytics, and attribution

Essential storage supports login sessions, security, requested account functions, and privacy choices. Optional analytics and advertising measurement are off by default. The Google tag is not loaded and no Google Analytics page view or conversion is sent until the visitor affirmatively grants analytics consent. Rejecting optional storage does not prevent essential site functions.

Our current first-party marketing and privacy storage includes:

• __Host-rmx_consent: a signed, secure privacy-choice record that expires after 180 days;
• __Host-rmx_attr_first and __Host-rmx_attr_last: signed first- and last-touch campaign records that expire after 90 days and are stored only after analytics or advertising-measurement consent; and
• __Host-rmx_conversion: a signed, short-lived, one-time marker for a server-confirmed demo, signup, or eligible purchase event that expires after 30 minutes.

These attribution and conversion records do not contain a name, email address, phone number, call content, transcript, or unrestricted landing-page query. With analytics consent, Google Analytics may set first-party cookies such as _ga and _ga_<container-id> to distinguish users and preserve session state. Google documents a default expiration of up to two years for these GA4 cookies, subject to browser limits, user deletion, our consent controls, and Google’s configured controls. Learn more in Google’s GA4 cookie information and Analytics privacy information.

A visitor can accept, reject, or separately manage analytics and advertising measurement in the consent panel. The “Privacy choices” control in the site footer area can reopen that panel. Withdrawing analytics consent stops future website analytics, clears our campaign-attribution cookies, and attempts to remove known first-party Google Analytics cookies from this site. Browser controls may also remove or block cookies. Google provides an optional Google Analytics opt-out browser add-on.

7. Retention

We retain information for as long as reasonably needed to provide the service, maintain account and transaction records, meet security and support needs, resolve disputes, and comply with applicable requirements. Retention varies by data type, customer settings, account status, and connected services. Deletion from an active interface may not immediately remove limited backup, security, billing, or legal records.

The current website consent record expires after 180 days, campaign-attribution records expire after 90 days, and one-time browser conversion markers expire after 30 minutes. Google Analytics user-level and event-level retention is governed by our Analytics property settings and Google’s retention controls; aggregated reports may be retained differently. A visitor may ask us about the current setting or request an applicable deletion review.

8. Security

We use administrative, technical, and organizational measures designed to protect information. No internet, telephony, or storage system can be guaranteed completely secure. Customers are responsible for protecting passwords, access tokens, connected accounts, and authorized-user access, and should contact us promptly about suspected unauthorized access.

9. Choices and privacy requests

Account holders can review and update certain account, receptionist, integration, and billing settings in the portal. A person seeking access, correction, deletion, or another privacy choice may contact us at support@receptionistmax.com. We may need to verify the request and may retain information where permitted or required. If the request concerns a business customer’s caller data, we may direct the requester to that business.

Visitors can change optional website analytics and advertising-measurement choices at any time through “Privacy choices.” Privacy rights vary by location. Where applicable, a person may request access, correction, deletion, restriction, portability, withdrawal of consent, or information about relevant disclosures, and may appeal or complain to the appropriate authority.

Service and transactional messages are necessary for account operation and the requested setup. Product news and offers are optional, are not required to create an account, and will include an available opt-out method.

10. Children

Receptionist Max is a business service and is not intended for children under 18. We do not knowingly offer accounts directly to children.

11. International processing

Receptionist Max and its providers may process information in the United States and other locations where they operate. Privacy and data-protection rules may differ between locations.

12. Third-party services and links

Connected services and external websites are governed by their own terms and privacy practices. Receptionist Max does not control how an independent third party uses information after the customer directs data to that service.

13. Policy changes

We may update this policy as the service or applicable requirements change. We will post the revised policy here with a new effective date. Material changes may also be communicated through the service or account contact information.

14. Contact

Questions or privacy requests may be sent to support@receptionistmax.com.