Privacy Policy

Welcome to ReceptionCrew AI ("we", "us", or "our"), operated by Bit Tech Solutions, located at 5150 E Pacific Coast, Long Beach, CA 90804, United States.

This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our website at https://receptioncrew-ai.eastus2.cloudapp.azure.com/ and use our services. Please read this policy carefully. If you disagree with its terms, please discontinue use of the site.

1. Information We Collect

We collect information you provide directly to us, information collected automatically, and information from third parties.

Personal Information You Provide

When you register an account, purchase a plan, add team members or clients, or contact us, we may collect:

• Account registration: Company name, email address, password (hashed), phone number, business address
• Team members: First name, last name, email address, phone number(s), profession/role
• Clients: First name, last name, email address, phone number(s), mailing address, date of birth, gender
• Business-specific client data: Depending on your industry, additional structured data may be stored (e.g., for healthcare: insurance information, allergies; for other industries: membership tier, preferences). This information is entered by you or your team on behalf of your clients.
• Social / professional profiles: LinkedIn URL, website, and other social media links you optionally provide
• Any other information you voluntarily provide (e.g., messages sent through our contact form)

Automatically Collected Information

When you visit our site, certain information is collected automatically, including:

• IP address and approximate geographic location
• Browser type and version
• Pages visited and time spent on each page
• Referring / exit URLs
• Device identifiers and operating system
• Log data and usage data

Information from Third Parties

We may receive information about you from third-party services such as payment processors (Stripe) and social authentication providers, subject to their own privacy policies.

2. How We Use Your Information

We use the information we collect to:

• Create and manage your account
• Provide, operate, and improve our AI Receptionist and AI Salesman services
• Process transactions and send related information such as purchase confirmations and invoices
• Send transactional notifications related to your use of the service — including appointment confirmations, reminders, cancellations, and record delivery — on behalf of your business to your clients
• Respond to comments, questions, and requests, and provide customer service
• Monitor and analyze usage and trends to improve your experience
• Detect, investigate, and prevent fraudulent transactions and other illegal activities
• Comply with legal obligations
• Carry out any other purpose for which the information was collected

3. Payment Processing

We accept payments through Stripe. When you provide payment information, it is transmitted directly to Stripe and is subject to Stripe's Privacy Policy. We do not store your full credit card number on our servers.

Stripe is PCI-DSS compliant. Your payment data is encrypted and handled in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).

4. Disclosure of Your Information

We do not sell, trade, or rent your personal information to third parties for their marketing purposes. We may share your information in the following circumstances:

• Service Providers: With vendors and third-party service providers (such as Stripe) who perform services on our behalf
• Business Transfers: In connection with a merger, sale, or transfer of company assets
• Legal Compliance: If required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency)
• Protection of Rights: To protect the rights, property, or safety of ReceptionCrew AI, our customers, or others
• With Your Consent: For any other purpose with your consent

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

When your account is closed or at your request, we will delete or anonymize your personal information within a reasonable timeframe, unless we are required by law to retain it.

6. Security of Your Information

We use administrative, technical, and physical security measures to protect your personal information. These include encrypted connections (HTTPS/TLS), hashed passwords, and access controls.

While we have taken reasonable steps to secure the information you provide, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

7. Children's Privacy COPPA

ReceptionCrew AI is a business-to-business (B2B) platform intended for use by companies and their authorized personnel. Our services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13.

To create an account, users must confirm at registration that they are 13 years of age or older. If we learn that we have inadvertently collected personal information from a child under 13 without verifiable parental consent, we will take steps to delete that information as quickly as possible.

If you are a parent or guardian and believe your child under 13 has provided personal information to us, please contact us immediately at Info@bittechsol.com or by phone at 858.858.8835 and we will promptly delete the information from our records.

Client Data Managed by Businesses

If you use our platform to manage client records that may include minors (e.g., a pediatric clinic), you as the business operator are responsible for ensuring you have appropriate legal authority to collect and process that information. ReceptionCrew AI processes such data as a data processor acting on your instructions as data controller.

8. California Privacy Rights CCPA / CPRA

If you are a California resident, the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA) provides you with the following rights regarding your personal information:

Right to Know

You have the right to request that we disclose: the categories and specific pieces of personal information we have collected about you; the categories of sources; the business purpose for collecting; and the categories of third parties with whom we share your information.

Right to Delete

You have the right to request deletion of personal information we have collected from you, subject to certain exceptions.

Right to Correct

You have the right to request correction of inaccurate personal information we maintain about you.

Right to Opt-Out of Sale / Sharing

We do not sell or share your personal information for cross-context behavioral advertising. You may still submit a "Do Not Sell or Share My Personal Information" request by contacting us.

Right to Limit Use of Sensitive Personal Information

You have the right to limit the use and disclosure of sensitive personal information to only what is necessary to perform the services you requested.

Right to Non-Discrimination

We will not discriminate against you for exercising any of your CCPA/CPRA rights.

Submitting a Request

To exercise any of these rights, please contact us using the information in the Contact Us section. We will respond within 45 days of receiving your verifiable consumer request.

Categories of Personal Information Collected (last 12 months):

• Identifiers: company name, email address, phone number, IP address
• Personal information under Cal. Civ. Code § 1798.80(e): address, billing details; for client records — first/last name, date of birth, gender
• Protected classification characteristics: gender and date of birth for client records entered by business operators
• Medical / health information: where applicable for healthcare businesses — insurance, allergies, and similar data entered by the business operator for their clients
• Commercial information: products or services purchased, subscription details
• Internet or electronic network activity: usage data, log data, call logs
• Geolocation data: approximate location derived from IP
• Inferences: service usage patterns for account management

9. CalOPPA — Do Not Track CalOPPA

Under CalOPPA (California Online Privacy Protection Act), we are required to respond to Do Not Track signals. We do not currently respond to Do Not Track (DNT) browser signals, as there is no industry-standard approach to DNT compliance.

This Privacy Policy applies to California users and discloses: the categories of personal information collected; the categories of third parties with whom it is shared; and your right to review and request changes to your personal information by contacting us.

We do not permit third parties to collect personally identifiable information about users' online activities over time and across different websites when they use our site, except as disclosed in this policy.

10. European Users — GDPR GDPR

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have certain rights under the General Data Protection Regulation (GDPR) and applicable national laws.

Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract: Processing is necessary to perform a contract with you (e.g., providing our services)
• Legitimate Interests: Processing is necessary for our legitimate business interests, where these are not overridden by your rights
• Legal Obligation: Processing is necessary to comply with a legal obligation
• Consent: Where we have obtained your consent

Your GDPR Rights

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data under certain circumstances
• Right to Restriction of Processing: Request that we restrict the processing of your data
• Right to Data Portability: Receive your personal data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

International Transfers

Your information may be transferred to and processed in the United States. When we transfer personal data from the EEA to the US, we do so in accordance with applicable data protection laws, using appropriate safeguards such as Standard Contractual Clauses.

Data Protection Authority

You have the right to lodge a complaint with your local data protection supervisory authority if you believe we have not complied with applicable data protection laws.

Data Controller

Bit Tech Solutions, 5150 E Pacific Coast, Long Beach, CA 90804, United States is the data controller for purposes of the GDPR.

11. Google API Services User Data Google OAuth

ReceptionCrew AI integrates with certain Google services (such as Google Calendar and Google Sheets) to provide scheduling and data-sync features. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

What Google Data We Access

We only request Google API scopes that are strictly necessary for the features you choose to use, which may include:

• Google Calendar — to read and create appointments on your behalf
• Google Sheets — to sync contact or appointment data you choose to connect
• Gmail — to send and read emails on your behalf when you enable the Gmail integration (only with your explicit authorization)
• Basic profile information (name, email) — to identify your Google account during OAuth sign-in

How We Use Google User Data

• Google user data is used solely to provide and improve the specific features you have authorized
• We do not use Google user data for advertising, remarketing, or to train AI or machine learning models
• We do not sell or transfer Google user data to third parties, except as strictly necessary to deliver the requested service or as required by law
• Humans at Bit Tech Solutions do not read your Google data unless you explicitly request support and grant permission, or it is required for security or legal compliance

Storage & Security

Any Google user data we retain (e.g., cached calendar events or OAuth tokens) is stored securely using encryption at rest and in transit, and is retained only as long as necessary to provide the service.

Revoking Access

You may revoke ReceptionCrew AI's access to your Google account at any time via your Google Account permissions page, or by disconnecting the integration from your account settings. Upon revocation, we will delete any stored Google OAuth tokens.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by updating the "Last updated" date at the top of this page. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

Your continued use of the website after the effective date of any changes constitutes your acceptance of the revised Privacy Policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy, your personal information, or to exercise any of your rights, please contact us: